Understanding emergency contacts
Emergency contact forms are a fundamental part of employee records and workplace safety. When an employee has an accident, becomes ill, or faces an emergency at work, having reliable contact information for their nominated people enables appropriate response.
Form purposes
- Medical emergencies
- Workplace accidents
- Critical incidents
- Unexpected illness
When to collect
- During onboarding
- Annual updates
- After life changes
- When details change
What information to collect
Emergency contact forms should capture these key details:
Essential form fields
WHS requirements
- Emergency procedures: WHS laws require emergency planning
- First aid: Ability to provide appropriate first aid
- Notification: Contact family in serious incidents
- Records: Maintain accessible emergency information
Medical information is sensitive
Any medical information collected is sensitive personal data under privacy laws. Make medical disclosure optional, explain why it's requested (to assist in emergencies), store it securely, and limit access to those who need it.
Emergency contact best practices
Collection
- Collect during onboarding
- Request multiple contacts
- Verify phone numbers work
- Make medical info optional
Management
- Store securely in HR system
- Request annual updates
- Ensure quick access
- Train managers on use
Common form mistakes
Outdated information
Contact details change but forms aren't updated. In an emergency, reaching disconnected numbers or the wrong person wastes critical time.
Only one contact
If the single contact is unavailable, there's no backup. Always collect at least two emergency contacts with different phone numbers.
Hard to access in emergencies
Forms buried in filing cabinets or locked systems aren't helpful in urgent situations. Ensure authorised staff can quickly access the information when needed.
Key takeaways
Emergency contact forms are essential for workplace safety and duty of care. Collect multiple contacts, update regularly, store securely but accessibly, and handle medical information with appropriate privacy considerations.
RosterElf's employee management helps Australian businesses maintain organised staff records including emergency contacts.
