How can companies quickly alert their workplace first aiders?

A medical emergency in the workplace usually comes unexpectedly. A person falls, complains of severe pain, or loses consciousness. At that moment, it's crucial to quickly determine: Where is the emergency? Who can help? Has the emergency services already been notified?

Many companies have a sufficient number of trained first aiders. However, in an emergency, there is often a lack of a clear and reliable way to quickly reach the right people.

A functioning first responder alert system therefore combines three tasks:

• report the emergency as easily as possible

• Inform available first responders specifically,

• Coordinate feedback and further actions.

This article shows how companies can set up such a process, which alerting methods are suitable, and what role the app, workplace PC, and emergency button play.

Would you like to learn directly how a digital first responder alert system can be implemented?

On our solutions page you will find further information on first responder alerting with EVALARM .

Why traditional phone chains are problematic in emergencies

In many companies, alerting is still based on telephone lists, internal extensions, or personal shouts. Such methods can work in small, manageable locations. However, weaknesses quickly become apparent under time pressure.

A telephone chain usually proceeds sequentially: one person is called, doesn't answer, then the next number is dialed. This wastes valuable time. At the same time, it remains unclear whether someone is already on their way to the emergency location.

Further problems arise when:

• First responders are on vacation, sick, or in a meeting

• Employees work in different buildings or on different floors,

• Phone lists are not up-to-date

• Mobile phones are switched to silent mode,

• the reporting person can only describe the location imprecisely,

• Several people are calling simultaneously and triggering actions twice.

Even simple messenger groups or email distribution lists only partially solve these problems. While a message has been sent, it's not automatically possible to deduce who has received it, who can help, or whether additional people need to be alerted.

The German Social Accident Insurance (DGUV) points out that the required number of workplace first aiders must not only be formally designated, but must also be actually available, taking into account vacation, illness, and shift work. Companies with flexible work arrangements should also regularly review their emergency response procedures. ( BGHM )

What are the possible alarm notification methods?

There are various ways to alert workplace first aiders. Which method is suitable depends, among other things, on the company size, the building structure, the workplaces, and the available technical systems.

Personal shout-out

In small, easily navigable areas, shouting out to someone can be the quickest way. However, this only works if a trained first responder is actually nearby.

Internal telephone number or reception

Employees can call a central internal number. The reception, control center, or another responsible department will then handle the alert.

This procedure provides a clear point of contact, but requires a permanently staffed position and a defined alerting process.

Phone call or phone chain

First responders can be contacted individually or via a group call. Telephone calls are particularly suitable when it is necessary to reach people without a smartphone app.

However, with a manual telephone chain, there remains the risk that the alert takes too long or that no transparent feedback is provided.

SMS

SMS messages can reach almost any mobile phone and can be used as an additional means of alerting. However, they usually contain only limited information. Furthermore, it is not automatically apparent whether a message has been read immediately.

Alert app

An alert app can simultaneously notify first responders and show them the location of the emergency as well as other relevant information. Depending on the system, recipients can directly confirm whether they are available to respond or not.

Workplace PC

In office workplaces, an alarm can also be triggered or received via a desktop application. This eliminates the need for employees to search for their mobile phone first.

Stationary emergency button

A permanently installed button allows for particularly easy activation. It can be installed, for example, in reception areas, workshops, production halls, sales areas, or other locations with high demand.

Automated triggering

In certain environments, technical systems can also trigger an alarm. Examples include control rooms, fire alarm systems, or other operational systems. The prerequisite is that responsibilities and alarm procedures are clearly defined.

In practice, a combination of different methods is often useful. An app can be the primary alerting channel, while SMS, phone calls, work PCs, or stationary devices serve as additional or alternative methods.

App, PC and emergency button compared

The three alerting methods fulfill different requirements and should not be considered as competing solutions.

Alerting procedure	Especially suitable for	Advantages	Please note
App	mobile employees, larger sites, multiple buildings	Location-independent, detailed information, direct feedback possible	The smartphone must be available and ready for use.
Workplace PC	Offices, control centers, reception, administration	Triggering and receiving directly at the workplace	unsuitable if the workplace has been left unattended or the PC is locked or switched off.
Emergency button	Fixed reporting points, reception, production, workshop, sales areas	Very simple and quick triggering, no app operation required.	The location and triggered scenario must be clearly defined in advance.

An app offers the greatest flexibility. It can not only transmit an alarm, but also display information, feedback, and escalations.

A desktop PC is useful when employees spend a large part of their working time at the computer. An alarm can be triggered without having to first search for a telephone or enter a number.

An emergency button reduces the activation process to a single, straightforward action. However, for it to be used correctly in everyday practice, it must be clear what event it signals. Furthermore, accidental activations and technical malfunctions should be considered in the operational concept.

For many companies, a combination therefore makes sense: The emergency is triggered via PC or button, while first responders are alerted via app and, if necessary, via other channels.

What information do first responders need?

An alarm message stating "First aid required" is often insufficient at larger locations. First responders need to be able to quickly identify where they are needed and what conditions they should expect.

Key information includes:

The exact location of the emergency

The information should be as specific as possible:

• Location or company premises,

• Building,

• Floor,

• room or area

• additional points of reference,

• If applicable, a building or site plan.

Especially in sprawling production facilities, office complexes or educational institutions, an inaccurate location description can cause significant delays.

The nature of the event

As far as is known, the report should include a brief description, for example:

• Person fell

• Person unconscious

• Circulatory problems,

• Laceration

• Combustion,

• allergic reaction,

• The type of event is still unknown.

The person reporting the incident should not be required to make a medical diagnosis. A brief, factual description is sufficient.

Information on special hazards

Additional hazards may exist in workshops, laboratories, production areas, or technical facilities. First responders should be informed, for example, whether chemicals, electricity, smoke, machinery, or other hazards are present.

Self-protection takes priority, even when administering first aid.

Measures already initiated

It is helpful for first responders to know:

• Has the emergency services already been called?

• Is a defibrillator needed or is one already on its way?

• Has the plant security or security service been informed?

• Is a person needed to brief the emergency services?

• Are there already other first responders at the scene?

The alarm message should remain clear and concise. Too much text input or complex forms can delay activation. Therefore, predefined selection options are advisable, which can be supplemented by a short free text field if needed.

Why feedback is crucial

Sending an alert does not necessarily mean that help is actually on its way. A reliable picture of the situation only emerges through feedback.

First responders should be able to communicate with as little effort as possible:

• I'll take over the assignment.

• I'm on my way.

• I am unavailable.

• More support is needed.

• The operation has been undertaken or completed.

This allows those in charge to see whether sufficient help has been received. If no response is received, another group can be alerted automatically or manually.

Feedback also prevents too many first responders from leaving their workstations at the same time. Depending on the situation, one or two people may be sufficient, while other employees remain available for other tasks.

Structured feedback thus supports not only the speed but also the coordination of the deployment.

Data protection and location tracking

When company first aiders are alerted, personal data is processed. This may include names, contact details, roles, feedback, and, where applicable, location information.

Companies should therefore clarify the following during the planning phase:

• What data is actually needed?

• Who is allowed to see the data?

• How long are alarm and feedback data stored?

• What purpose are they used for?

• What organizational and technical protective measures are in place?

• Do data protection officers or the works council need to be involved?

Location tracking requires special attention. For targeted alerting, it is not necessarily required to constantly record the exact GPS position of all first responders.

Depending on the organization, less intrusive procedures may suffice, for example:

• permanent assignment to a company location,

• Assignment to building or operational areas,

• Registration in a shift or on-call group,

• manual selection of the current deployment location,

• Alerting defined groups without ongoing location tracking.

A GPS or geofence function can offer advantages in certain use cases. However, it should not be used solely for technical convenience. Companies must carefully consider its purpose, necessity, transparency, and the need for employee participation.

As a general rule, only data necessary for the defined alerting process should be processed. The specific data protection assessment should be carried out jointly with the responsible data protection officers.

How does the introduction of a digital first responder alert system work?

The technical setup is only one part of the project. A clear organizational process is crucial.

1. Record the existing process

First, it should be documented how medical emergencies are currently reported:

• Who triggers the alarm?

• Who will be informed?

• Which phone numbers or lists are used?

• Who calls the emergency services?

• Who directs emergency responders?

• Where are there currently delays or uncertainties?

2. Consider locations and risks

A single office building may require a different process than a company with multiple production halls, outdoor areas, or decentralized branches.

Shift work, mobile work, vacation, and illness must also be taken into account. The required number of first aiders must be available during actual operating hours. ( DGUV )

3. Define roles and responsibilities

It should be clearly regulated:

• Who is authorized to trigger a first responder alarm?

• Which first responders will be alerted at which location?

• Who will handle the coordination?

• When will it escalate?

• Who calls the emergency services?

• Who is documenting the incident?

The digital solution should support these responsibilities, but not define them only when an incident occurs.

4. Select alerting methods

The next step is to decide which methods are needed. Consideration should also be given to whether all employees have a company mobile phone, work on a PC, or have access to a dedicated emergency button.

5. Prepare alarm messages

Predefined scenarios simplify the triggering process. For example, for a first responder alert, the emergency location, event type, feedback options, and escalation rules can be predefined.

6. Conduct pilot operation

Before deploying the system company-wide, it is recommended to test it at a selected location or in a limited area.

This allows you to check:

• Will all intended recipients be reached?

• Are the location details understandable?

• Do feedback and escalation processes work?

• Are roles and permissions correct?

• Is the process understandable even for people who are not technically savvy?

7. Inform and train employees

All involved parties must know how to report a medical emergency. First responders also require brief training on feedback procedures, responsibilities, and escalation channels.

Technical alerting does not replace first aid training or regular refresher courses for first aiders. The German Social Accident Insurance (DGUV) generally requires refresher courses at least every two years. ( DGUV )

8. Test and improve regularly

Alert procedures should be tested in drills. Changes to staff, locations, shifts, or building structures must be promptly incorporated into the system.

A brief evaluation is recommended after exercises and real-life events:

• Did the alarm system work quickly?

• Were the right people reachable?

• Was the information unambiguous?

• Were there enough first responders available?

• Do escalation times or responsibilities need to be adjusted?

How EVALARM supports the process

EVALARM helps companies to digitally map their organizationally defined first aid processes.

Depending on the operational environment, an alarm can be triggered, for example, via an app, a workstation PC, a web interface, or a stationary emergency button. The designated first responders or first responder groups are then notified.

Among other things, the following can be taken into account:

• Company locations,

• buildings or areas,

• Roles and first aid groups

• individual alarm processes,

• different escalation levels.

Recipients receive information about the incident and the emergency location. They can then provide feedback indicating whether they are available or already en route. This allows those in charge to determine whether the operation has been accepted or if additional personnel need to be alerted.

EVALARM does not replace the organizational planning of workplace first aid. However, the platform supports the faster, more uniform, and more transparent implementation of defined processes.

Conclusion: Not just send help quickly, but reliably coordinate it.

A good first responder alert consists of more than just a message. Crucially, the right people must be reached quickly, be able to clearly identify the emergency location, and confirm their availability.

Companies should develop a process that fits their locations, work methods, and operational risks. Apps, desktop PCs, and emergency buttons can each perform different tasks and be effectively combined.

Equally important are clear responsibilities, data protection-compliant procedures, regular testing, and an escalation procedure in case no one initially responds.

Learn how EVALARM alerts company first responders via app, workstation PC and emergency button, and supports feedback and escalations:

Regarding the EVALARM solution for first responder alerting