Emergency Contact Form

Emergencies occur all of the time. Whether it is an accident at work, at school, a club activity, or visiting a friend, someone may have to call to let close friends or family members of the person know what is going on. If it is a health emergency, for example, a heart attack, call 911 for help and make sure you are doing everything you can to support the individual until first responders arrive. Once the person is stable or taken to the hospital, call the person designated on the emergency contact list to inform them regarding what is going on.

If there is no emergency contact list, who should you call? What medications is the person on? Do they have allergies to foods or medication? This information can be very helpful to paramedics and health professionals in these situations. It may even save someone’s life!

This post will provide information about emergency contact forms and how to go about creating one. Of course. If you are an employer, once the form is created and signed, there must also be a secure way of storing the information and gaining access to it in situations where there is an emergency.’

What Is an Emergency Contact Form?

The Emergency Contact Form is a form that is maintained within a company’s record system and contains details about an individual regarding what they wish to happen in the event there is an emergency of some kind.

Obviously, if there is an accident or someone’s health is threatened by accident, or they experience a heart attack, co-workers or family members should call 911 and begin administering first aid.

The form will list who should be called if a traumatic event occurs. Often several names will be provided with their phone numbers. They may also provide medical information that will assist anyone who responds to help the employee. This could include food allergies and allergies to medications.

The form is usually filled in by the employee once they have joined a company and only used in a crisis situation. Often the contacts are family members or close friends.

What is Emergency Contact Form Template?

Using an Emergency Contact Form template helps to ensure that you have the same information for each employee. It can be downloaded from the company’s website or internal system by supervisors and provided to the employee as part of their onboarding activity when they first join the company.

Supervisors may also ask employees to update the template on an annual basis or anytime someone transfers in from another group. The template is easy to fill in, and employees should also note changes they need to make to the records anytime their personal lives change. For example, if marital status changes, they move, family members who are no longer available, they change phone numbers, or their contacts change phone numbers, etc.

Why Emergency Contact Form is Important?

Emergency contact forms can be very useful in situations when an emergency occurs. There are many situations where this may occur; however, a few examples include:

  • Help employees obtain medical assistance
  • Responding to a medical emergency
  • Informing contacts for a medical emergency
  • Informing contacts if you cannot locate the employee

Help employees obtain medical assistance – work injuries may require you to contact family members to help them obtain the medical care they need. E.g., insurance information

Responding to a medical emergency – always call 911 and then begin applying appropriate first aid until the paramedics arrive. Check the emergency contact information to see if there is any medical information you or the paramedics need to be aware of.

Informing contacts for a medical emergency – the employee may need transport to the hospital, or they need a ride home. Contact the people listed on the emergency contact form to let them know if the employee needs a ride or which hospital they have been taken to.

Informing contacts if you cannot locate the employee – if you have a situation where you cannot find your employee, or they do not show up for work, you can use the emergency contact form to check in with their contacts and help locate them.

When to Use an Emergency Contact Form?

Most situations are clear regarding when you should access the emergency contact form and reach out to your employee’s contacts. However, there are also situations where fellow employees and supervisors need to make a judgment call regarding when to call their contacts. The following are a few examples of when you may want to use an emergency contact form:

  • An employee is injured or becomes sick, and you need to call 911
  • An employee is sent to the hospital
  • When someone calls other than the emergency contacts to advise you that the employee is in the hospital
  • An employee is injured at work and needs assistance to get home
  • Failure to show up for work for a shift on one day or multiple days or shifts
  • Determining where to send personal belongings if an employee has passed away

If you are able to speak with the employee, you can ask them if they want you to get in touch with their emergency contacts and which one to contact.

Essential Elements of an Emergency Contact Form

Employee information should always be kept in their personnel file, either in paper records on in the company’s online system, so they are easily found.

  • Employee Information
  • Primary Emergency Contact
  • Secondary Emergency Contact
  • Home Information
  • Voluntary Additional Information

Employee Information – include the employee’s name, job, position, and department

Primary Emergency Contact – provide the name, cell phone number, home phone number, work phone number, and email information. Indicate if it is ok to share medical details with the contact person.

Secondary Emergency Contact – same as the primary contact, provide the name, cell phone number, home phone number, work phone number, and email information. They will be called only if the primary person cannot be reached. Also, indicate if it is ok to share medical details with the contact person.

Home Information – employee’s home address, cell phone, and home phone numbers, and personal email. You may need this information to tell the employee not to come in in periods of bad weather, or a home check is required to verify the employee’s welfare.

Voluntary Additional Information – sharing medical information is voluntary; however, the employee may want to share critical information about their health, such as allergies to medications.

FAQs

The following are several frequently asked questions many readers have about emergency contact forms.

What is an Employee Emergency Contact Form?

The Emergency Contact Form is a form that is maintained within a company’s record system and contains details about an individual regarding what they wish to happen in the event there is an emergency of some kind. It lists their primary and secondary contacts and their information. They can also include, if they wish, information about medical issues such as allergies to medications.

What to include in an Employee Emergency Contact Form?

The Emergency Contact Form includes the name of the person, their organizational roles and position, primary and secondary contact information, and also any voluntary information they wish to provide concerning medical issues.

When can an employer contact an emergency contact?

The employee can also provide specific information about who and when the employer should contact their emergency contact. Usually, the employer will contact their emergency contact if the employee has been transported to the hospital or needs a ride home.

Can you ask for emergency contact on the job application?

Usually, emergency contacts are only asked for during the onboarding process after an employee has been hired.

Why student emergency contact forms are important?

Student emergency contact forms are very important. They indicate who the emergency contacts are in case of an emergency at school and whether it is a parent, guardian, or another contact. In many cases, there is only one parent available and having a second person named as an emergency contact indicates to the school to who they can release the child if the child must leave the school for some reason.

Can my boyfriend/girlfriend be my emergency contact?

A boyfriend or girlfriend can be an emergency contact; however, don’t forget to update your contact form if the relationship changes. While your former boyfriend or girlfriend should respond and provide assistance, you may want the form updated to indicate current relationships.

What happens when you make someone your emergency contact?

The person’s contact information is added to your personal records and will be used in a situation deemed to be an emergency. The person you name as an emergency contact should be aware that they are an emergency contact for you and be willing to take responsibility to inform the rest of the family as well as be able to pick you up at work or from the hospital if you are discharged.

What do you say when you call an emergency contact?

What you say to the emergency contact very much depends on the situation. First, you must confirm the identity of the person you are speaking to and that they are the designated emergency contact. Inform the contact as to why you are calling and what action has been taken for the employee or student, i.e., they are not well and need a ride home, or there has been an accident and taken to the hospital, etc.

What happens if you accidentally call 911 and hang up right away?

Most 911 systems have a process in place to complete a call back in situations where the caller called 911 and then hung up. While in many cases, it is not an emergency situation (sometimes it is a pocket dial), 911 operators are mandated to do the callback and confirm the caller is not in an emergency situation of some kind.

Key-points

Emergency contact forms are excellent tools to help employers and schools know who to contact in an emergency situation, where someone has fallen ill or been taken to the hospital.

They are also very useful for wellness checks. If an employee does not show up for work unexpectedly and cannot be reached, calling the emergency contact is one way to request that they take action and check on the person. In some cases, the contact may ask the police to conduct a wellness check.

The employee’s information is kept confidential and in their personnel file. Only contact information needs to be provided; however, the employee or student can voluntarily include allergies to medications or other medical information that would be useful to first responders in an emergency situation.

Choose your contacts carefully and update the information anytime relationships change, you move, change employers or schools. New boyfriends, girlfriends, family members moving, etc., are good reasons to update your contact information. Anytime phone numbers change, another reason to update these forms. Also, provide a secondary contact in case the first one cannot be reached.

Emergency contact information is also used by many clubs and organizations to ensure they have up-to-date details about who to call if there is an emergency.

Always let your contacts know that they have been designated as an emergency contact, so they are prepared and know what to do in case there is some kind of emergency.