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Administration of Medication Procedure
Linked Policy
Document
This procedure details actions and processes pursuant to the
Administration of Medication Policy.
Version No.
Version 1.0 5 June 2015 (approved)
Authorisation
General Manager Community Services
Expiry Date
Policy to be reviewed by 1 April 2017
Responsible Officer
Manager Children’s Services
Policy Owner
Program Coordinator Children’s Services
1.
Purpose
This procedure provides a process for responsibilities of educators, parents/guardians and
the Approved Provider to ensure the safe administration of Medication.
2.
Scope
This procedure covers the administration of both prescribed and non-prescribed Medication
at the Melton City Council children’s services, including during offsite excursions and
activities. This procedure applies to services responsible for the direct education and care of
children. This applies to the Approved Provider, Nominated Supervisor, Primary Nominee,
Nominee, Certified Supervisor, educators, staff, students on placement, volunteers,
parents/guardians, children and others attending the programs and activities of the Melton
City Council.
2.1. This procedure does not apply to Maternal and Child Health Nurses
Nurses should not administer any Medications to adults or children for any reason with
the exception of the provision of opportunistic immunisations by accredited immunisers
as part of the Enhanced Maternal and Child Health program. Nurses can provide
advice about how to administer a particular Medication but should refer the parent back
to the person who prescribed it to them or refer them to their local doctor or pharmacy
for further advice.
3.
Definitions
For terms that relate specifically to this procedure refer to the Administration of Medications
Policy. For commonly used terms e.g. Approved Provider, Regulatory Authority etc. refer to
the Glossary of Terms.
4.
Procedure
4.1. In terms of administering Medication
To ensure that Medications are administered and recorded as per the National
Regulations 2011, the Medication Record is to be completed as per the Medication
procedure.
4.2. In terms of authorising the administration of Medication
Medication, including over the counter Medication, can only be given if written
permission has been entered into the Medication Record by an authorised person. An
authorised person includes:

parent/guardian with legal authority
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a person named in the child’s enrolment form as authorised to consent to
administration of Medication.
4.3. In the case of an emergency
Authorisation can be given verbally by:

parent/guardian with legal authority

a person named in the child’s enrolment form as authorised to consent to
administration of Medication

or, if the above people cannot reasonably be contacted, a registered medical
practioner or emergency services.
In the case of an Anaphylaxis or Asthma emergency, Medication may be administered
to a child without authorisation. If Medication is administered the educator must ensure
that the parent of the child and emergency services are notified as soon as practicable.
4.4. In terms of prior to Medication being administered
Before any Medication can be administered, including over the counter Medication, the
following information must be entered into the Medication Record by the
parent/guardian or other authorised person responsible for the child (National
Regulations 92 and 93):

child’s full name

name of Medication

expiry date on label

reason for use

date, time and dose of last dosage given

time or circumstance and dosage under which Medication is to be readministered

parent/guardian or other authorised person’s signature.
Educators will:

check the Medication Record document

check the label on the Medication

ensure the details both in the record and on the container are the same with
regard to dose, name of child, time to be administered and expiry date.
Prescribed Medication can only be administered to the child for whom the Medication
has been prescribed (National Regulations 92).
4.5. In terms of administering Medication
Educators will:

administer Medication in accordance with any instructions attached to the
medicine, or provided by a registered medical practioner

another educator except in the case of Family Day Care, as per National
Regulations 95, must check the dosage of the Medication to be administered and
identify the child to whom the Medication is to be administered.
4.6. In terms of after Medication has been administered
Educator must:

complete the Medication Record with date, time Medication is given, dose given,
and as per Regulations the name and signature of the person checking the
dosage given if applicable

complete the Medication Record with details if Medication is not given, educator
name and signature
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if verbal authorisation has been given in an emergency, record all information and
time of the phone call
notify the parent if the Medication was not administered, for any reason, as soon
as practicable.
Parent/guardian or other authorised person:

after the child has been given Medication during care, acknowledge that
Medication has been administered and sign off the Medication Record when
collecting the child from care

if verbal authorisation was given, parent/guardian or authorised person must sign
the Medication Record on collection of the child.
4.7. In terms of self-administration of Medication
In the case where a child over preschool age is able to administer their own Medication
e.g. Ventolin, Asmol the above procedure is still to be followed.
If the parent/guardian has specified that the child is to administer the Medication the
educator would still witness and sign where appropriate when Medication was
administered.
4.8. Medication
All Medication to be administered needs to be authorised by the parent/guardian.
This includes but is not limited to:

eye drops

cough mixture

Panadol/Paracetamol

Asthma pumps

antihistamines

teething gel

nappy rash creams.
All Medications must be:

kept in a suitable location either in a locked cupboard or in keeping with the
environmental requirements of the Medication (e.g. refrigeration). Not in the
child’s bag.

in the original container and have the original label and be within the expiry date

the parent must be notified if the Medication was not administered, for any
reason, as soon as practicable.
4.9. Exception to authorisation requirement - Anaphylaxis and Asthma
Medication may be administered without permission in an Anaphylaxis and Asthma
emergency. If Medication is administered under these conditions the educator must
advise the parent/guardian of the child and emergency services as soon as practicable
(National Regulations 92 and 94).
4.10. Melton City Council is committed to:

providing a safe and healthy environment for all children, educators, staff and
other persons attending the service

responding immediately to the needs of a child who is ill or becomes ill while
attending the service

ensuring safe and appropriate administration of Medication in accordance with
legislative and regulatory requirements.
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Responsibility/Accountability
5.1. The Approved Provider, according to Regulations is responsible for the implementation
of the Administration of Medications Policy. This will be achieved through the
Leadership Group and their service staff:

ensuring that Medication is not administered to a child being educated and cared
for by the service unless it is authorised, and the Medication is administered in
accordance with the procedures prescribed in Regulations (National
Regulations 95)

determining under what circumstances a child over preschool age will be allowed
to self-administer their own Medication, and ensuring there are appropriate
procedures in place for staff to follow in these instances (National Regulations
96)

ensuring that if a child over preschool age at the service is permitted to selfadminister Medication (National Regulations 96), an authorisation for the child to
self-administer Medication is recorded on the Medication Record for the child
ensuring that a Medication Record that meets the requirements set out in
National Regulations 92 is available at all times for recording the administration of
Medication to children at the service. An example of a Medication Record can be
found on the ACEQA website

ensuring that parents/guardians are given written notice as soon as is practicable
if Medication has been administered in an emergency and where authorisation
has been given verbally (National Regulations 93)

ensuring that the parent/guardian of the child and emergency services are
notified as soon as is practicable when Medication has been administered in an
Anaphylaxis or Asthma emergency (National Regulations 94)

ensuring that at least one educator in services under the National Regulations,
hold current Approved First Aid qualifications, Anaphylaxis Management training
and Emergency Asthma Management training (refer to Definitions) and is in
attendance and immediately available at all times that children are being
educated and cared for by the service (National Regulations 136).

developing and reviewing procedures for the authorisation and administration of
Medication required for the treatment or management of long-term conditions
(see Attachment 1 – Procedures for the Safe Administration of Medication)

ensuring that all educators are familiar with the procedures for the administration
of Medication

ensuring that Medication Records are kept and stored securely until the end of
three years after the last date on which the child was educated and cared for by
the service (National Regulations 183).
5.2. The Nominated Supervisor/Primary Nominee is responsible for:

ensuring that Medication is only given to a child where authorisation has been
provided, and Medication is administered in accordance with legislation and the
Administration of Medication Policy (National Regulations 93)

ensuring that the parent/guardian of the child and emergency services are
notified as soon as is practicable when Medication has been administered in an
Anaphylaxis or Asthma emergency (National Regulations 94)

ensuring that Medication is not accessible to children and is stored in a childproof
container (including in the refrigerator for Medications requiring refrigeration)

being aware of children who require Medication for ongoing conditions or in
emergencies, and ensuring that a Medical Management Plan is completed and
attached to the child’s enrolment form, and displayed for use by those caring for
children
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documenting emergency situations in which an authorised person has provided
verbal authorisation but has refused to confirm the authorisation in writing (these
notes are to be kept with the child’s enrolment record)
informing parents/guardians as soon as is practicable if an incident occurs in
which the child was administered the incorrect Medication or incorrect dose as
prescribed in the Medication Record, staff forgot to administer the Medication or
the Medication was administered at the wrong time. Staff must also ensure that
any Medication that is accidentally dropped is not administered to a child or
returned to the original container, and that parents/guardians are informed if an
incident of this nature occurs
informing parents/guardians that non-prescribed Medication (with the exception
of sunscreen) will only be administered for a maximum of 48 hours, after which a
Medical Management Plan from a doctor will be required for its continued use
informing parents/guardians that Paracetamol is not supplied by Melton City
Council and that the administration of Paracetamol will be in line with the
administration of all other Medication.
5.3. Certified Supervisors, Nominees and other educators are responsible for:

ensuring that each child’s enrolment form provides details of the name, address
and telephone number of any person who has Lawful Authority to request and
permit the administration of Medication to the child (National Regulations 160)

administering Medication in accordance with Regulations (National
Regulations 95) and the guidelines set out in Attachment 1 – Procedures for the
Safe Administration of Medication

communicating with parents/guardians about the procedures outlined in the
Administration of Medication Policy and the parent/guardian responsibilities when
requesting Medication to be administered to their child, and making the
Medication Record available for parents/guardians to record information

ensuring that all details in the Medication Record have been completed by
parents/guardians/authorised persons in accordance with National Regulations
92 prior to administering Medication

obtaining verbal authorisation for the administration of Medication from the child’s
parents/guardians/authorised person (as recorded in the child’s enrolment form),
or a registered medical practitioner or medical emergency services when an
authorised person cannot reasonably be contacted in an emergency (National
Regulations 93)

ensuring that verbal permission is followed up with a written authorisation as
soon as is practicable

ensuring that parents/guardians take all Medication home at the end of each
session/day.
5.4. Parents/Guardians are responsible for:

ensuring that any Medication to be administered is recorded in the Medication
Record kept at the service premises

providing a current Medical Management Plan when their child requires long-term
treatment of a condition that includes Medication, or their child has been
prescribed Medication to be used for a diagnosed condition in an emergency

ensuring that the details of authorised persons are kept up to date in the child’s
enrolment form

ensuring that prescribed Medications to be administered at the service are
provided in their original container with the label intact, bearing the child’s name,
dosage, instructions and the expiry date (National Regulations 95)

ensuring that prescribed Medications to be administered at the service are within
their expiry date
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physically handing the Medication to a staff member and informing them of the
appropriate storage and administration instructions for the Medication provided
clearly labelling non-prescription Medications and over-the-counter products (for
example sun block and nappy cream) with the child’s name, instructions and
ensuring expiry dates are visible
ensuring that no Medication or over-the-counter products are left in their child’s
bag or locker
taking all Medication home at the end of each session/day
informing the service if any Medication has been administered to the child before
bringing them to the service, and if the administration of that Medication is
relevant to or may affect the care provided to the child at the service
ensuring that their child’s enrolment details are up to date, and providing current
details of persons who have Lawful Authority to request or permit the
administration of Medication.
5.5. Volunteers and students, while at the service, are responsible for following the
Administration of Medication Policy and its procedures.
6.
References, Sources, Links to Legislation and Other Documents
6.1. Please refer to Reference and Sources page.
6.2. Related service policies:

Administration of First Aid Policy

Anaphylaxis Policy

Asthma Policy

Dealing with Infectious Diseases Policy

Dealing with Medical Conditions Policy

Enrolment and Orientation Policy

Excursions and Service Events Policy

Incident, Injury, Trauma and Illness Policy

Privacy and Confidentiality Policy.
7.
Attachments

Attachment 1 - Procedures for the Safe Administration of Medication
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Procedures for the Safe Administration of Medication
As per Regulations, two persons one of whom must be an educator (except in the case of Family
Day Care) are responsible for the administration of any Medication. At least one of these persons
must hold a current Approved First Aid Qualification. Note that under Regulation 95(c), this is not a
requirement in an education and care service that is permitted to have only one Educator to
educate and care for children.
One person will check the details (including dosage and the identity of the child who is given the
Medication) and witness its administration, while the other person will administer the Medication
(Regulation 95(c)).
Before administering any Medication to a child, it is extremely important for staff to check if the
child has any allergies to the Medication being administered.
Procedure for Administration of Medication
1.
Wash and dry hands thoroughly before administering any Medication. If appropriate, gloves
are recommended wherever possible.
2.
Check the Medication Record to confirm date, time, dosage and the child to whom the
Medication is to be administered.
3.
Check that prescription Medication:

is in its original container, bearing the original label and instructions

is the correct Medication, as listed in the Medication Record

has the child’s name on it (if the Medication was prescribed by a registered medical
practitioner)

is the required dosage, as listed in the Medication Record

has not passed its expiry date.
4.
Check that non-prescription Medication:

is in the original container, bearing the original label and instructions

is the correct Medication, as listed in the Medication Record

has the child’s name on it

is the required dosage, as listed in the Medication Record

has not passed its expiry date.
5.
When administering the Medication, ensure that:

the identity of the child is confirmed and matched to the specific Medication

the correct dosage is given

the Medication is administered in accordance with the instructions attached to the
Medication, or any written or verbal instructions provided by a registered medical
practitioner

both staff members complete the Medication Record (Regulation 92(3)(h)) and store
any remaining Medication appropriately (including in the refrigerator for Medications
requiring refrigeration)

the Nominated Supervisor or Certified Supervisor informs the parent/guardian on
arrival to collect the child, that Medication has been administered and ensures that the
parent/guardian completes the required details in the Medication Record.
Administration of Medication for Ongoing Medical Conditions
Where a child is diagnosed with a condition that requires ongoing Medication or Medication to be
administered in emergencies, parents/guardians may authorise the administration of the
Medication for a defined period (up to six months).
Administration of
Medication Procedure
Attachment 1 – Procedure for Safe Administration of Medication
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
a Medical Management Plan completed by the child’s doctor should be provided and
attached to the child’s enrolment form (or on display, where appropriate)

the Medical Management Plan should define:

the name of the Medication, dosage and frequency of administration

conditions under which Medication should be administered

what actions, if any, should be taken following the administration of the Medication

when Medication is required under these circumstances, educators/staff should:

follow the procedures listed above

ensure that the required details are completed in the Medication Record

notify the parents as soon as is practicable Medication was administered.
Refer to the Dealing with Medical Conditions Policy for further information.
Administration of
Medication Procedure
Attachment 1 – Procedure for Safe Administration of Medication
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