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Thorpe Acre Pre-school Playgroup

C/O Thorpe Acre Infant School

Alan Moss Road

LE11 4SQ

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Working Together to Safeguard Children
            Working Together to Safeguard Children

6.1 Administering medicines


Policy statement


While it is not our policy to care for sick children, who should be at home until they are well enough to return to the setting,  At Thorpe Acre Preschool Playgroup, we will agree to administer prescribed medication as part of maintaining their health and well-being or when they are recovering from an illness.


In many cases, it is possible for a child’s GP’s to prescribe medicine that can be taken at home in the morning and evening. As far as possible, administering medicines will only be done where it would be detrimental to the child’s health if not given in the setting. If a child has not had a medication before, it is advised that the parent keeps the child at home for the first 48 hours to ensure there are no adverse effects as well as to give time for the medication to take effect.


Key persons are responsible for the correct administration of medication to children. This includes ensuring that parent consent forms have been completed, that medicines are stored correctly and that records are kept according to procedures. The Manager/Deputy Manager are responsible for the overseeing of administering medication.


We notify our insurance provider of all required conditions, as laid out in our insurance policy.




  • Children taking prescribed medication must be well enough to attend the setting.
  • 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).
  • Children's prescribed medicines are stored in their original containers, are clearly labelled and are inaccessible to the children.
  • Parents give prior written permission for the administration of medication. The staff receiving the medication must ask the parent to sign a consent form stating the following information. No medication may be given without these details being provided:


These details are:-

  • 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; and
  • signature, printed name of parent and date.


Medication should be handed to either the Manager (Mrs Rachel Dashi) or Deputy (Mrs Gemma Partridge) who will ensure that the appropriate forms are completed and signed. The above persons will ensure that all members of staff on duty are aware of the child’s condition.  The information regarding the correct procedure for the handling of medicine is given to all staff members in their staff handbook, verbally and during their induction training




  • The administration of medicine is recorded accurately in the medication file, each time it is given and is signed by staff. Parents are shown the record at the end of the day and asked to sign the record file to acknowledge the administration of a medicine. The medication record file records:
  • name of child;
  • name and strength of medication;
  • the date and time of dose;
  • dose given and method; and is
  • signed by key person/manager; and is
  • verified by a parent signature at the end of the day.


Storage of medicines

  • All medication is stored safely in a marked secure storage container, which will be kept in the office which will be locked when not in use.  Any medication that requires refrigeration, will be kept in a separate fridge.  The child’s key person/Manager/Deputy 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. Key persons check that any medication held to administer on an as and when required, or on a regular basis, is in date and returns any out-of-date medication back to the parent.
  • 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 book.
  • 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 a member of staff what they need. However, this does not replace staff vigilance in knowing and responding when a child requires medication.
  • We monitor the medication record book to look at the frequency of medication given in the setting, for example a high incidence of antibiotics being prescribed for a number of children at similar times, may indicate a need for better infection control.


Children who have long term medical conditions and who may require 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 person. 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. The training needs for staff forms part of the risk assessment.
  • The risk assessment includes vigorous activities and any other 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.
  • An Individual health care plan for the child is drawn up with the parent; outlining the key person’s role and what information must be shared with other staff who care for the child.
  • The Individual health care plan should include the measures to be taken in an emergency.
  • The Individual health care plan is reviewed every six months or more if necessary. This includes reviewing the medication, e.g. changes to the medication or the dosage, plus any side effects noted etc.
  • Parents receive a copy of the Individual health care plan and each contributor, including the parent, signs it.


Managing medicines on trips and outings

  • If children are going on outings, staff accompanying the children must include the key person 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 bag/box clearly labelled with the child’s name, name of the medication. Inside the bag/box is a copy of the consent form and a form to record when it has been given, including all the details that need to be recorded in the medication file, including the details as stated above.
  • On returning to the setting the form is stapled to the medicine record file 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 bag/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.


Legal framework


  • The Human Medicines Regulations 2012


Further guidance


  • Managing Medicines in Schools and Early Years Settings (DfES 2005)

This policy was adopted at a meeting of

Thorpe Acre Playgroup

(name of provider)

Held on

September 2019


Date to be reviewed

September 2020


Signed on behalf of the management committee


Name of signatory


Role of signatory (e.g. chair/owner)



Other useful Pre-school Learning Alliance publications


  • Medication Record (2010)
  • Daily Register and Outings Record (2012)


Updated September 2019

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