This page is a practical playbook for organisations that host people at risk of anaphylaxis. It covers policy setup, device storage & access, training & drills, documentation & audits, incident response, and special situations (field trips, cafeterias, contractors). Technique, dosage, and individual aftercare live on separate pages-this one is about operational readiness.

Table of Contents

1) Policy essentials (one page everyone can follow)

Scope & definitions: who is covered; what “suspected anaphylaxis” means.
Roles: the Caller (contacts emergency services), the Responder (injects), the Runner (retrieves devices), and the Greeter (meets responders).
Device standard: brand/strength used on site, location map, and minimum stock levels.
Second-dose rule: give a second auto-injector after the labelled interval if symptoms persist/worsen.
Observation & transfer: “inject → call EMS → position → monitor → handover.”
Training cadence: induction + termly/quarterly refreshers; records kept.
Audit cadence: monthly expiry/clarity check; annual policy review.

Keep a one-page quick card with roles and locations at every reception/office/teacher desk.

2) Storage & access (seconds matter)

Location plans: mark on a floor map (e.g., reception, cafeteria, sports hall, science lab, staff room).
Containers: wall-mounted, labelled boxes or soft cases with name/strength; avoid locked cupboards unless all trained staff have immediate access.
On-person vs. central kits: Students/employees with prescriptions carry their own two devices where policy allows; Central spares (where allowed) are stored clearly, with trainer and action plan beside them.
Environmental protection: room-temp storage, away from heat/cold; keep in protective cases.

3) Documentation that actually gets used

Individual Allergy Action Plans (named, photo optional) for each at-risk person; filed in the classroom/HR file and centrally.
Device Register (Stock Sheet): location • brand/strength • lot • expiry • “window clear/colorless?” • “checked on” date.
Training Log: attendee name, date, trainer, skills covered (recognition, device steps, second dose, aftercare).
Incident Report Template: trigger, time of onset, signs/symptoms, dose time(s), response, EMS handover details, follow-ups.

4) Training & refreshers (build muscle memory)

Who trains: all relevant staff (teachers, reception, cafeteria, sports coaches, first-aiders, managers).
What to train: recognition cues, device steps, positioning, second-dose rule, aftercare handover, and accidental finger-injection protocol.
How often: induction + termly/quarterly refreshers; micro-drills (3–5 minutes) monthly.
Tools: brand-matched trainer devices, laminated step cards, and a 60-second “first actions” video.

5) Drill scenarios (15 minutes each, rotating monthly)

Cafeteria exposure: student becomes hoarse with wheeze-Responder injects, Caller dials EMS, Runner retrieves second pen, Greeter meets EMS.
Playground/sports field: longer distance-practice radio/phone comms and route clearing.
Office meeting room: adult with known allergy-practice seat-to-floor positioning and privacy concerns.
Substitute/contractor day: unknown faces—locate action plan and devices without the usual staff present.

Pass criteria: device reaches patient <60 seconds, correct site/hold time, EMS called, second dose prepared, handover scripted.

6) Daily operations that prevent emergencies

Labelling: cases with name + strength (0.15 mg vs 0.3 mg).
Visual cues: stickers/signage on doors and cabinets; map at reception.
Food & procurement: allergen-aware catering; verify labels for events; keep “no-share food” guidance for young cohorts.
Visitor & contractor brief: a 60-second safety card at sign-in (device locations, who to call).

7) The monthly 30-second check (make it muscle memory)

Case intact?
Expiry valid?
Solution window clear/colorless?
Lot readable?

Sign and date the register. Replace immediately if any fail. Order 4-8 weeks pre-expiry.

8) Incident response (minute-by-minute)

Recognise & inject (outer mid-thigh IM; through clothing if needed; hold for label time).
Call EMS (give exact dose time).
Position: lie flat/legs up; sit up if breathing very difficult; recovery position if vomiting.
Monitor: breathing, colour, awareness.
Second dose if symptoms persist/worsen after labelled interval.
Handover: used device, dose times, suspected trigger, meds list/action plan.
Post-event: replace stock same day; complete incident report; run a short debrief within 72 hours; schedule refresher training if any step faltered.

9) Special situations

Field trips & off-site sports: bring two devices per at-risk person + spares if policy allows; assign device lead; keep pens on-person (not in luggage).
Exam halls/assemblies: designate device runner routes and staff placements.
Cafeterias & vending: allergen signage; staff know second-dose rule and device locations.
High-heat days / cold snaps: move kits away from windows/vehicles; use insulated (non-ice) pouches outdoors.

10) Governance & review

Quarterly audit: training log completeness, stock sheet accuracy, drill timings, signage condition.
Annual review: update policy to reflect staff turnover, brand switches, and any recalls; refresh maps and quick cards.
Privacy & data: store medical details appropriately; share on a need-to-know basis while ensuring responders have what they need.

FAQs (for administrators)

Can we keep “spare AAIs” on site?

Follow your jurisdiction’s policy. If permitted, store clearly, label locations, and train staff on which device for whom.

How many devices do we need?

At-risk individuals usually carry two; central spares cover device failure or guest exposures. Size your stock to your headcount and response times.

Do we need different brands?

Standardising reduces confusion. If supply forces a mix, keep trainers for each brand and add brand-specific step cards.

How do we prove compliance?

Maintain your policy, maps, stock sheet, training & drill logs, and incident reports. Review dates must be visible.

What about substitutes/temps?

Add a one-minute safety brief to onboarding: device locations, roles, and who calls EMS.