Every year, organizations worldwide witness approximately 2.3 million workers experiencing workplace accidents or diseases. The International Labour Organization (ILO) report also highlights the dangers of safety negligence at workplaces. With such prevalent risks, employers are obligated to have health and safety protocols and documentation in place. One effective method to safeguard the well-being of employees is through the implementation of comprehensive emergency contact forms. When an employee is hurt on the job, supervisors can inform relatives or friends of the individual, ensuring they receive immediate assistance. 

This article explains the importance of having emergency contact forms in the workplace, and on top of that, we have provided a free emergency contact template to make collecting medical details and contact information easier for employees and HR leaders. 

What is an emergency contact form?

An emergency contact form is a vital document used by organizations to collect emergency contact information and medical history from their employees. This document is collected during the onboarding process and usually requires the employee to fill out a few key details, including their primary and secondary emergency contacts, along with any pertinent medical history or conditions.

It is also considered a workplace safety best practice, as the emergency contact form helps to protect both the employee and employer in case of an accident or medical emergency. 

For example, an employee at a construction site suddenly experiences an allergic reaction. With access to the individual’s emergency contact information, the company can immediately notify the designated contact, who can provide crucial medical details or rush to the scene with necessary medication. This swift action brings about the importance of maintaining updated emergency contact information to ensure prompt assistance and enhance workplace safety.

Additional resource: The Complete Employee Onboarding Checklist

Why is it important to have an emergency contact form?

Here are several reasons why you should make it a priority for your employees to fill out emergency contact forms. 

Faster communication during emergencies

Clear communication is vital during a workplace emergency. Having up-to-date employee contact information allows employers to reach loved ones and emergency services faster. This reduces confusion, gets help to employees quicker, and demonstrates the organization’s commitment to employee well-being. Effective communication can be the key to turning a crisis into a successful resolution.

Reduced stress

Knowing that there’s a plan in place for emergencies can alleviate stress for both employees and employers, providing reassurance that help can be summoned efficiently if needed.

Improved decision-making

Access to emergency contact information enables employers to make informed decisions during critical situations, such as determining whether to seek medical help or contacting family members.

What information should be included in the emergency contact form?

An employee emergency contact form should collect critical information that would be helpful in case of an emergency involving an employee. Here are the key elements to include:

• Employee’s full name and identification: A basic yet essential starting point to ensure accurate identification.

• Contact information of designated emergency contacts: Phone numbers, addresses, and any alternative means of communication.

• Relationship to the employee: Knowing the relationship helps in understanding the dynamics and urgency of the situation.

• Medical information or allergies: Critical details that could impact the type of assistance required.

Here is how an emergency contact form example can look like: 

Employee Information

Employee Name

Department

Emergency contact information

Primary Contact Name

Relationship to Employee (e.g., spouse,   parent, sibling)

Phone Number (work, cell, home)

Email Address (optional)

Secondary Contact Information (optional): Include the same details as above for another person to be contacted.

Medical Information (Optional)

Physician Name and Contact Information

Health Insurance Provider Name and Policy Number (optional)

Allergies to medications (optional)

Any other relevant medical information (with employee consent)–this could include pre-existing conditions or current medications.

Form Completion Details

Date

Employee Signature

To make it easier, we have created an emergency contact form template that you can customize to your organization’s needs. This allows your employees to conveniently fill out the form electronically anytime, anywhere.

When to reach out to an employee’s emergency contact?

Knowing when to reach out to an employee’s emergency contact is vital for workplace safety. With emergencies possible at any time, it’s crucial for companies to maintain accurate contact information. However, the question arises: “When is the appropriate time to contact an employee’s emergency contact?”

Employers should contact an employee’s emergency contact in various scenarios, including:

Medical emergencies

When an employee falls sick, faints, or is in need of medical attention, having their contact information allows employers to quickly reach out for help and assistance. 

Employee is absent from work

In the event where an employee is absent from work without prior notice and cannot be contacted, employers can notify appropriate parties, such as emergency contacts, family members, and authorities. This can only be done when there is valid emergency contact information; otherwise, the employer may face challenges in promptly addressing the situation and providing the necessary support.

Work accident with unknown status

In the unfortunate event of a workplace accident resulting in physical injury to an employee, having accurate contact details enables the employer to promptly notify emergency services, initiate first aid procedures, and inform relevant parties such as supervisors, HR personnel, and family members, ensuring the injured individual receives the necessary support and medical attention.

Other important considerations

• Severity of the situation: Always prioritize the employee’s well-being. If the situation seems life-threatening, call emergency services first. The emergency contact can be notified afterward.
• Employee consent: Before contacting an employee’s emergency contact, make sure you have their consent. This ensures that their privacy and personal boundaries are respected. A good practice is to include a consent clause within the emergency contact form template to ensure compliance in the event where an employee is unconscious or unable to provide consent. 
• Follow protocols: Your organization should have established protocols for emergency situations. Ensure you follow these guidelines when deciding to contact an emergency contact.
• Use best judgment: Consider all the details of the situation and use your best judgment when deciding whether or not to reach out to an emergency contact. 

Best Practices for Managing Emergency Contact Forms

1. Communicate clearly the purpose of the emergency contact form

To prevent employees from being skeptical about the emergency contact form process, what HR leaders can do is to conduct training sessions. This training also goes for ensuring compliance with filling out the form and keeping information up-to-date.

During the session, they should explain the importance of the emergency contact form in ensuring the safety and well-being of employees. Additionally, HR leaders can emphasize the potential impact of having accurate emergency contact information on response times during critical situations. By providing clarity and addressing concerns through training, employees can be encouraged to actively participate in the process and maintain updated emergency contact information.

2. Assure employees that their information is confidential

When it comes to managing employee data such as emergency contact forms, it is important to provide employees with the assurance that their information is kept confidential. This is essential for building trust and maintaining a positive workplace culture. Ensure that only authorized personnel, like HR or designated managers, have access to these details. 

If sensitive contact information or medical records of an employee are disclosed or used inappropriately, it can cause significant distress and harm. They can become exposed to potential discrimination and stigmatization in the workplace. Employers can also face legal penalties and liabilities for this act alone. Therefore, it’s crucial to make every effort to minimize inappropriate use and disclosure of an employee’s private information.

3. Make the form easily accessible

In case of any changes, such as a new phone number or address, employees should be provided easy access to emergency contact forms. This helps them to promptly update and retrieve their contact information. 

By making these forms accessible, you’re preventing delays in reaching out to emergency contacts during critical situations. You’re also providing a smooth employee experience, ensuring that they can quickly and conveniently access the forms when needed, whether it’s through a self-service portal, designated physical locations, or mobile applications. Additionally, through a centralized and secure system, employees can easily locate and access their records anytime and anywhere. This contributes to a proactive approach to maintaining safety in the workplace. 

4. Encourage employees to update their emergency contact form

In the case of a workplace accident, afflicted employees cannot receive help if their contact information isn’t accurate and up-to-date. An employee’s information can change over time due to varying factors. For instance, if an employee changes their address or gets married and wishes to add their spouse as an emergency contact, it’s essential to update their emergency contact form accordingly. 

5. Conduct periodic reviews

Designated individuals should review and update the emergency contact list of employees on an annual basis, making updates and revisions as needed. This ensures that medical records and emergency contact forms are accurate, complete, and relevant. 

Efficiently Manage Your Employee Records with Omni

All-in-one HR software like Omni is a powerful tool for unifying all of the disparate employee data such as emergency contact forms scattered across your company. As a single source of truth for employee data management, HRIS streamlines your HR processes and makes them more efficient, especially when accessing emergency contact forms during a crisis.

Powering Asia’s fastest-growing, modern companies, Omni’s employee database software scales alongside your company so you can customize and leverage the system to meet your evolving employee data management needs while ensuring compliance with regulations.

Omni’s intuitive and fully customizable platform integrates with your team’s favorite tools for a seamless and timely adoption. And at only $3/employee/month, you can leverage HR automation to decrease administrative costs.

Not ready for automation?

Book a demo with our team today to learn how Omni can help transform your businesses employee data management processes.