27. Emergencies, occupational safety and the occupational physician

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

This chapter describes how to look at the company's emergency plan, what you see in the app in an emergency and how to reply to the I’m Safe check-in. The "Report an emergency" steps for emergency responders are also here. It also describes how to report a situation that is risky in terms of OHS (occupational health and safety, İSG) and how to book an encrypted written consultation with the occupational physician.

Who: Employee · Emergency responder · Emergency response team member · Occupational physician

For editing the plan, teams, drill records, starting an I’m Safe check-in, handling OHS reports and adding a physician, see 32. Shuttle, meal, visitor and emergency management.

In this chapter

• Viewing the emergency plan
• Emergency banner: what you see in an emergency
• Replying to an I’m Safe check-in
• As an emergency response team member
• Reporting an emergency (responder)
• People inside during an emergency and ending it
• Reporting near misses and hazards
• Following the status of your report
• Booking a physician appointment
• Encrypted consultation with the physician
• Cancelling an appointment
• Physician screen: appointments, consultation and outcome
• Physician screen: entering availability

Note: The emergency and I’m Safe images in this chapter show a sample earthquake drill. On your screen, you see the locations, phone numbers and people in your company's plan.

Viewing the emergency plan

Who: Employee · Where: The Emergency button in the top bar

What it does: Everyone can see the company's emergency plan: the emergency phone numbers, the emergency responders, the emergency response teams, what to do in each emergency, and the locations of the emergency exits, fire extinguishers, electrical breakers, valves, first-aid cabinets and assembly points.

1. In the top bar, tap the Emergency button with the triangle icon.
2. The Emergency window opens. Phone numbers are at the top (112 is always first). Tap a number to call it.
3. Emergency officers and Emergency response teams (firefighting, rescue, protection, first aid) are listed by name; you can call them with the Call button next to them.
4. Under What to do?, tap an emergency type (Earthquake, Fire, Workplace accident, Electrical leak, Flooding). The instructions for that situation open.
5. Under Locations, see the emergency exits, assembly points, fire extinguishers, electrical breakers, water valves and first-aid cabinets.
6. If the company added an evacuation map, tap Open evacuation map.

Tip: Read the plan at a calm time, when there is no emergency. Learn the emergency exit and the assembly point on your own floor.

Important: The instructions are shown only in Turkish. In a life-threatening situation, first call 112 (the emergency call number in Turkey; the emergency number of the country you are in).

Emergency banner: what you see in an emergency

Who: Employee · Where: The red banner at the very top of the app

What it does: When an emergency responder reports an emergency, a red banner appears in the app of all employees. The banner shows what happened, the instructions, the locations related to that situation and the phone numbers.

1. If the responder also started an I’m Safe check-in, you get a phone notification and an email; tap the notification or open the app. If no check-in was started (e.g. for a workplace accident), you do not get a separate notification; the banner is shown when you open the app.
2. The red banner is shown at the top of all screens: the name of the emergency (e.g. EARTHQUAKE), the time and the person who reported it. If it is a drill, DRILL is shown next to the title.
3. Read the instructions in the banner and follow them.
4. Below them, the locations related to this situation (emergency exits, assembly points, first-aid cabinets, breakers, valves) and the phone numbers are shown. Tap a number to call it.
5. For the whole plan, tap Emergency plan.
6. If "I’m Safe check-in is open: report your status." is shown below the banner, reply to the I’m Safe check-in.

Result: When the emergency is ended, the banner disappears for everyone. If the responder does not end it, the banner disappears automatically after 12 hours.

Replying to an I’m Safe check-in

Who: Employee · Where: The red-framed I’m Safe banner at the very top of the app

What it does: After an earthquake, fire, evacuation or drill, the company starts a check-in. With one tap, you report that you are safe or that you need help; the emergency responders immediately see who has not replied. In a check-in started with "Report an emergency", the title carries the name of the emergency (e.g. "Acil durum: Deprem" ("Emergency: Earthquake")).

1. When the check-in starts, you get a notification on your phone and (if the company selected it) an email. Tap the notification or open the app. The check-in banner is shown at the top of the screen. If it is a drill, DRILL is shown.
2. If you want, select your assembly point or I’m not at the office in the Where are you? (optional) list.
3. If you want, type a short note in the Short note (optional) box (e.g. "3. kat yangın merdiveni" ("3rd floor fire stairs")).
4. Depending on your situation, tap the I’m Safe or I need help button.

Result: The banner becomes smaller and shows Your status: Safe (or I need help), the time and the location you selected. If your situation changes, tap Change my status.

If you select I need help, the emergency responders and the person who started the check-in immediately get a phone notification (with your name, assembly point and note).

Tip:

• You can also reply without signing in to the app, with the I’m Safe or I need help link in the email. The link is valid only for you and only for this check-in.
• If your company turned on location sharing, the Add my current location box is shown. If you select it, your location goes only to the emergency responders.

Important:

• Do not write health information in the note ("Don’t write health information; a responder will call you if needed."). For urgent medical help, call 112.
• When the check-in ends, the individual replies, notes and locations are deleted.

As an emergency response team member

Who: Member of the firefighting, rescue, protection or first-aid team · Where: Emergency → Plan; phone notification

What it does: If the company assigned you to an emergency response team, your name is shown in the plan together with your team. When an emergency is reported, you also get a separate "your team is on duty" notification.

1. Open the Emergency window and find your team in the Emergency response teams section. For the person who is the Team leader, "Team leader" is shown before their title.
2. When an emergency is reported, you get a phone notification such as "Acil durum: Deprem — ekibiniz göreve" ("Emergency: Earthquake — your team is on duty") (in a drill, it starts with "DRILL ·"). The notification says as a member of which team you go to your duty station.
3. Follow the directions of your team leader and the emergency responders. Do not forget to give your own I’m Safe reply too.

Tip: When the end date of your first-aid and training certificate is near, a reminder goes to the emergency responders; they contact you for refresher training.

Reporting an emergency (responder)

Who: Emergency responder, Admin · Where: Emergency → Report an emergency

What it does: You announce an emergency to the whole company in two steps. With the report:

• the emergency banner, the instructions, the locations and the phone numbers are shown in the app of all employees;
• if you want, an "Are you safe?" check-in starts for the whole company (I’m Safe);
• the list of people inside (visitors and employees in the office) goes to the emergency responders, the Admins and reception by phone notification and email (for a workplace accident, also to the OHS officers);
• the visitors inside get the emergency exit and assembly information (email; SMS if there is an SMS provider);
• the emergency response team members get the "your team is on duty" notification.

Before you start: Only emergency responders and the Admin see this tab. In a real emergency, first make sure you are safe yourself and call 112.

1. In the top bar, click Emergency and open the Report an emergency tab. It says "Choose the emergency. The alert is confirmed in two steps."
2. Select the emergency type: Earthquake, Fire, Workplace accident, Electrical leak or Flooding.
3. If you want, type a Short note (optional) (e.g. "3. kat mutfak" ("3rd floor kitchen")).
4. If it is a drill, select the Drill (alerts say “DRILL”) box.
5. Check the Start an “Are you safe?” check-in for the whole company box. This box is off for a workplace accident and on for the other types.
6. Click Continue. A preview opens: it shows how many employees the check-in will go to, how many people the list of people inside will go to, and how many employees and visitors are inside right now.
7. Check the details. At the "Do you confirm?" question, click Yes, alert now. To stop, click Back.

Result: The message "Emergency reported; I’m Safe check-in started." appears. The banner appears for all employees immediately. The People inside tab opens in the window.

Common errors:

• "Acil durum türünü seçin." ("Select the emergency type.")
• "This emergency was just reported.": the same type cannot be reported again within 2 minutes.
• "Çok fazla bildirim yapıldı; biraz sonra yeniden deneyin." ("Too many alerts were sent; try again a little later."): a person can send at most 10 alerts per hour.
• "The check-in cannot start because I’m Safe is off.": the I’m Safe module is off; you cannot select the check-in box, and the alert is sent without a check-in.
• "Linked to the open check-in.": this is not an error; there was already an open check-in and the alert was linked to it (shown in the preview and on the History tab).

Important: While an emergency is active, a new report replaces the previous one. For drills, always select the Drill box. Reports marked as a drill are recorded in the drill records automatically (see drill records in chapter 32).

People inside during an emergency and ending it

Who: Emergency responder, Admin · Where: Emergency → People inside; emergency banner

What it does: During an emergency, you see who is in the building (visitors, and employees in the office according to the work time record); you use it for the count during an evacuation. When the situation is over, you end the emergency.

1. Tap People inside (n) in the banner or the People inside tab in the Emergency window.
2. The time of the list and the name of the emergency are shown at the top. Under Visitors (n), the visitors' name, company, host and entry time are listed; under Employees (n), the employees' department and entry time are listed. The list refreshes every 30 seconds; to refresh it immediately, tap Refresh.
3. To save the list, tap Download CSV.
4. To see the check-in replies, tap I’m Safe check-in board (see the check-in board in chapter 32).

Ending the emergency:

1. In the banner, tap End emergency.
2. At the "End the emergency? The banner disappears for everyone; the I’m Safe check-in is ended separately." question, tap Yes, end it. To stop, tap Cancel.

Result: The message "Emergency ended." appears and the banner disappears for everyone. End the I’m Safe check-in separately from the board. When the linked check-in ends, the emergency also ends automatically.

Important: The employee list is based on the work time (time and attendance, PDKS) record. An employee who did not clock in is not shown in the list; if PDKS is off, it says "Attendance tracking is off, so employees in the office are unknown; follow the I’m Safe check-in." The list of people inside is not stored in the record; on the History tab, only the type, time, reporter and counts remain.

Reporting near misses and hazards

Who: Employee · Where: Tools → Services → Safety report → + Report

What it does: You report a situation that is risky in terms of occupational health and safety (OHS) to the OHS team before an accident happens: an accident that almost happened (near miss), a dangerous condition, an unsafe behavior or an improvement suggestion.

1. In Tools → Services, scroll down to the Safety report box and tap + Report.
2. Under What did you see?, select a type: Near miss, Unsafe condition, Unsafe act or Safety suggestion. Each type has a short description below it.
3. In the Where? field, type the location (e.g. "Depo, 2. raf arası" ("Warehouse, aisle 2")).
4. In the Description box, type what you saw. Describe the situation, not the person's name.
5. If you want, type your suggestion in the Suggested action? (optional) field and add a Photo (optional).
6. If the hazard is still going on, select the The hazard is ongoing (sends an urgent alert to the safety team) box.
7. If you do not want your name to be shown, select the Send anonymously box (shown if your company allows it).
8. Tap Report.

Result: Your report gets a number (e.g. ISG-2026-0003) and is listed in the box with the New status.

Common errors:

• "Choose the report type."
• "Enter the location."
• "Describe what you saw in a bit more detail (at least 10 characters)."
• "Anonymous reports are off for this company."
• "You’ve sent many reports; try again shortly."

Important:

• If a workplace accident happened, first give first aid and call 112, then inform the OHS specialist immediately. The legal notification of the accident is made separately; this form does not replace it.
• Do not write health information in the form. Try not to photograph people's faces.

Following the status of your report

Who: Employee · Where: Tools → Services → Safety report

What it does: You see the status of your report, the actions the OHS team took and what they wrote.

1. In the Safety report box, tap your report.
2. The details show the type, status, location, date, description, Suggested action and Corrective / preventive actions. The statuses are: New, Under review, Action in progress, Closed.
3. To give the OHS team more information, type in the Add more information box and tap Send.
4. If you opened the report by mistake and it has not been reviewed yet, tap Withdraw report.

Tip: If the OHS team assigns you a task (corrective action), the My actions tab is shown in the box; when you finish the task, tap Completed. You also follow the status of a report you sent anonymously in this list, but you do not get a phone notification.

Booking a physician appointment

Who: Employee · Where: Tools → My Space → Occupational physician

What it does: You book an appointment for a 15-minute written (no video) consultation with the company's occupational physician. The conversation is end-to-end encrypted and is not stored anywhere. In the company, the OHS officers and the Admin see only who booked an appointment for which time, whether the consultation took place and whether a sick note was issued (yes / no).

Before you start: Your company must have turned on occupational physician appointments and defined at least one physician. If the box is not shown, this service is off in your company.

1. In the bottom menu, tap Tools and select My Space.
2. In the Occupational physician box, tap Book appointment.
3. If there is more than one physician, first select the physician.
4. The days on which the physician is available are listed. Tap a day; the free 15-minute times of that day are shown.
5. Tap a time. Your selection is shown (e.g. "7 October Wednesday · 10:00") and the note "The consultation room opens 10 minutes before the appointment; you'll get a notification." is shown. For another time, tap Another time.
6. Tap Confirm appointment.

Result: The message "Your appointment is booked: 7 October Wednesday 10:00" appears. The box shows your appointment, the physician's name and organization, the Planned status and the Room opens time. The physician gets a notification (only your name and the appointment time).

Common errors:

• "Bu saat az önce doldu. Başka bir saat seçin." ("This time was just taken. Select another time."): someone else booked the same time before you.
• "En çok 2 gelecek randevunuz olabilir; önce birini tamamlayın ya da iptal edin." ("You can have at most 2 upcoming appointments; first complete or cancel one.")
• "No free slots in the coming days. Please check again later."

Tip: You can book an appointment 30 minutes from now at the earliest; your company sets how many days ahead you can book at most (default 30 days).

Encrypted consultation with the physician

Who: Employee · Where: Tools → My Space → Occupational physician → Join consultation

What it does: At the appointment time, you exchange written messages with the physician. The messages are encrypted on your device and decrypted only on the physician's device; the server cannot read the messages. An encrypted message waits temporarily on the server only until the other side receives it (3 hours at most) and is deleted when it is received; no record of the conversation is kept.

Before you start: The consultation room opens 10 minutes before the appointment and closes 60 minutes after the start. Use an up-to-date browser; in an old browser, the warning "This browser doesn't support encrypted consultations; please use an up-to-date browser." appears.

1. When the room opens, you get a notification. In the Occupational physician box, tap Join consultation next to your appointment.
2. The Consultation · <physician's name> window opens. If the physician has not joined yet, the top shows "Waiting for <physician's name>… · closes 14:55" and you cannot use the Send button. When the physician joins, the top shows "Connected · end-to-end encrypted · closes 14:55".
3. Look at the Security code line (e.g. "DC64 126A C10D 5B87"). The same code is shown on the physician's screen; if you want, ask the physician for the code to check that you are in the same consultation.
4. Type your message in the Your message (Enter sends, Shift+Enter new line) box and tap Send.
5. If you want to keep the conversation, tap Download conversation before you close the window (this also works after the consultation ends). The conversation is downloaded as a text file only to your device.
6. When the consultation ends, close the window with Close. If you did not download the conversation, the question "Pencereyi kapatınca yazışma bu ekrandan silinir ve hiçbir yerde saklanmaz. Kapatılsın mı?" ("When you close the window, the conversation is deleted from this screen and is not stored anywhere. Close it?") appears.

Result: When the physician ends the consultation, it says "The consultation has ended. The conversation is only on this screen; download it if you wish." Only whether the consultation took place and whether a sick note was issued are sent to the company.

Important:

• If you refresh the page, a new key is generated; the messages from before the refresh disappear from this screen. This is by design.
• The conversation is not kept in your phone's browser storage either. If you want to keep it, use Download conversation and keep the file in a safe place.
• If you have an urgent health problem, do not wait for the appointment; call 112.

Cancelling an appointment

Who: Employee · Where: Tools → My Space → Occupational physician → Cancel

1. In the Occupational physician box, tap Cancel next to your appointment.
2. At the "Cancel the appointment?" question, tap Yes, cancel.

Result: The appointment is removed from the list and the physician gets a notification. The freed time becomes available to other employees.

Important: An appointment that has started cannot be cancelled ("Başlamış randevu iptal edilemez." ("An appointment that has started cannot be cancelled.")). The physician can always cancel the appointment; in that case, you get a notification. If the physician is removed from the company, their upcoming appointments are cancelled.

Physician screen: appointments, consultation and outcome

Who: Occupational physician · Where: Prozence app address (with the physician account) → Appointments

What it does: The occupational physician signs in with a separate account that is not counted as a company employee and sees only their own screen: appointments, availability and history. No other company data is shown to the physician.

Before you start: The company's OHS officer or Admin must have added you as a physician (see adding a physician in chapter 32). You do not need a Google or Microsoft account.

1. Open the company's Prozence sign-in page and type the email address you were given. Enter the code that comes to your email (see 00. Getting started).
2. The Occupational physician · <company name> screen opens. On the Appointments (n) tab, the Today and upcoming appointments are listed: day, time, the employee's name and department, status and the Room opens time.
3. When the room opens, click Join consultation next to the appointment. If the employee is in the room, it says "Employee in the room".
4. Exchange messages with the employee. The same Security code is shown on both screens.
5. If you want to keep the conversation, click Download conversation.
6. When the consultation ends, click End consultation. No confirmation is asked; the room closes immediately. It says "The consultation has ended."; the room keys and the pending messages are deleted.
7. After End consultation, the outcome window opens automatically. To enter the outcome later, click Enter outcome next to the appointment.
8. Select Held or No-show (did not join the room). If you selected Held, answer the Was a sick note issued? question with Yes or No.
9. Click Save.

Result: The appointment moves to the History tab. Only the held / no-show information and the sick note information go to the company.

Common errors:

• "Sonuç randevu saatinden sonra girilir." ("The outcome is entered after the appointment time.")
• "Sonucu seçin: görüşüldü ya da gelmedi." ("Select the outcome: held or no-show.")
• "Was a sick note issued? Choose yes or no."

Tip: If you do not enter an outcome, 3 hours after the appointment it is recorded as "Held" (sick note unknown) if both sides connected to the room, and as "No-show" if they did not.

Important: The outcome has no diagnosis, complaint or note field; this is intentional. There is no language selector on the physician screen.

Physician screen: entering availability

Who: Occupational physician (the OHS officer can also edit it) · Where: Physician screen → Availability

What it does: You enter your weekly consultation hours. Employees book 15-minute appointments in these time ranges.

1. Click the Availability tab.
2. On each line, select a day (Monday … Sunday) and type the Start and End times (e.g. 13:30–16:00). You can add more than one time range for the same day.
3. For a new time range, click + Add hours. To remove a line, click Delete.
4. For days on which you will not come, select the date under Days off and click Add day off. To remove it from the list, click ×.
5. Click Save availability. The message "Availability saved." appears.

Common errors:

• "Aynı gün için saat aralıkları çakışıyor." ("The time ranges for the same day overlap.")
• "Bitiş saati başlangıçtan en az 15 dakika sonra olmalı." ("The end time must be at least 15 minutes after the start.")
• "En çok 21 müsaitlik satırı." ("At most 21 availability lines.") / "En çok 120 kapalı gün." ("At most 120 days off.")

Important: Before you close a day, check on the Appointments tab whether there are appointments booked for that day. If there are, cancel the appointment with Cancel; the employee gets a notification.