Category: Quick Guide / Caregiving

⚡ Creating an Emergency Contact & Information List

An emergency contact and information list gives caregivers, family members, first responders, and healthcare providers the information they may need during an emergency.

You do not need to organize every record today. Start with the details someone would need if the person became ill, was injured, went missing, or had to leave home unexpectedly.

Start Here

Create the list in a format that will be easy to find and update.

You can use:

• A printed sheet
• A notebook or caregiving binder
• A secure document on your phone or computer
• A password-protected cloud document
• A caregiving application

A printed copy is especially useful during power outages or when a phone or computer is unavailable.

1. Add the Person’s Basic Information

Record:

• Full legal name
• Preferred name
• Date of birth
• Home address
• Telephone number
• Primary language
• Preferred method of communication
• Important hearing, vision, speech, or mobility needs

Include a recent photograph if the person has memory problems, may wander, or could have difficulty identifying themselves.

Helpful Resources: Browse Communication & Emergency Information for products, equipment, services, or supplies related to this section.

2. List the Primary Emergency Contacts

Choose at least two people who can be contacted during an emergency.

For each person, include:

• Full name
• Relationship to the person
• Primary telephone number
• Alternate telephone number
• Email address
• Home address
• Best time or method for reaching them
• Whether they have a key to the home
• Whether they live nearby
• Whether they have legal decision-making authority

List the contacts in the order they should be called.

Make sure each person knows they have been named as an emergency contact.

Helpful Resources: Browse Emergency Information for products, equipment, services, or supplies related to this section.

3. Add Healthcare Providers

Include contact information for:

• Primary-care provider
• Medical specialists
• Dentist
• Preferred hospital
• Pharmacy
• Home-care agency
• Physical, occupational, or speech therapist
• Mental-health provider
• Medical equipment supplier
• Hospice or palliative-care provider, if applicable

For each provider, record:

• Provider or organization name
• Specialty or service
• Telephone number
• Address
• Patient or account number, if helpful

Do not include passwords or complete payment information on a list that may be visible to other people.

4. Record Medical Conditions and Allergies

List important medical information, including:

• Medical conditions
• Allergies
• Past surgeries
• Implanted medical devices
• Mobility needs
• Dietary restrictions
• Communication needs
• History of seizures, falls, or other significant concerns
• Blood type, if known

Clearly identify allergies to medications, foods, latex, adhesives, or other substances.

Do not rely on memory during an emergency. Write the information down and update it when something changes.

5. Create a Current Medication List

For every prescription medication, over-the-counter medicine, vitamin, and supplement, record:

• Medication name
• Dosage
• Time taken
• Reason it is taken
• Prescribing provider
• Special instructions

Add the preferred pharmacy’s name and telephone number.

Review the medication list regularly and update it after appointments, hospital stays, or prescription changes.

6. Add Insurance Information

Record:

• Health insurance company
• Member identification number
• Group number
• Prescription insurance information
• Long-term care insurance company
• Automobile or homeowners insurance, if relevant
• Insurance customer-service numbers

A photocopy of each insurance card can be kept in a secure section of the caregiving binder.

Protect this information carefully because insurance cards contain personal identifying information.

7. Identify Legal Decision-Makers

Record whether the person has:

• A healthcare proxy
• A medical power of attorney
• A financial power of attorney
• A living will or advance directive
• A do-not-resuscitate order
• Guardianship documents
• Other care instructions

For each authorized person, list:

• Full name
• Relationship
• Telephone number
• Type of authority
• Location of the original document

Do not write that someone has legal authority unless the appropriate document is actually in place.

Keep copies accessible, but store original documents securely.

8. Include Important Household Information

Add information someone may need to enter or safely manage the home:

• Building manager or landlord
• Trusted neighbor
• Alarm company
• Utility emergency numbers
• Location of the electrical panel
• Location of water and gas shutoffs
• Location of fire extinguishers
• Location of emergency supplies
• Information about pets
• Mobility equipment used in the home
• Oxygen or other essential medical equipment
• Backup power needs

Do not place security codes, safe combinations, or sensitive passwords on a list displayed in public.

9. Add a Communication and Behavior Note

If the person has dementia, autism, an intellectual or developmental disability, or another communication need, include a short explanation of what helps.

For example:

• Uses hearing aids
• Communicates with short phrases
• Needs extra time to answer questions
• Becomes frightened by loud voices
• May not respond to their legal name
• Uses a communication device
• Needs instructions given one step at a time
• May become confused in unfamiliar surroundings
• Has difficulty explaining pain
• Is likely to leave or wander when distressed

Keep this section brief, respectful, and practical.

10. Decide Where to Keep the List

Useful locations include:

• On the refrigerator
• Inside a caregiving binder
• Near the primary exit
• In the person’s wallet or emergency bag
• On the caregiver’s phone
• With another trusted family member
• In the glove compartment of the caregiver’s vehicle

If the list contains sensitive information, place it in a clearly labeled envelope instead of leaving everything visible.

You can write:

Emergency Information for First Responders

Emergency responders in your area may also have a preferred program or location for emergency information.

11. Share the List

Give current copies to people who may need the information, such as:

• Primary caregiver
• Backup caregiver
• Healthcare proxy
• Trusted family member
• Home-care agency
• Adult day program
• School or workplace, when applicable
• Travel companion

Tell everyone when the list has been updated so they do not rely on an old copy.

12. Review and Update It

Review the list:

• After a hospital stay
• After a medication change
• When a healthcare provider changes
• When someone moves
• When an emergency contact changes
• When legal documents are updated
• At least every six months

Write the date of the most recent update at the top or bottom of every copy.

Destroy outdated copies containing personal information rather than placing them directly in the trash.

Emergency Information Template

Personal Information

• Full name:
• Preferred name:
• Date of birth:
• Address:
• Telephone number:
• Primary language:
• Communication or mobility needs:

Emergency Contacts

• Primary contact:
• Relationship:
• Telephone number:
• Alternate number:
• Backup contact:
• Relationship:
• Telephone number:
• Alternate number:

Medical Information

• Primary-care provider:
• Provider telephone number:
• Preferred hospital:
• Pharmacy:
• Pharmacy telephone number:
• Medical conditions:
• Allergies:
• Medications:
• Medical equipment:

Insurance Information

• Insurance company:
• Member identification number:
• Customer-service number:

Legal Information

• Healthcare decision-maker:
• Telephone number:
• Relevant documents:
• Location of documents:

Household Information

• Trusted neighbor or building contact:
• Pets in the home:
• Emergency supplies:
• Special household or equipment concerns:

Last updated:

Quick Checklist

• Add the person’s basic information
• Select at least two emergency contacts
• List healthcare providers and the preferred pharmacy
• Record medical conditions and allergies
• Create a current medication list
• Add insurance information
• Identify authorized decision-makers
• Include important communication and mobility needs
• Add essential household information
• Decide where printed and digital copies will be kept
• Share the list with appropriate people
• Write the date of the most recent update on every copy

Remember

An emergency information list is only helpful when it is accurate and easy to find.

Start with the most important information, keep sensitive details secure, and update every copy whenever something changes.