Category: Caregiving
Creating an Emergency Contact & Information List
When something unexpected happens, the last thing you want is to search through drawers, phones, old emails, and piles of paperwork trying to find a doctor’s number or medication list.
An emergency contact and information list puts the most important details in one place so they can be found quickly by the people who may need them.
You do not need to include every piece of personal information someone has. The goal is to create a short, useful summary of the information that matters most during an urgent situation.
What Should an Emergency Information List Do?
A good emergency list should help answer questions such as:
- Who should be called first?
- Who are the person’s healthcare providers?
- What medications are they taking?
- Do they have allergies?
- What health conditions are important to know?
- What insurance information may be needed?
- Is there anyone else who needs to be notified?
The list should be easy to read and easy to update.
Helpful Resources: Browse Emergency Information for products, equipment, services, or supplies related to this section.
Start With Basic Information
At the top of the list, include the person’s basic identifying information.
This may include:
- Full name
- Date of birth
- Home address
- Phone number
Keep the information limited to what is actually useful.
Avoid adding sensitive details that are not necessary for emergency care.
Identify the Primary Emergency Contact
Choose the person who should usually be contacted first.
Include:
- Name
- Relationship
- Phone number
- Alternate phone number if useful
For example:
Primary Emergency Contact
Maria Lopez – Daughter
555-555-0101
Make sure the person knows they are listed as the primary contact.
Add a Backup Emergency Contact
The primary contact may not always be available.
Add at least one backup.
Include:
- Name
- Relationship
- Phone number
A second contact can prevent delays if the first person cannot be reached.
Add Other Important Family Contacts
Depending on the situation, you may also want to list:
- Spouse
- Adult children
- Siblings
- Close friend
- Neighbor
- Backup caregiver
Keep the list focused.
Too many names can make an emergency sheet harder to use.
Clarify the Order of Contact
If several people are listed, indicate who should be called first.
For example:
- Maria – Daughter
- James – Son
- Helen – Neighbor
This prevents confusion during a stressful situation.
Include the Primary Healthcare Provider
Record:
- Provider name
- Practice name
- Phone number
If the person has a primary care provider, that is usually a useful starting point.
Include Important Specialists
Add specialists who are especially relevant to the person’s current health needs.
Examples might include:
- Cardiologist
- Neurologist
- Oncologist
- Pulmonologist
- Endocrinologist
You do not necessarily need to list every provider the person has ever seen.
Focus on current, important care.
Include the Pharmacy
Record:
- Pharmacy name
- Phone number
- Location if helpful
The pharmacy may be useful when medication information needs to be confirmed.
Keep a Current Medication List
An emergency information list should include or be paired with an up-to-date medication list.
Include:
- Medication name
- Dose
- When it is taken
When appropriate, also include:
- Why it is taken
- Prescribing healthcare professional
Keep the list current.
Date the Medication List
Always include:
Updated: __________
Medication lists can change frequently.
The date tells someone whether they are looking at current information.
Include Over-the-Counter Medications When Relevant
If appropriate, include regularly used:
- Pain relievers
- Allergy medication
- Sleep aids
- Vitamins
- Supplements
These can sometimes be relevant to medical care.
Include Allergies
List known allergies that could affect emergency care.
This may include:
- Medication allergies
- Food allergies
- Latex allergy
- Other medically relevant allergies
If the person has no known allergies, you may write:
No known allergies
only if that is accurate.
Include Important Reactions
If known, include the reaction.
For example:
Penicillin – rash
This may be more useful than simply listing the allergy.
Include Important Medical Conditions
List major current conditions that may affect emergency care.
Examples might include:
- Diabetes
- Heart disease
- Seizure disorder
- Asthma
- Kidney disease
- Dementia
- Parkinson’s disease
Keep the wording simple.
Do not attempt to write a full medical history.
Include Mobility Needs
Emergency responders may benefit from knowing about mobility concerns.
For example:
- Uses walker
- Uses wheelchair
- Requires help with stairs
- High fall risk
- Cannot safely stand without assistance
This can help people provide safer support.
Include Communication Needs
If relevant, note things such as:
- Hearing difficulty
- Uses hearing aids
- Vision impairment
- Uses communication device
- Difficulty speaking
- Preferred language
These details can make communication much easier during an emergency.
Include Cognitive or Memory Support Needs
If someone has significant memory or thinking changes, note only what is helpful.
For example:
Has memory impairment and may become confused in unfamiliar settings.
Avoid stigmatizing or unnecessary language.
The purpose is to help someone provide appropriate support.
Include Insurance Information
You may want to record basic health insurance information.
This might include:
- Insurance company
- Member ID
- Plan name
Keep sensitive information protected.
If carrying a copy of the insurance card is easier, that may be enough.
Keep Copies of Insurance Cards When Appropriate
A copy of the front and back of an insurance card may be useful for appointments or emergencies.
Store copies securely.
Avoid leaving them where anyone can access them.
Include Preferred Hospital When Relevant
Some people have a preferred hospital or healthcare system.
You may note:
Preferred hospital: __________
This does not guarantee where emergency care will occur, but it may be useful information.
Include Advance Care Information When Appropriate
If the person has important healthcare planning documents, note that they exist and where they can be found.
For example:
Healthcare proxy on file. Copy located in red folder in office.
Do not try to summarize complicated legal documents on the emergency sheet.
Simply make it easier to locate them.
Include Emergency Decision-Making Contacts
If someone has formally designated another person to make healthcare decisions under certain circumstances, you may need to include:
- Name
- Relationship
- Phone number
Only list this information accurately according to existing documents.
Include Home Access Information Carefully
In some caregiving situations, trusted people may need to know how to enter the home.
This could involve:
- Key lockbox
- Building entry instructions
- Doorman
- Trusted neighbor
Do not put access codes on an emergency sheet that is visible to the public.
Store sensitive access information separately and securely.
Include Pet Information
If the person has pets, an emergency plan should include who can care for them.
Record:
- Pet name
- Type of pet
- Emergency pet caregiver
- Veterinarian
- Feeding information if needed
Pets are easily forgotten during a medical emergency.
Include Important Service Contacts
Depending on the situation, useful contacts may include:
- Home care agency
- Visiting nurse
- Medical equipment provider
- Transportation service
- Property manager
Only include services that could matter during an emergency.
Include a Neighbor When Appropriate
A trusted nearby neighbor can be extremely useful.
They may be able to:
- Check the home
- Meet emergency services
- Care for a pet
- Provide immediate information
Only include someone who has agreed to this role.
Decide Where the List Will Be Stored
The list is only useful if people can find it.
Possible locations include:
- Caregiving binder
- Kitchen information area
- Near the main phone
- Wallet
- Emergency bag
- Secure digital folder
Choose a location that balances accessibility and privacy.
Keep a Copy in the Caregiving Binder
One copy should usually remain with the person’s organized caregiving information.
Use a clearly labeled section:
Emergency Information
This makes it easy for caregivers to find.
Consider a Wallet-Sized Emergency Card
A smaller version may include:
- Name
- Emergency contacts
- Major allergies
- Important health conditions
- Medication list location
This can be useful when the person is away from home.
Keep a Copy With the Caregiver
If you regularly accompany someone to appointments, you may want access to a copy.
This could be:
- Paper copy
- Secure digital copy
- Secure cloud file
Protect sensitive information.
Store a Digital Copy Securely
A digital copy can be useful if paperwork is unavailable.
Possible storage locations include:
- Secure cloud storage
- Password-protected document system
- Caregiver coordination app
Use appropriate account protections.
Do Not Store Sensitive Information in an Unsecured Note
Avoid placing highly sensitive information in:
- Public notes
- Unlocked shared documents
- Email drafts
- Unsecured text messages
Use secure systems whenever practical.
Tell Other Caregivers Where It Is
At least one backup caregiver should know:
- That the list exists
- Where it is stored
- How to access it
An emergency plan should not depend on one person being available.
Keep the List Short
An emergency list should be quick to scan.
Avoid filling it with:
- Old appointments
- Long medical histories
- Detailed family information
- Unrelated paperwork
Think:
What would someone need in the first few minutes?
That is the information that belongs here.
Use Large, Clear Print
Make the list easy to read.
Use:
- Clear headings
- Large enough font
- Short sections
- Simple wording
Avoid squeezing everything onto one page if it becomes unreadable.
Clarity matters more than compactness.
Use Consistent Sections
A useful layout might be:
Avoid Abbreviations That Others May Not Understand
Write terms clearly.
Instead of:
PCP
consider:
Primary Care Provider
Instead of:
Meds
consider:
Medications
Someone unfamiliar with the caregiving system should still be able to understand the list.
Update the List After Medication Changes
Medication information should be reviewed after:
- Hospitalization
- New prescription
- Dose change
- Medication discontinued
Do not keep old versions mixed together.
Update Contact Information
Review phone numbers regularly.
People change:
- Phone numbers
- Doctors
- Pharmacies
- Insurance
- Addresses
Outdated information can create delays.
Review the List Every Few Months
Set a reminder to review the list.
Check:
- Emergency contacts
- Provider numbers
- Medication list
- Allergies
- Insurance
- Caregiver contacts
A quick review can keep the entire system reliable.
Review After a Major Health Change
Update the list after:
- New diagnosis
- Hospital stay
- Surgery
- Major injury
- Significant change in mobility
- Change in caregiving arrangement
Important health changes often affect several sections.
Remove Outdated Versions
Do not leave multiple versions of the emergency list lying around.
If you update it:
- Replace the old copy.
- Delete outdated digital copies when appropriate.
- Make sure caregivers are using the current version.
Write an updated date clearly on the new list.
Create an Emergency Bag
For someone with frequent medical needs, consider keeping a small bag ready.
It may include:
- Emergency information list
- Medication list
- Insurance information
- Basic personal items
- Phone charger
- Hearing aid supplies
- Glasses case
Keep it somewhere easy to grab.
Do Not Pack Original Irreplaceable Documents
An emergency bag usually should not contain original documents such as:
- Birth certificate
- Social Security card
- Original legal documents
Use appropriate copies when needed.
Store originals securely.
Prepare for Hospital Visits
A hospital-ready packet can include:
- Medication list
- Allergies
- Provider list
- Emergency contacts
- Insurance information
- Relevant healthcare planning information
This can make admission and communication easier.
Include Communication Preferences
If the person may have difficulty communicating in an emergency, note what helps.
For example:
- Speak slowly
- Make sure hearing aids are in
- Use glasses
- Give one instruction at a time
- Allow extra time to answer
Practical communication information can be very valuable.
Include Equipment Information
If someone relies on equipment, note anything important.
Examples include:
- Oxygen
- CPAP
- Wheelchair
- Walker
- Hearing aids
- Communication device
Include provider information if relevant.
Consider Power-Dependent Equipment
Some medical or assistive equipment depends on electricity.
If applicable, the emergency plan should consider:
- Backup batteries
- Power outage procedures
- Equipment provider
- Emergency contact plan
Follow appropriate provider instructions for essential medical equipment.
Include Emergency Preferences Carefully
Some people have clear preferences about:
- Who should be contacted
- Where pets should go
- Who should secure the home
These practical preferences can be included.
Medical decision-making preferences should be reflected in appropriate formal documents rather than informal notes alone.
Respect Privacy
An emergency sheet contains personal information.
Do not post it somewhere where:
- Visitors
- Delivery workers
- Contractors
- Strangers
can easily read it.
Make it accessible to appropriate caregivers without making it public.
Do Not Include Passwords
An emergency information sheet should not include:
- Email passwords
- Banking passwords
- Social media passwords
- Security codes
Use secure password-management methods instead.
Do Not Include Unnecessary Financial Information
You generally do not need:
- Bank balances
- Credit card numbers
- Full banking credentials
on an emergency list.
Keep the list focused on emergency care and communication.
Create a Separate Household Emergency List
You may also want a practical household list with:
- Electric company
- Gas company
- Water
- Property manager
- Plumber
- Electrician
This can be useful but does not need to be mixed with medical emergency information.
Practice Finding the List
Ask yourself:
If something happened right now, could I find the information within one minute?
Could another caregiver?
If not, the system may need to be simplified.
Tell Emergency Contacts Their Role
Someone should not discover that they are the emergency contact when a hospital calls them at 2:00 AM.
Talk with the people listed.
Explain:
- Why they are listed
- What they may be asked to do
- Who else is involved
This helps everyone prepare.
Make Sure the Person Agrees
Whenever possible, review the contact list with the person receiving care.
Ask:
- Who do you want called first?
- Is there anyone you do not want contacted?
- Which provider information should be included?
- Where should the list be stored?
This is their information and their emergency plan.
A Simple Emergency Information Template
Emergency Information Checklist
Common Mistakes
Avoid these common emergency information mistakes:
- Waiting for an emergency before creating the list.
- Listing only one contact.
- Failing to tell someone they are the emergency contact.
- Keeping outdated medication information.
- Forgetting to date the list.
- Including too much unnecessary information.
- Leaving sensitive information where anyone can see it.
- Putting passwords or full financial information on the sheet.
- Keeping important originals in an emergency bag.
- Updating one copy while leaving old versions elsewhere.
- Creating a list that only one caregiver knows how to find.
- Forgetting pets or home access needs.
- Using tiny print that is difficult to read.
- Assuming the person receiving care has no preferences about who should be contacted.
An emergency information list does not need to be elaborate. It needs to be accurate, current, and easy to find. Put the most important contacts, health information, medications, and support needs in one predictable place, make sure the right people know where it is, and review it regularly. In an emergency, a clear one-page list can be far more useful than a filing cabinet full of information nobody has time to search.
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