Purpose Statement

The Emergency Contacts feature allows administrators and authorized personnel to maintain up-to-date emergency contact information for all department members within the Personnel List. This critical safety feature ensures that essential contact details, medical information, and emergency contacts are readily available when needed during incidents, medical emergencies, or personnel-related situations.

Background Information

Emergency contact information is a fundamental component of personnel management in Fire/EMS operations. This feature centralizes critical personal information including primary and secondary emergency contacts, medical contacts, physician details, allergies, and other pertinent medical information. Having current emergency contact data is essential for employee safety, compliance with departmental policies, and effective incident response when personnel are involved in emergencies or require immediate medical attention.

Required Permissions

Video

Step-by-Step Guide

Accessing Emergency Contact Information

1. Navigate to Personnel Management

   • Go to Personnel > Personnel List from the main navigation menu
     

1. Select Personnel Record

   • Locate the individual whose emergency contacts need updating
   • Select the pencil icon to the right of their name to edit their record
     

1. Access Emergency Contact Section

   • From the personnel record menu, select "Emergency Contact"
     

Updating Emergency Contact Information

4. Expand Contact Sections

   • Note that existing contact information for Contact 1 & 2 will not appear unless expanded
   • Select the plus sign (+) next to any contact section to expand it
     

4. Input Contact Details

   • Complete the available fields for each contact:
     • Contact name
     • Email address
     • Relationship to personnel member
     • Physical address
     • Cell phone number
     • Home phone number
     • Work phone number
     • Employer information
       

4. Update Medical Information

   • Complete medical contact fields including:
     • Medical Contact Info
     • Doctor's Name
     • Doctor's Phone Number
     • Known Allergies
       
     • Other pertinent medical information
       

4. Save Changes

   • Select the "Save" button in the top right corner to commit all updates
     

Best Practices

• Regularly verify emergency contact information during annual personnel reviews or policy updates
• Encourage personnel to promptly notify administration of any changes to emergency contacts
• Maintain both primary and secondary emergency contacts when possible
• Include detailed medical information and allergy data for comprehensive emergency response
• Verify phone numbers and email addresses are current and functional
• Document the relationship of each emergency contact for clarity during emergencies
• Consider including work contact information for emergency contacts who may be reached during business hours

Troubleshooting & FAQs

Q: Why can't I see existing emergency contact information? A: Contact information sections must be expanded using the plus sign (+) before existing data becomes visible.

Q: How many emergency contacts can I add per person? A: The system supports two primary emergency contacts plus separate medical contact information.

Q: What should I do if personnel don't provide complete emergency contact information? A: Work with personnel to obtain as much information as possible and document what's available. Follow department policies regarding required vs. optional emergency contact fields.

Q: Can personnel update their own emergency contact information? A: Contact information updates typically require administrative permissions. 

Q: How often should emergency contact information be reviewed? A: Review emergency contacts at least annually or whenever personnel report life changes such as marriage, divorce, relocation, or family changes.