Essential Defibrillator Checks Employers Must Make

A defibrillator on the wall can give a workplace a false sense of security if nobody knows whether it is ready to use. The essential defibrillator checks employers carry out are not a paperwork exercise. They are the practical steps that make sure an AED is available, accessible and capable of delivering a lifesaving shock when someone collapses.

For a person in cardiac arrest, every minute without CPR and defibrillation reduces the chance of survival. Your team may have only one opportunity to act. Protect your people by making AED readiness part of your workplace safety routine, alongside first aid provision, fire checks and emergency procedures.

What employers are responsible for

UK employers must assess first aid needs under the Health and Safety (First-Aid) Regulations 1981. An AED is not automatically required in every workplace, but a proper needs assessment may show that one is appropriate. This can be particularly relevant where there are large numbers of people on site, remote working areas, older visitors, physically demanding work, delayed ambulance access, or a history of cardiac risk within the setting.

Once your organisation provides a defibrillator, it must be maintained in a safe, usable condition. The exact inspection schedule should follow the manufacturer’s instructions, supported by your own risk assessment. In many workplaces, a named person carries out a quick visual check weekly and completes more detailed checks at planned intervals.

The person responsible does not need clinical qualifications. They do need clear instructions, time to complete the check and authority to report faults immediately. If that person is absent, another trained colleague should take over. A defibrillator is too critical to rely on an informal arrangement.

Essential defibrillator checks employers should complete

Confirm the AED shows it is ready

Most modern public-access AEDs complete automatic self-tests. A flashing green indicator, tick symbol or ready light usually confirms that the unit has passed. Check the model-specific guidance so staff know what the display means.

A red warning light, audible alert, error message or blank display needs immediate attention. Do not assume a fault will resolve itself. Remove the AED from service only if it cannot be used safely, report the issue, and put a replacement arrangement in place as quickly as possible.

Avoid pressing buttons or attempting a manual shock test unless the manufacturer specifically instructs it. Unnecessary testing can drain batteries or create faults.

Check the battery and electrode pad expiry dates

The battery and electrode pads are consumable items. They do not last indefinitely, even if the AED has never been used. Record expiry dates clearly and set reminders well in advance, giving your organisation time to order approved replacements.

Check that the pads are sealed, undamaged and connected correctly. If their packaging is torn, wet, contaminated or missing, replace them. Pads that have passed their expiry date may not adhere properly or work as intended during an emergency.

Where children are regularly present, such as in schools, nurseries, leisure venues or community settings, consider whether paediatric pads or a paediatric mode are needed. The right provision depends on the people your workplace serves and the AED model you have chosen. Adult pads should remain available too.

Make sure the full response kit is present

The defibrillator alone is not the whole response. Open the cabinet or carry case during scheduled checks and confirm the supporting items are present, clean and usable. A ready kit should normally include a resuscitation face shield or pocket mask, gloves, scissors for cutting clothing, a razor for chest hair, an absorbent towel and a spare set of pads where appropriate.

Some sites also keep a foil blanket, wipes and a basic incident record with the AED. These items will not replace clinical equipment, but they can help staff work quickly, preserve dignity and manage the scene safely.

Replace anything used after an incident straight away. It is not enough to put the AED back in its cabinet after a call-out. Pads may have been opened, the battery may have been depleted, and accessories may have been used or lost.

Check access, location and signage

An AED must be reachable without delay. Walk the route from the busiest or highest-risk parts of the premises. Is the cabinet unlocked, or can it be opened promptly? Is the route obstructed by stored stock, locked internal doors, furniture or building works? Can staff on every shift get to it?

The answer may change outside normal office hours. A defibrillator kept behind reception is of limited value if reception is closed in the evening. For sites with lone workers, security teams, care staff or shift patterns, access arrangements need to reflect who is present at different times.

Check that signs are visible and that new starters, contractors and regular visitors can be directed to the AED. Good signage is particularly valuable in larger buildings, schools, warehouses and multi-occupancy premises. Keep the cabinet clean, dry and protected from extreme temperatures, direct sunlight and physical damage.

Inspect the cabinet and power supply

If the AED is held in a heated external cabinet, check that the cabinet is secure, functioning and receiving power. A failed heater can affect the device and pads in cold weather. Report damaged locks, cracked doors, water ingress or faults with the alarm system without delay.

For indoor cabinets, check hinges, seals and door release mechanisms. Staff should know how the cabinet opens. A cabinet that looks professional but delays access is a serious weakness in an emergency plan.

Keep a simple, reliable check record

A short record creates accountability and makes it easier to spot recurring problems. It should identify the AED location, make and model, serial number, check date, person completing the check, ready indicator status, battery and pad expiry dates, accessory status, and any action taken.

A paper sheet kept with the AED can work well for a single site. Larger organisations may prefer a central digital register with automatic expiry reminders. The method matters less than consistency. If no one can show when the AED was last checked, you cannot be confident it will be ready.

Review the record after any incident, site move, equipment replacement or change in occupancy. A new layout, an extension or a change to opening hours can quickly make a previously sensible AED location unsuitable.

Train people to act, not just inspect

An AED is designed to guide a rescuer with clear voice or visual prompts. Staff should not delay using one because they are worried about doing harm. The device analyses the heart rhythm and will only advise a shock when appropriate.

However, confidence under pressure is built through practical training. Staff need to recognise cardiac arrest, call 999, start effective CPR, send someone for the AED, attach pads correctly and continue following the device prompts. They also need to understand the practical challenges: moving clothing, keeping bystanders clear during analysis, managing a wet casualty and handing over to ambulance crews.

Training should reflect your actual workplace. A care home may need to plan for residents with limited mobility. A school should consider pupil safeguarding and paediatric response. A warehouse may need a clear route for emergency services through a large site. These details are where an emergency plan either works or fails.

Training 2 U delivers practical workplace first aid and Basic Life Support training across Merseyside, Lancashire, Cheshire and Greater Manchester, led by instructors with frontline clinical experience. On-site delivery allows teams to practise the response in the environment where they may need to use it.

What to do after the AED is used

After an emergency, arrange for the AED to be checked, cleaned and returned to full readiness before it is placed back in service. Replace used pads and any accessories, inspect the battery status and follow the manufacturer’s guidance on downloading event data if required. Record what was used and any issues staff encountered.

The incident should also prompt a calm review of the workplace response. Was the AED easy to find? Did people know who was calling 999? Were trained staff available? Did a locked door, unclear sign or missing item cause delay? This is not about blaming individuals. It is about improving the system before it is needed again.

Where appropriate, make sure the AED’s location is registered or updated with the local ambulance service’s recognised defibrillator database. Accurate location and access information can help ambulance call handlers direct a member of the public to a nearby device.

A defibrillator check takes minutes. The reassurance it gives your staff, visitors and service users is far greater. Put a named person, a clear routine and practical CPR and AED training in place now, so that when every second counts, your team is ready to save a life.