What is a Trauma Response Plan and Why You Need One

2 days ago
4 min read

In the same way a business prepares for physical emergencies with fire evacuation drills or first aid kits, it must also prepare for psychological emergencies. A Trauma Response Plan (TRP) is the psychosocial equivalent of an incident response plan – and increasingly, it’s becoming a legislative and moral necessity.

What is a Trauma Response Plan?

A Trauma Response Plan is a documented process that outlines how a business will respond when a worker, volunteer, or community member is exposed to a traumatic event associated with business activities.

Trauma is not always physical. It can stem from witnessing a distressing incident, being exposed to violence, abuse, death, serious injury, or even hearing about a traumatic event involving colleagues or service users. When not addressed appropriately, trauma can lead to psychological harm, including anxiety, PTSD, depression, or substance misuse.

Just like a fire evacuation plan, your trauma response plan needs to be:

Written
Accessible
Well-understood
Regularly tested and reviewed

Having an EAP (Employee Assistance Program) is not enough. Having verbal instructions is not enough. These are supports – not a substitute for a proper, planned, and trained response.

Why Do You Need a Trauma Response Plan?

Recent legislative shifts across Australia, including updates to Model WHS Regulations on psychosocial hazards, mean businesses are legally required to manage risks to psychological health in the same way they manage physical risks.

According to Safe Work Australia, employers must:

Eliminate psychosocial risks where reasonably practicable
If not reasonably practicable to eliminate, minimise the risk so far as is reasonably practicable

Exposure to trauma is a known psychosocial hazard. Failing to have a structured plan in place increases the risk of mismanagement and escalation of harm.

Industries That Should Prioritise Trauma Response Plans

While all workplaces can be exposed to trauma, some sectors are at significantly higher risk. These include:

Healthcare and Aged Care – exposure to death, critical incidents, patient aggression
Community Services – supporting victims of abuse, mental health crises, child protection
Education – exposure to violence, suicide, student harm
Emergency Services – paramedics, firefighters, police officers, disaster response
Construction and Mining – fatal incidents, serious injuries, near misses
Transport and Logistics – vehicle accidents, fatalities
Retail and Hospitality – customer aggression, armed robbery, workplace violence

Regulators such as WorkSafe Victoria and SafeWork NSW have indicated increasing focus on post-incident psychological responses, especially in sectors reporting high levels of workplace violence or vicarious trauma. While not yet mandated, trauma response plans are likely to become a standard part of WHS management systems in these sectors.

What Should Be Included in a Trauma Response Plan?

Just like any other emergency plan, your trauma response plan should clearly outline roles, actions, and timeframes.

Key elements include:

Definition of a traumatic event (in context of the workplace)
Immediate response procedures (first 24–72 hours)
- Ensure physical safety and remove from triggering environment
- Assign a trained support person or supervisor
- Apply psychological first aid principles
Communication protocols
- Who should be notified and when
- Consideration of confidentiality and consent
Referral processes
- Internal supports (trained peer support, managers)
- External supports (trauma-informed psychologists, GPs)
Follow-up
- Check-ins over time to monitor recovery or delayed reactions
- Options for modified duties, time off, flexible work arrangements
Record keeping and incident documentation
- Document what occurred, response actions taken, and outcomes
Debrief and review
- Learnings incorporated into risk management systems
- Update policies, risk controls, or training if needed
Training and awareness
- Staff must be trained in trauma response protocols
- Leaders must understand their role in early identification and escalation

How is a Trauma Response Plan Different from EAP?

An EAP is reactive – it supports recovery after a person decides to seek help.
A Trauma Response Plan is proactive – it initiates a support pathway as soon as trauma is known or suspected.

The EAP may be one tool in your response plan, but it should never be the plan itself.

How is it Similar to Other Emergency Plans?

Just like:

First aid plans aim to minimise physical harm before paramedics arrive,
Trauma response plans aim to minimise psychological harm before long-term damage occurs.

And just like:

Fire evacuation plans rely on drills and defined roles,
Trauma response plans rely on trained staff and rehearsed actions.

They are all risk treatments – preventive and mitigative controls for unwanted events. You wouldn’t let your team rely on verbal instructions for a fire drill – why allow that when someone is experiencing a psychological emergency?

How Should a Trauma Response Plan Be Developed?

Development of a trauma response plan should follow core WHS principles:

Consultation - Workers must be involved. They are often best placed to identify realistic procedures, especially in high-risk settings.
Expert Input - Engage professionals with expertise in trauma-informed practice, WHS, and mental health.
Testing and Review - Run through simulations or tabletop exercises. Update the plan annually or after a traumatic event.
Integration - Your trauma response plan should form part of your broader WHS and emergency management systems. It’s not a standalone document – it’s a live tool, embedded in your culture and training.

Final Thoughts

If your team knew exactly what to do in the event of a fire, but not in the event of workplace trauma – that’s a gap. A serious one.

A Trauma Response Plan is not just good practice. It’s fast becoming a compliance expectation. But more importantly, it’s a commitment to your people.

We assist organisations develop fit-for-purpose Trauma Response Plans that align with WHS legislation, are grounded in trauma-informed practices, and ensure consistent, effective responses to psychological harm.