Incident Reports After Medical Emergencies: What to Document - post

What is an incident report, and why does it #matter after a medical emergency?

An incident report is a written record of what happened. After a medical emergency, it helps everyone stay on the same page—families, staff, licensing, and health professionals.

A good report is:

• Clear
• Factual
• Complete
• Written as soon as possible

It also protects children and staff by showing that the program responded quickly and safely. 

When should you write the report? 

Write the incident report the same day, as soon as the children are safe and supervised.

If you wait too long, it’s easier to forget details like:

• Exact times
• What the child said
• What staff did first
• Who was called and when

Tip: If you can’t finish it right away, jot down quick notes (times and actions) and complete the full report as soon as you can.

What basic information should always be included?

Start with the simple facts. This makes the report easier to read and helps prevent confusion.

Include:

• Child’s full name and classroom/group
• Date of incident
• Exact time it started and time it ended (or when help arrived)
• Location (classroom, #playground, bathroom, field trip site, etc.)
• Names/titles of staff present
• Name of the person who completed the report

If your program uses an emergency info sheet, make sure it is current and easy to access. This free resource can help you collect important emergency details from families: Child Care Emergency Form

How do you describe what happened without guessing or blaming?

Use objective (just-the-facts) language. That means you write what you saw and heard—not what you think happened.

✅ Good #examples:

• “Child was coughing and could not speak.”
• “Child’s lips appeared blue.”
• “Child said, ‘My chest hurts.’”
• “Teacher A called 911 at 10:14 a.m.”

🚫 Avoid:

• “Child was being dramatic.”
• “Child always fakes it.”
• “It was probably #asthma.”
• “He must have swallowed something.”

You can write:

• What the child was doing right before
• What did you notice first
• What changed (breathing, color, behavior, alertness)

This is especially important for non-native English readers, because simple, clear statements reduce confusion. #IncidentReport

What symptoms and observations should you document?

Medical emergencies can look different, so focus on what you can observe.

Document signs like:

• Breathing trouble (fast, slow, noisy, gasping)
• Choking (can’t cough, can’t speak, turning blue)
• Skin changes (pale, sweaty, rash, hives)
• Swelling (lips, face, tongue)
• Vomiting or diarrhea
• Fever or shaking
• Seizure activity (body stiff, shaking, staring, not responding)
• Injuries (bleeding, head bump, swelling, pain)

If your #center policy allows, you can also note:

• If the child was responsive (yes/no)
• If the child could answer questions (yes/no)

Tip: Use the child’s own words when possible:

• “Child said, ‘I can’t breathe.’”
• “Child said, ‘My tummy hurts.’”

What actions should you document step-by-step? 

This is the heart of the report: a simple timeline of what staff did.

Write the actions in order, with times if possible:

• First aid given (what and by whom)
• CPR started (if needed), and when it began
• AED used (if used) and when
• Choking response steps used (if needed)
• Medications given (ONLY if your policy allows staff to administer)
• Comfort steps (ice pack, rest area, calming the child)
• When emergency services were called
• When the director/supervisor was notified

Also document:

• Where other children were moved/supervised
• Who stayed with the child
• Who handled communication

If there was blood or body fluid exposure, document cleaning steps and #safety actions (gloves, disinfecting, disposal, etc.) and follow your exposure #plan. Training helps providers understand what to do and what reporting steps may be required after exposure incidents: BBP (Bloodborne Pathogens)

Who did you contact, and what did you tell them?

In a medical emergency, communication #matters. Your report should show who you contacted and when.

Include:

• Parent/guardian called (time, name of person who called, and outcome)
• Example: “Left voicemail” or “Parent answered and said they were on the way.”
• 911 called (time and who called)
• Poison Control called (if applicable)
• Director/supervisor notified (time)

If EMS arrived, document:

• Approximate arrival time
• Any instructions the EMS gave
• Where the child was taken (if known)

Tip: Keep it short and factual. You do not need to write a long story—just the key communication points.

What details about the environment should you include?

Sometimes the setting helps explain the emergency. Include details that could matter later.

Examples:

• Weather conditions (very hot, icy, poor air quality)
• Activity at the time (running, eating snack, #nap-time)
• Items involved (toy size, food type, cleaning product used nearby)
• Safety steps already in place (adult supervision, child seated while eating)

If a choking event happened, document:

• What food/item it was (if known)
• Where the child was seated/standing
• What staff do immediately

This is also a good time to review your emergency plans and forms so your program is ready next time:The Importance of Emergency and Disaster Preparedness Plans for Child Care Providers

What should you attach or store with the report?

Follow your program policy and local rules, but common helpful items include:

• Parent pick-up time and who picked up the child
• Any follow-up instructions given to the family
• Copies of witness statements (if your program uses them)
• A note if there is security camera footage (do not share it in the report—just note it exists)
• Internal debrief notes (kept separately if needed) 

Privacy reminder: Incident reports should be stored securely and shared only with people who are allowed to see them.

What is a simple checklist you can use every time?

Use this quick checklist to make sure nothing is missed. #ProviderTips

• Child’s name + date + time + location
• What happened (facts only)
• Symptoms observed (what you saw/heard)
• Actions taken (step-by-step)
• CPR/AED/choking steps used (if any)
• Calls made ( #parents, 911, director)
• Who was present/witnesses
• Outcome (returned to care, went home, EMS transport)
• Staff signature + date/time completed

How can training help you document emergencies more clearly?

Good documentation is easier when staff understand what “good response” looks like. These AidCPR courses support stronger #emergency-response (which also supports stronger reporting):

• Pediatric Blended First Aid & CPR/AED Adult, Child, Infant: 
• CPR & AED Adult, Child, Infant - Blended: 

When staff practice the same steps, your incident reports become more consistent—and consistency builds trust with families. #FirstAid

Want more quick safety tips like this?

Follow ChildCareEd on social for training updates, safety reminders, and resources you can share with your team:
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