Purpose and Scope
This policy defines how [Organisation Name] provides first aid across all sites and shifts, covering supplies, trained responders, response procedures, and responder protection. It applies to all employees, contractors, and visitors on company premises.
First aid is the immediate care given for injuries and sudden illness until professional medical services arrive. This policy does not replace emergency medical services (911), occupational healthcare providers, or personal physicians. In any serious situation, call professional emergency services before executing internal procedures.
Working through related paperwork at the same time? See also our UK First Aid Policy & Procedure Template, Accident & Incident Reporting Procedure Template and Emergency Action Plan Template.
Responsibilities
- First Aid Coordinator ([Role]): Manages this policy, maintains first aid kits and equipment, schedules training and certification renewals, and reviews incidents to improve operations.
- Trained Responders ([Roles]): Keep first aid certifications current through a recognized training body, respond immediately to incidents, and document every treatment given.
- Supervisors: Track on-shift responders, maintain shift coverage, and ensure staff report and record all injuries before the shift ends.
- All Employees: Know kit locations, understand how to summon responders ([Communication Method]), and report every injury regardless of severity.
First Aid Kits and Equipment
First aid kits sit at designated, clearly signed locations ([Locations]) and remain unlocked during working hours. Kit contents comply with ANSI/ISEA Z308.1 standards and include extra items tailored to specific site hazards ([Specific Hazards/Additions]).
- Inspection Schedule: The First Aid Coordinator inspects all kits [Frequency] against the internal inventory list, checking expiration dates and kit conditions, and logs each inspection.
- Restocking: Report and replace used items within [Timeframe]. Responders log supply usage on the treatment record to trigger prompt restocking.
- Automated External Defibrillators (AEDs): Where installed, AEDs are stationed at [Location], inspected [Frequency] per manufacturer guidelines, and operated only by trained responders.
- Medications: Kits contain no oral medications unless explicitly authorized under company policy. Responders must not dispense or recommend medications.
Trained Responders and Coverage
[Organisation Name] maintains at least [Number] certified responder(s) on every shift at each site to guarantee continuous coverage despite absences or staff turnover.
Supervisors verify shift coverage during scheduling. If a roster change, departure, or expired certification creates a gap, the supervisor must escalate it to the First Aid Coordinator before the shift starts to arrange temporary cover ([Cover Arrangement]).
- Certification: Responders must hold current first aid [and CPR/AED] certification from an accredited program. Certifications must be renewed before they expire, with tracking managed in [System Name].
- Identification: A list of active on-shift responders is posted at [Locations] and updated regularly.
- Status: Responders volunteer during recruitment, receive company-funded training and equipment, and handle duties during paid working hours.
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Response Procedure
- Secure the Scene: Check that the area is safe before approaching the casualty. Isolate machinery, traffic, electrical hazards, or chemical spills.
- Summon Assistance: Contact the on-shift responder via [Communication Method]. For anything beyond minor injuries, call emergency medical services (911) immediately. Give the dispatcher the site address ([Address/Gate Number]), exact internal location, and details of the incident.
- Provide First Aid: The responder delivers care strictly within their training scope, using the first aid kit and AED as needed.
- Coordinate Emergency Access: Send [Role] to meet emergency responders at [Entrance Location] and keep the access route clear.
- Transfer Care: Stay with the casualty until emergency medical personnel or clinic staff take over, or until the individual fully recovers. Give incoming medical crews a verbal summary.
- Post-Incident Actions: The responder fills out the treatment record at [Location/System], the supervisor files an incident report before the shift ends, supplies are restocked, and biohazard waste or sharps are safely discarded.
Bloodborne Pathogens Precautions
First aid responders risk occupational exposure to blood and bodily fluids. Apply these standard precautions during every emergency response:
- Treat all blood and bodily fluids as infectious.
- Put on protective gloves before touching blood or broken skin. Use a CPR mask or face shield during rescue breaths. Wash hands thoroughly after giving care, even if gloves were worn.
- Clean and disinfect contaminated surfaces per [Procedure Name]. Throw sharps and contaminated dressings into designated containers ([Biohazard/Sharps Location]), never use standard trash bins.
- Report any exposure event (splashes to eyes or mouth, contact with broken skin, or needle sticks) immediately to [Role] for medical evaluation and follow-up under the Exposure Control Plan, including hepatitis B vaccination protocol.
Recording, Reporting, and Review
Log every first aid treatment at [Location/System]. Record the casualty’s details, date, time, injury type, treatment given, and the responder’s name. This entry feeds directly into internal incident reporting.
[Role] reviews all log entries to determine if the event requires regulatory injury logging or external statutory reporting. First-aid-only cases stay in internal logs. Keep treatment records containing personal health data secure, restricting access to authorized [Roles].
The First Aid Coordinator reviews this policy [Frequency/Annually], after any major incident, or whenever site layouts, staffing, or operational hazards change.
- Policy Owner: [Role]
- Next Review Date: [Date]
FAQs on a first aid policy
What is a first aid policy?
A first aid policy defines how your organisation provides first aid across all sites and shifts, covering supplies, trained responders, response procedures, and responder protection. It applies to all employees, contractors, and visitors on company premises.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a first aid policy include?
This template covers first aid kits and equipment, trained responders and coverage, response procedure and bloodborne pathogens precautions.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a first aid policy with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.