Policy Document

Administering Medicines

Policy Statement 

This includes ensuring that a parent consent form has been completed, that the medicine is stored correctly and that records are kept according to these procedures. In the absence of the key worker, the Manager or Deputy (whoever is leading the session) is responsible for the overseeing of administering medication. 


Children taking prescribed medication must be well enough to attend the setting and be free from sickness and diarrhoea for at least 48 hours. 

Only medication prescribed by a doctor (or other medically qualified person) is administered. It must be in-date and prescribed for the current condition (medicines containing aspirin will only be given if prescribed by a doctor). NB Children’s Paracetamol and/or Ibuprofen (un-prescribed) will not be administered to any child.

 However children may attend Pre-School needing non-prescribed medicine to be given during the session if the Manager or Deputy feel that it is appropriate for the child to attend the session and receive this medicine.

The parent must bring in a letter from their GP explaining why the non-prescribed medicine is needed and the dosage needed.

 The discretion and the decision of the Manager and/or Deputy must be adhered to and the Manager or Deputy will give reasons to the parent regarding their decision. 

Non-Prescribed medicines must adhere to the administering medicines protocol for prescribed medicines as detailed below. 

Children's prescribed medicines are stored in their original containers, are clearly labelled and are inaccessible to the children. 

Parents must give prior written permission for the administration of medication. 

The staff receiving the medication must ask the parent to sign the consent form stating the following information. No medication may be given without these details being provided:

full name of child and date of birth; 

name of medication and strength; 

who prescribed it; 

dosage to be given in the setting; 

how the medication should be stored and expiry date

any possible side effects that may be expected should be noted

Parental consent with signature, printed name of parent and date. 

Medication should be handed to either Manager Managing Director 

Parents will be asked to sign all relevant paperwork-Health Plan.

Other staff will be advised verbally and by the way of written notices and via the Allergy notice on the Kitchen Wall 

The administration is recorded accurately each time it is given and is signed by the administering member of staff. Parents are shown the record at the end of the session and asked to sign the record to acknowledge the administration of a medicine. 

The medication record records: 

 name of child; 

name and strength of medication; 

 the date and time of dose;

dose given and method;

signed by key worker/manager

Verified by parent signature at the end of the day. 

Storage of Medicines 

All medication is stored safely on top of our filling cabinet in the hall or refrigerated as required. 

Whenever possible all stored medicines are to be kept in a marked (named) plastic box. 

The child’s key worker is responsible for ensuring medicine is handed back at the end of the day to the parent. 

 For some conditions, medication may be kept in the setting. The key worker must check that any medication held to administer on an ‘as and when’ required basis, or on a ‘regular’ basis, is in date and any out-of-date medication is returned to the parent. All medication (except refrigerated items), 

First Aid box and Emergency file will be stored  in the Kitchen at the start of each session for quick and easy use and reference. 

Any medication stored in the fridge will be noted on the Allergy notice for staff reference.

 All staff are made aware of this procedure on induction.

 If the administration of prescribed medication requires medical knowledge, individual training is provided for the relevant member of staff by a health professional. 

If rectal diazepam is given another member of staff must be present and co-signs the record.

 No child may self-administer. Where children are capable of understanding when they need medication, for example with asthma, they should be encouraged to tell their key worker what they need. However, this does not replace staff vigilance in knowing and responding to when a child requires medication. Children who have long term medical conditions and who may require on ongoing medication 

A Risk Assessment is carried out for each child with long term medical conditions that require ongoing medication. This is the responsibility of the Manager alongside the key worker. Other medical or social care personnel may need to be involved in the Risk Assessment. 

Parents will also contribute to a Risk assessment. They should be shown around the setting, understand the routines and activities and point out anything which they think may be a risk factor for their child. 

 For some medical conditions key staff will need to have training in a basic understanding of the condition as well as how the medication is to be administered correctly. Training needs for staff form part of the Risk Assessment. 

The Risk Assessment includes vigorous activities and any other Preschool activity that may give cause for concern regarding an individual child’s health needs. 

The Risk Assessment includes arrangements for taking medicines on outings and the child’s GP’s advice is sought if necessary where there are concerns. 

 A Health Care Plan for the child is drawn up with the parent outlining the key worker’s role and what information must be shared with other staff who care for the child. 

 The Health Care Plan should include the measures to be taken in an emergency. 

The Health Care Plan is reviewed yearly or more if necessary. This includes reviewing the medication, e.g. changes to the medication or the dosage, any side effects noted etc. 

Managing medicines on trips and outings 

 If children are going on outings, staff accompanying the children must include the key worker for the child with a Risk Assessment, or another member of staff who is fully informed about the child’s needs and/or medication

 Medication for a child is taken in a sealed plastic box clearly labelled with the child’s name and name of the medication. Inside the box is a copy of the consent form and a card to record when it has been given, with the details as given above. 

 On returning to the setting the card is stapled to the medicine record and the parent signs it. 

If a child on medication has to be taken to hospital, the child’s medication is taken in a sealed plastic box clearly labelled with the child’s name, name of the medication. Inside the box is a copy of the consent form signed by the parent. 

As a precaution, children should not eat when travelling in vehicles. 

 This procedure is read alongside the outings procedure.