Classic form

First aid record form for a school sick bay

A first aid record form notes who was treated, when, for what, the treatment and supplies used, and what happened next. This primary school version also records when a parent or carer was contacted, which is the question most often asked the next morning.

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First aid record

Kestrel Park Primary School, sick bay. Record every student treated, even for a scraped knee. Head knocks and anything needing more than a bandage are also phoned through to a parent before the end of the day.

Student

Treatment

Every field, and what it collects

The complete field list, in the order respondents meet it.

Student

Student name and classShort textRequired
Time seen in sick bayTimeRequired
Type of injury or illnessDropdownRequired
Options: Graze or cut · Bump or bruise · Head knock · Sprain or strain · Nosebleed · Insect bite or sting · Asthma symptoms · Feeling unwell · Other

Treatment

Treatment givenMultiple choice
Options: Cleaned and dressed · Ice pack · Rest in sick bay · Reliever puffer from student plan · Observed for 30 minutes · Ambulance called
Supplies usedMultiple choice
Options: Bandaid · Gauze and tape · Crepe bandage · Ice pack · Saline wash · Gloves
OutcomeSingle choiceRequired
Options: Back to class · Collected and sent home · Taken to hospital
Parent or carer contacted atTime
First aiderShort textRequired
First aider signatureSignatureRequired

What each field on this form collects

Student name and class sit next to the time seen in sick bay. A dropdown of nine types covers the injuries and illnesses a primary school sees most, from grazes and head knocks to asthma symptoms. Two checklists record the treatment given and the supplies used, so the kit can be restocked. The outcome, back to class, sent home or taken to hospital, sits beside the time a parent or carer was contacted. The first aider's name and signature close the record.

Why every treatment is written down

First aid records serve three purposes in a school. They answer a parent who asks what happened to their child. They show patterns, such as a corner of the playground that produces a graze every lunchtime or a student whose asthma is getting worse. And they support the first aid arrangements that WHS law requires, which WorkSafe Victoria's first aid compliance code sets out for Victorian workplaces. A record that only captures serious injuries cannot show any of those patterns, which is why the intro asks for every student seen, even for a plaster.

Head knocks and parent contact

A head knock that seems minor at 11 am can show symptoms by 3 pm, and parents need to know to watch for them. That is why head knocks have their own option in the injury list, and why the thank you screen reminds the first aider about the take home note and the class teacher. The parent contact time is optional because most grazes do not need a call, but when a call is made, its time is the fact everyone will want later.

How to adapt this form

A workplace replaces the student with the employee and adds whether the injury happened at work, which feeds the incident register. A sports club adds the game or training session and the body part. A childcare centre adds a parent acknowledgement signature, since parents are usually there at pick up.

What makes this form work

Supplies are a checklist

Six supply options, from bandaids to gloves, show what was used. Restocking the sick bay becomes a count of ticks in the export instead of a guess.

Outcome beside parent contact

Back to class, sent home or hospital sits on the same row as the time a parent was contacted. A sent home record without a contact time stands out.

Asthma has its own path

Asthma symptoms is an injury type and the treatment list includes the reliever from the student's plan. The record shows the plan was followed.

Questions people ask

What should a first aid record include?

The person treated, date and time, what the injury or illness was, the treatment given, the supplies used, what happened next, who gave first aid and, in a school, when parents were contacted. Keep it factual and avoid diagnoses. The record is not a medical report.

How long should school first aid records be kept?

Retention depends on your state education department and records laws, and records about children are often kept for many years. Check the policy that applies to your school. The responses can be exported to CSV and archived with other school records.

Should parents be told about every first aid treatment?

Policies vary, but most schools tell parents about head knocks, anything needing more than basic first aid, and anything that sends a child home. Minor grazes are often only recorded. Follow your school's policy and record the contact time when a call is made.

Is a first aid record the same as an incident report?

No. A first aid record logs treatment; an incident report investigates a serious event and may need to be sent to the department or regulator. A sick bay can use this form for every treatment and start an incident report only for serious cases.

Can the record be filled in on a tablet in the sick bay?

Yes. The form runs in a browser on a tablet or phone, the times are picked from a time field, and the signature is drawn on screen. Access can be limited to staff accounts so students and visitors cannot open it.

Can a first aid record note a student's medical condition?

Record only what is needed for the treatment, such as following the student's asthma or anaphylaxis plan, and keep medical plans in their own secure place. Health information is sensitive under privacy law, so limit who can open the responses. Restricting the form to logged in staff accounts helps with that.

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Want the steps in the builder? Read Review the sick bay register, then Keep the form to staff. For everything this generator can do, see the form maker.

Sources

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