Medication Policy

CleverClogs Nursery and Pre-school

Policy Statement

At Cleverclogs we are committed to promoting the health, safety, and wellbeing of all children in our care. We recognise that some children may require medication to manage short-term or long-term conditions. We ensure that all medications are administered safely, appropriately, and in accordance with Statutory requirements, legislation, and parental consent and statutory.

The EYFS states:

Cleverclogs will follow the statutory framework for administering medication.

3.60 Providers must have and implement a policy, and procedures, for administering medicines to children. It must include systems for obtaining information about a child’s needs for medicines, and for keeping this information up to date. Staff must have training if the administration of medicine requires medical or technical knowledge. Prescription medicines must not be administered unless they have been prescribed for a child by a doctor, dentist, nurse, or pharmacist (medicines containing aspirin should only be given if prescribed by a doctor).

3.61 Medicine (both prescription and non-prescription) must only be administered to a child where written permission for that medicine has been obtained from the child’s parent and/or carer. Providers must keep a written record each time a medicine is administered to a child and inform the child’s parents and/or carers on the same day the medicine has been taken, or as soon as reasonably practicable.

The EYFS states:

Cleverclogs will follow the statutory framework for administering medication.

Legal Framework

This policy is underpinned by:

Early Years Foundation Stage (EYFS) Statutory Framework
Children Act 1989 & 2004
Health and Safety at Work Act 1974
Medicines Act 1968
Data Protection Act 2018/UK GDPR

Principles

Medication will only be administered when necessary.
Written parental consent must always be obtained prior to administering medication.
Children requiring medication will be supported in an inclusive manner.
Staff will follow clear procedures to minimise risk and ensure accountability.
All medication records must be accurate, completed immediately, and stored securely.

Storage of Medication

All Medication will be:

Life saving medication is kept in a locked cabinet in individual rooms so that medication is easily accessible and all other mesication is store in the office.
Kept in a refrigerator as required and placed in a designated labelled area in the fridge. All medication MUST be clearly labelled and stored securely.
Stored safely and out of reach of children.
Children’s medication to be stored in individual Medi Pac bags or similar with a photo of the child/full name/ DOB and Keyperson and type of Medication on the front. Where children have multiple medications, it is important to Label and store these clearly in case of an Emergency.
All medication records to be kept alongside any medication. These forms must be checked every 3 months or more regularly as needed. Parents and staff MUST sign any updated records.
Care plans and Risk assessments (as appropriate) must be completed, read and signed by the manager, Keyperson, staff and parents. Care plans and Risk assessments MUST be stored alongside the medication. These forms must be reviewed every 3 months or more regularly to ensure the information is correct and updated. Parents and staff MUST sign any updated records.

Administration of Medication

Children must be given age-appropriate, sensitive, and professional explanation before medication is administered. Staff must explain the purpose of the medication and the reason it is required. Communication must be adapted to the individual’s age, level of understanding, developmental needs, and communication preferences.

The administration of medication MUST be completed respectfully. At no point should a child be forced to take medication against their will.

Medication WILL ONLY be administered to a child in the form it is intended and per instructions on the original packaging; it MUST never be added to babies bottles, food or drink products.

Two staff will always be present when administering medication. A member of the management team who holds a full and valid paediatric first-aid qualification will be responsible for checking all information and administering medication. The second member of staff will be a competent and qualified level 3 who holds a full and valid paediatric first, they will double check all the information and witness the administration of medicine.

We will:

Check to ensure the medication is in the correct packaging with the child’s name, DOB, and dosage on the medication label.
Check full details including full name, DOB, and dosage carefully.
Check the time and dosage the medication was last given.
Check Parents/carers have signed and given consent.
Record information immediately after administration.
Contact parents after medication has been given as required.
Parents MUST sign to acknowledge the administration of medication on collection.
Administration of medicines MUST be recorded on EY log even if a child refuses medication after encouragement or child spits the medications out.
Parents MUST be phoned straight away if their child refuses medication. Agreed next steps MUST be recorded with the parent on EY Log or on written forms.
In the event a child has been given the wrong medication or dose staff MUST immediately inform the Manager and DSL. Parents/carers must be informed as soon as possible, and medical advice must be sought, including NHS 111 or 999 in an emergency. The incident must be recorded, reviewed, and used to identify any further action, training or changes to procedure. The Manager or DSL will contact LADO and OFSTED following the procedures set out in the EYFS statutory framework.
Managers MUST inform the Operations Manager

All Long-term medication will be recorded on individual written medicine administration records and EY Log and stored within the child’s file.

The setting MUST have a system in place to remind both managers and staff that Medication is due to be administered.

Administering Calpol/Liquid Paracetamol (setting own)

The nursery can store sufficient emergency supplies of Calpol which can be administered in the event of an emergency. Calpol will be stored in a secure locked area in the Office and will only be administered if parents have given prior written permission. If Calpol is required parents will be called by telephone to seek verbal permission to administer. Staff MUST determine the last dose given (if any) at home and record this on the form or on EY log. It is important that parents understand the importance of this during the telephone call. Parents will be asked to follow up their verbal consent with an email or message on EY log. Parents/carers will then be asked to collect their child due to Calpol being administered.

Non-prescribed medications will only be administered for the following reasons:

Non-prescription medications, including those mild skin conditions, or minor ailments, must be provided in their original sealed packaging with clear instructions written in English.

Medicines containing Aspirin will not be administered unless 3.60 EYFS (medicines containing aspirin should only be given if prescribed by a doctor).

Parents/carers are required to keep children at home for the first 24 hours of a prescribed course of antibiotics or medication due to the potential risk of allergic reaction and to allow the child time to begin recovery.
The Designated Safeguarding Lead (DSL) will consider whether a safeguarding referral is required in circumstances where there are repeated incidents of parents/carers attempting to delay or avoid administering prescribed medication to their child.
The management team reserves the right to refuse a child staying at the setting where they consider a child to be unwell and unable to safely participate in normal nursery activities or where attendance may present a risk to themselves or others.
Administration of Pirton or other antihistamine requires a clear care plan or Risk assessment including documented reasons for use and specific written consent from a parent or legal guardian. The consent must include details of the medical need, dosage, frequency, potential side effects, and any relevant medical history or allergies. Medication must only be administered in accordance with the signed parental authorisation and medication policy. Any Care plan or Risk assessment MUST be reviewed every 3 months and updates MUST be signed by parents and read by all staff.
Managers must sign and agree to any non-prescribed medications before these are administered to children.

Refusal of Medication

If a child refuses medication, staff will not force or coerce administration under any circumstances. The refusal must be recorded promptly and accurately in the child’s medication records, including the time, date, medication involved, and any relevant observations. Parents must be informed immediately of the refusal, future medication administration will be discussed and agreed with parents.

Illness and Exclusion

Children who are unwell should not attend the setting to protect their own wellbeing and reduce the risk of infection. If a child becomes unwell whilst attending the setting, parents will be contacted as soon as possible and may be asked to collect the child. Any medication administered during this time will only be given in accordance with this medication policy, including the requirements for parental consent, safe administration, and accurate recording procedures.

Parents/Carers are required to inform the nursery if their child is unable to attend their session due to illness or being unwell. As part of the setting’s safeguarding and statutory responsibilities, the reason for the child’s absence will be recorded appropriately in attendance records. If a child does not attend as expected and no explanation has been received, the nursery will contact parents/carers to confirm the child’s whereabouts and wellbeing in line with Attendance policy.

Children are not allowed to attend the setting for 24 hours after having any immunisations, this is to ensure that the child does not have a reaction.

Administering Auto-Injector Pens

Where a child requires the use of an auto-injector pen (e.g., for anaphylaxis), a written care plan and/or risk assessment must be in place to ensure safe, consistent, and effective management of the child’s medical needs. A system should be put in place to routinely check that all medication including auto-injection pens are in date. With parents/carers responsible for replacing any expired medication promptly.

When the auto-injection pen is required, this MUST be administered by a member of staff with a full and valid paediatric first-aid qualification who will have received training in the safe storage, handling, and disposal.

Parents/carers will be asked to supply at least two pens, which will be stored at the setting, this is to ensure that, if an additional dose needs to be administered, a spare pen is available.

A care plan and/or risk assessment will clearly outline procedures and practices to be followed in the event of a medical emergency, including the administration of medication and any required aftercare.

These documents will be completed collaboratively with the child’s parent/carer to ensure accuracy of information, clarity of instructions, and parental consent. The completed care plan and/or risk assessment must be signed and agreed by the parent, the keyperson and Manager and shared, signed and read by staff responsible for the child’s care.

Children who may need an auto injector pen cannot be admitted to nursery unless their auto injector pen is on the premises, in date and with the child’s name and details included in its original packaging. The spare auto-injection pen provided MUST have the expiry date on, be recorded in the child’s care plan and risk assessment to ensure there is a clear record of when it becomes out of date. Staff must speak to the parent at least 3 months prior to it becoming out of date so that it can be replaced.

Emergency Medical procedures

Ensure the child is attended to first and never left alone.
A member of staff to inform the management team immediately whilst another member of the team calls 999.
Follow the instructions from the 999-call handler.
Whilst waiting for the ambulance a trained paediatric first aider must stay with the child, reassure and care for the child.
Whilst waiting for the ambulance, a member of staff must contact the parent(s) and arrange to meet them at the setting or hospital.
At no point should a child or employee be transferred to hospital in a car.
Re-deploy staff if necessary to ensure there is adequate staff deployment to care for the remaining children.
Arrange for the most appropriate member of staff to accompany the child to hospital as required, taking with them any relevant information such as registration forms, relevant medication sheets, medication, and the child’s personal belongings.
The incident MUST be reported as per the Critical Incident Reporting Flowchart

Medical Care Plans and Risk Assessments

Where a child has an identified health condition requiring additional specialist treatment or intervention, a Care Plan and associated risk assessment must be fully completed and in place before the individual child can be left at the nursery without a parent or carer present.
The setting must ensure that all relevant staff receive appropriate training and instruction to develop the technical and medical knowledge required to safely support the individual child and respond effectively in the event of a medical emergency. Until such training is completed, the individual must not be left on site without a parent or carer.
The management team holds responsibility for ensuring that all risk assessments and care plans are accurately completed, signed, dated, and implemented, and that staff caring for the individual are competent and confident in meeting the requirements of the plan.
All plans must be reviewed and documented at least every 3 months. In addition, ongoing communication will take place with parents/carers and staff in the interim to ensure information remains current and relevant.
Any changes to a risk assessment or care plan must be updated immediately, and revised plans must be reissued to all relevant staff which will be read, signed and dated.
Where a child has a known food-related allergy staff must refer to the allergy policy completing all appropriate forms must be completed in partnership with parents/carers. These must be stored alongside the individual’s care plan and risk assessment to ensure all risks are clearly identified and managed following the allergy policy.

Medication for Outings and Visits

All staff must ensure that any medication required by a child during an outing, visit, or off-site activity is taken with them and is readily accessible throughout the duration of the activity.

Staff must follow all medication administration procedures, including those relating to the safe storage, transportation, recording, and administration of medication.

Before a child leaves the premises, Managers and Leaders must verify that:

The correct medication is available and accompanies the child.
All relevant paperwork is taken including written parental/carer consent form, child’s current care plan and risk assessment has been completed and reviewed.
Staff accompanying the child are aware of the child’s medical needs and understand the required medication procedures.

No child should participate in an outing or visit unless all required medication, documentation, and risk management measures are in place.

Training

All staff responsible for supporting children with medication or medical needs will receive appropriate training to ensure safe, effective, and consistent practice. Training will include medication procedures and policy requirements, the management of medical conditions, emergency response procedures, and the accurate recording and reporting of information. Staff will also receive guidance on effective communication and

Responsibilities

Manager: Responsible for ensuring the policy is implemented effectively, monitored regularly, and staff understand their roles and responsibilities in line with current legislation, EYFS statutory framework and best practice guidance. All care plans and risk assessments will be monitored and reviewed at least every 3 months to ensure that information remains accurate, up to date, and that all required reviews and amendments have been completed appropriately. The manager will also ensure that staff receive appropriate training and support.
Staff: Responsible for following policy, medication procedures, administering medication safely and appropriately, maintaining accurate and confidential records, and reporting any concerns, incidents, or changes in a child’s condition to the Manager.
Parents/Carers: Responsible for providing accurate and up-to-date medical information, supplying medication in its original packaging where required, and completing all necessary consent and administration forms. Parents/carers must also inform the setting of any changes to their child’s medical needs or medication requirements.

Policy review

This policy will be reviewed yearly or in line with updates to guidance and legislation. Please send any comments or feedback to natasha.trinder@brightstars-nurseries.com