What to do if a group member is admitted to hospital abroad
- Last reviewed
- 6 min read
- For schools, universities, sports teams, production crews, event organisers, corporate groups
The short answer
If a group member is admitted to hospital abroad, call local emergency services, send a leader with the patient carrying their medical form and insurance details, and call the insurer's emergency line as soon as possible because you will often have to pay upfront. Tell the home contact, who tells the family. The British embassy can contact family if the patient cannot, but it cannot pay bills, arrange repatriation or get anyone discharged. Plan how the rest of the group is supervised while the leader is away.
Key takeaways
- Call local emergency services first, then the insurer's emergency line. GOV.UK says you will often have to pay upfront for medical care abroad, even if fully insured.
- Send an adult with the patient, with their medical information, consent forms, passport copy and insurance details, as OEAP guidance advises.
- A UK GHIC or EHIC is not an alternative to travel insurance and does not cover private healthcare or repatriation.
- The British embassy or consulate can contact family and help with interpreters and local contacts, but cannot pay medical bills, arrange repatriation or secure discharge.
- Plan staffing so that the group stays properly supervised if a leader leaves to be with the patient, and keep a log of decisions, calls and costs.
What should the leader do first?
- Make the situation safe and give first aid. Call the local emergency number (112 across the EU).
- Put another leader in charge of the rest of the group and carry out a headcount.
- Send an adult with the patient. OEAP says an appropriate adult should accompany casualties to hospital, taking parental consent forms and medical information.
- Call the insurer's emergency assistance line. GOV.UK says the insurer should have a 24 hour emergency number, and advises keeping receipts and doctors' notes for the claim.
- Call the home contact with a first report, and agree the next call time.
- Start the incident log: times, names, decisions, numbers called and costs.
The full first-hour checklist is in the group travel emergency plan guide.
Who pays, and what does insurance cover?
GOV.UK says you will often have to pay upfront for medical care abroad, even if you are fully insured, and your policy may only cover certain providers. For non-urgent treatment, check with the insurer first and ask whether it will guarantee payment to the hospital.
| UK GHIC or EHIC | Travel insurance | |
|---|---|---|
| Cost | Free | Paid premium |
| Private hospitals | Not covered | Depends on the policy |
| Repatriation or medical evacuation | Not covered | Usually, if the policy includes it |
| Mountain rescue and similar | Not covered | Only if the activity is covered |
| Coverage of existing conditions | Not relevant | Must be declared. Failure to declare may invalidate cover |
GOV.UK says the GHIC and EHIC are not alternatives to travel insurance and do not cover private healthcare, repatriation, or costs such as mountain rescue. OEAP adds that the GHIC is not valid in every country and may not cover non-UK nationals, so check each person. See school trip insurance and GHIC for group travel.
Who should go to hospital, and who stays with the group?
A hospital stay removes at least one leader from the group, sometimes for days. OEAP says staffing for overseas visits should allow for a leader being indisposed or having to leave, for example to take a pupil to hospital, and that the group must remain properly supervised when one adult is away. If you cannot meet your ratio, ask the home contact to send additional staff, or ask a supplier or the travel company to provide local support.
- Agree a rota so the accompanying adult can rest, eat and keep a phone charged.
- OEAP's checklist for establishments includes making emergency funds available for staff or parents to travel to the scene.
- Decide with the senior manager whether the rest of the group continues the programme.
What can the British embassy or consulate do?
GOV.UK's guidance on hospitalisation abroad says the embassy or consulate can:
- contact your family or friends in the UK to tell them you are in hospital, if you cannot do this yourself;
- help medical staff contact UK medical staff or the insurer;
- provide details of local medical facilities and English-speaking interpreters;
- raise concerns about treatment or welfare with local authorities.
It cannot pay for medication, medical bills or other expenses, pay for your return to the UK, give medical advice, secure better treatment than local people receive, or get you discharged. It cannot arrange or pay for medical repatriation. The FCDO is open at any hour on +44 (0)20 7008 5000. Participants of other nationalities should contact their own embassy.
How do consent, language and privacy work?
- Under-18s: OEAP says parental consent forms often cover emergency medical treatment when parents cannot be reached. Parents who refuse particular treatments should state this in writing. OEAP also notes that proof of parental consent may be required by medical professionals overseas, and that the age at which someone is a child differs between countries.
- Adults: if the patient can, they say who is told. If not, contact the next of kin on the record through a senior manager.
- Language: the embassy is not a translation service but can provide details of English-speaking interpreters. Check that the insurer covers medical interpreting.
- Information sharing: the ICO says that in an emergency you should go ahead and share data as is necessary and proportionate. Share only what clinicians, the insurer and family need.
GOV.UK warns that rules on mental health hospitalisation abroad may differ from the UK, and the embassy cannot intervene in a local legal process. Involve the insurer and senior manager at once.
What about repatriation and getting home?
GOV.UK says the insurer should arrange medical repatriation or evacuation, and if it is not covered you must arrange and pay for it yourself. Airlines may require advance confirmation from the treating doctors that the patient is fit to fly, so ask the hospital early. Ask the insurer what it covers for the patient's return and an escort.
What happens after the patient comes home?
- Hold a debrief while details are fresh.
- Keep the log, medical reports, receipts and insurer correspondence together for the claim.
- Check in with the patient, their family and the group, and offer welfare support.
- Complete internal incident forms and insurer notifications, and update the risk assessment.
How Roamly can help
Roamly's consulting service helps organisations plan medical response, staffing cover and family communication for trips abroad, and its logistics and group flights services can help rebook transfers and flights for a patient and escort, within the services contracted. Use the free emergency contacts directory to add local emergency numbers to your plan. Contact us to talk through a trip.
Sources
- GOV.UK: Medical emergencies, treatment and hospitalisation abroad
- GOV.UK: Foreign travel insurance
- NHS: Apply for a free UK Global Health Insurance Card (GHIC)
- OEAP National Guidance 4.1c Emergencies - Guidance for Leaders
- OEAP National Guidance 7.1r Overseas Visits
- OEAP National Guidance 4.3d Parental Consent and Informing Parents
- ICO: Data sharing in an urgent situation or in an emergency
General guidance only, checked against the sources above on 30 October 2026. Entry rules, airline policies and official advice change, so confirm the current position with the linked source before you travel.