Building a Medical Emergency Plan for Your Workplace

Medical emergencies at work are rare for any one person, but across a large workforce they are certain to happen. A colleague collapses in a meeting room, a visitor has a severe allergic reaction, a worker falls from a ladder. In those moments, people do not have time to look up a policy. A workplace medical emergency plan turns a chaotic situation into a set of practised steps.

This guide shows how to build one, whether you run a single office or a multi-site operation.

What a workplace medical emergency plan should do

A good plan answers five questions clearly:

1. Who raises the alarm, and how?
2. Who gives first aid until professional help arrives?
3. Who calls the ambulance and guides it in?
4. Which hospital do we go to, and who goes with the patient?
5. Who informs family, HR and leadership, and how is the incident recorded?

If any of these has no clear owner, that is where delays happen.

Step 1: Understand your risks

Start with a short assessment:

• People: headcount by shift and floor, age profile, known health conditions (shared voluntarily), visitors and contractors
• Work: office, factory, warehouse, field, lab, kitchen – each brings different emergencies
• Location: distance and travel time to the nearest hospitals with emergency departments, traffic at different times of day, building access
• Hours: night shifts and weekends often have the thinnest cover

Step 2: Assign roles

Role	Responsibility
First responder / first aider	Assess, give first aid and CPR, stay with the patient
Emergency coordinator	Calls ambulance, directs people, keeps time
Security / reception	Clears access, holds a lift, meets the ambulance at the gate
Escort	Accompanies the patient to hospital with key details
HR contact	Informs family, supports colleagues, handles follow-up

Name backups for each role so the plan still works during leave, travel and night shifts.

Step 3: Train enough people

First aid and CPR training should be practical and hands-on. Consider training:

• at least one first aider per floor and per shift
• security and reception teams, who are often first on the scene
• managers who supervise remote or field teams

Refresh training regularly, as skills fade quickly without practice. Some employers add mental health first aid so that responders can also support people in emotional crisis.

Step 4: Equip the workplace

• First-aid boxes stocked to a checklist, with someone responsible for monthly checks
• An automated external defibrillator (AED) where appropriate, mounted visibly near main areas
• A stretcher or evacuation chair for multi-storey buildings
• Emergency contact posters near lifts, pantries and exits
• A quiet room where a person can rest or be assessed

For larger campuses and factories, an occupational health centre or onsite clinic with trained medical staff may be appropriate or, depending on size and process, required under applicable factory rules. Check the current requirements with your safety adviser.

Step 5: Set up ambulance and hospital links

Do not rely on searching for a number in the moment. Prepare:

• the national emergency numbers (112, and 108 for ambulance in many states)
• a direct line for a private ambulance provider or coordinator
• two or three nearby hospitals with emergency departments, including one for cardiac emergencies and one for trauma where possible
• the hospital's insurance desk details, linked to your group health insurance for cashless admission

Share the building address in a format ambulance drivers can find, including gate numbers and a landmark.

Step 6: Prepare a one-page emergency card

Keep a laminated card at reception, security posts and first-aid stations with:

• emergency numbers and the nearest hospitals with addresses
• first aider names and extensions by floor
• AED location
• the first three steps: check safety, call for help, start first aid or CPR

Step 7: Drill, record and improve

• Run a realistic drill at least yearly, including a night shift if you have one
• Time key steps: alarm to first aider, alarm to ambulance call, ambulance arrival to departure
• After any real incident, hold a short no-blame review and update the plan
• Keep incident records confidential and limited to those who need them

Keep the plan alive

Plans go stale quickly. People change roles, first aiders leave, phone numbers change and hospitals update their services. Assign one owner to review the plan every quarter, update the contact lists, check that AED pads and batteries are in date, and confirm that new joiners have been told where to find help. Include the plan in induction for every new employee.

Special situations to plan for

• Cardiac arrest: early CPR and AED use make the biggest difference
• Severe allergic reaction: know who carries prescribed emergency medication and where it is
• Diabetic emergencies: keep a source of quick sugar in first-aid kits
• Injuries in plant areas: isolate machinery before approaching
• Mental health crises: have a calm, private space and a counsellor or helpline number ready

How MeWeSalus Care can help

MeWeSalus Care helps employers set up onsite clinics, first-aid support and ambulance coordination, and can support first aid and CPR awareness sessions for staff. If you want help reviewing or building your workplace emergency plan, contact us.

Frequently Asked Questions

How many first aiders does an office need?

There is no single number for every workplace. Base it on headcount, floors, shifts, hazards and distance to a hospital, and make sure trained people are present on every shift and floor, including during leave.

Should we buy an AED for our office?

An AED can be valuable in larger offices, campuses and sites far from hospitals. It should be easy to reach, clearly signed, maintained, and backed by staff trained in CPR and AED use.

How often should we test our emergency plan?

Run a drill at least once a year and after major changes such as an office move. Short tabletop exercises with first aiders and security every few months help keep the plan fresh.

This article is for general information only and is not medical, legal or financial advice. Please consult a qualified professional about your specific situation.