Administration of Medicines Policy - Oswestry School

Administration of Medicines Policy
Aim: To ensure safe storage and administration of medication to pupils and staff by the nurses, house
and secretarial staff.
Storage
All medications are kept in a locked cupboard in a room not normally accessible to pupils. In the Medical
Centre medicines that require refrigeration are kept in a locked medicine fridge. In the boarding houses
medicines that require refrigeration are kept in the housemistresses own fridge.
Controlled drugs
Controlled drugs (CDs) are stored in the medical centre in a CD cabinet. If required they are stored in the
boarding houses in a locked area that only a limited number staff have access to. The drugs are brought
in by the parents or pupil for day pupils and by the parents or pupil or collected from the pharmacy by the
matron for boarders. It is not always practical for two staff members to be present when a CD is
administered, but a record of the amount given and the balance remaining is kept in a bound record book
with numbered pages. There is a separate page for each person. CDs are disposed of by returning
them to the pharmacy and a record of the returns kept in the CD record book.
Disposal of medicines
Any unused prescribed medications and any out of date OTC medications will be returned to the Medical
Centre and from there to the pharmacy for disposal. The cupboards are checked for surplus medications
at the end of every term.
Replacing stock homely remedies in boarding houses
A record is kept of the stock supplied to the boarding houses, including the amount issued, issue date
and expiry date.
Non- Prescribed Medications
These are available to boarding pupils, day pupils and staff. The boarding staff have access and are
trained, by the school nurse, to give the attached list of medications.
The secretary at Prep School issue Paracetamol only, to pupils and staff in the absence of the school
nurse. They too sign a protocol. Boarding staff email the Medical Coordinator when they issue a
medication. This is then added to the pupil’s individual record.
The Medical Coordinator/Boarding staff administer non prescribed medications under a homely remedies
protocol.
Prescribed Medications
Medication prescribed by a doctor should be administered according to the instructions on the individual
medication and only given to the named pupil to whom it has been prescribed. They should be kept
in their original container. The original dispensing label must not be altered. The protocol should be the
same as for non prescribed medications.
A form ‘pupils taking short term prescribed medication’ should be completed by those staff giving the
medication to the pupil. Appendix 2
Adverse reactions
Drugs can cause adverse reactions in some people. If a pupil experiences adverse reaction to a
medication do not give any further doses until instructed to do so by the doctor. A medical incident form
should be completed. See Appendix 3
If a serious reaction occurs medical attention should be sought immediately.
An adverse reaction should be reported by the nurses to the Medicine and Healthcare products
Regulatory Agency (www.mhra.gov.uk)
Medicines given in error
If an error is made with any medication advice must be sort immediately. During the day contact the
surgery 01691 653143 or ShropDoc 08444 068888.
A medical incident form should be completed explaining the error and any action taken. See Appendix 3.

Medication brought into school by the pupils
There are risks that prescribed medications will interact with medications purchased over the counter and
cause harm. Or that herbal or traditional medications could interact with prescribed or over the counter
medications. Over the counter medication should never be given to a pupil who has taken their
own medicine.
A record will be kept of any medications that the pupils bring into school. It is the schools policy that the
pupils do not bring in their own medications unless they are prescribed, but some always will.
Self administration of medications
Boarders assessed as being able to self medicate sign the appropriate form. See Appendix 4. The pupil
should be aware that they must keep their medicines in a secure place, and not give their medication to
anyone else, even if they have the same symptoms.
The school has a protocol for assessing the ability of the pupils to self administer their medications. See
attached – Appendix 5.
Administration to save a life
In extreme emergencies e.g. an anaphylactic reaction, certain medicines can be given or supplied
without the direction of a doctor, or without there being a patient group directive PGD, for the purpose of
saving life. In an extreme emergency a medication e.g. adrenalin would be given. (Article 7 of the
Prescription Only Medicines (Human Use) Order 1997).
Recording
Medications are recorded to provide a complete audit trail for all medications. Signatures are kept of
every person who administers medication. The records are checked frequently by the school nurses.
The Headmaster is aware of the methods used to keep records, but does not review the records himself.
In Boarding Houses, the records are recorded in a book, and copied onto the pupils’ personal file on a
week day basis. This makes it possible to follow an audit trail for the treatment. E.g. where a boarder is
issued Paracetamol in the boarding house by a matron and then later in the medical centre by the nurse,
both entries are recorded in the one place. When a boarder is given medication by the nurses after
midday the boarding houses are notified.
Mrs E Nunnerley
Medical Coordinator
Reviewed: Jan 2012
Review Date: Jan 2013

Administration of Over the Counter Medication
Protocol
Appendix 1
The medications kept in locked cupboards in the boarding houses are as follows:-
Medication
Paracetamol 500mg
Calpol 6 plus
Ibuprofen BP 200mg
Savlon
Burnease
Optrex
Olbas oil
Eurax cream
Deep Heat
Piriton
Arnica cream
Stugeron 15
E45 or generic versions
Reason for administration
- Headaches, period pains, pyrexia, toothache, migraine, muscular aches
and pains, neuralgia, colds, sore throats and flu.
- as above for under 12 year olds.
- NOT TO BE ISSUED TO ASTHMATICS. (Unless prescribed.) Not to be
given to under 12s
Headaches, muscular pain and backache, dental pain, period pain, neuralgia.
- Antiseptic spray for minor wounds
- for minor unbroken burns
- for tired eyes
- for nasal congestion
- itchy skin, insect bites and stings
- muscular pains
- antihistamine for hay fever
- bruise relief
- travel sickness
- dry skin
Procedure
When issuing a medication the following procedure should be followed:-
The reason for giving the medication should be established.
The contraindications of giving the medication should be known or checked.
Whether the student has taken any medication recently, and if so what. (Paracetamol should not be
issued more frequently than every four hours).
Whether the student has taken the medication before, if not, whether the student is allergic to any
medication.
The medication is in date.
The student should be seen to take the medication by the person issuing it.
The student’s name, the reason for the medication, the medication issued, the dosage, the date and
the time should be noted immediately in the relevant medical record book.
This protocol has been agreed by the school medical coordinator
Staff administering medication
Name
Signature sample
Trained by
Initial sample
Date

Prescription Medicine Administration Record Chart
Name of Pupil :- …………………………………………………..
Drug & Strength :-…………………………………………………
Dosage :- ……………………………………………………………
Reasons for giving :- ………………………………………………
D.O.B :- …………………………..
Quantity :- …………………………
Date received :- ……………………
Allergies :- …………………………
WEEK ONE
WEEK TWO
DATE TIME INITIAL DATE TIME INITIAL
Date course finished …………………………………..
Date unused medication returned…………………….Quantity returned ………………………
To where returned ………………………………………………………………………………………
Name of person returning medication ………………………………………………………………..
Additional Notes:-

Medical Incident Form
Appendix 3
This form is to be used when a medication has been given in error or when a pupil has had an adverse
reaction to a medication.
Pupils Name
Date
Medication given
Explanation of the incident
Action taken
Outcome
Follow up

Oswestry School
Appendix 4
PUPILS WHO ADMINISTER THEIR OWN PRESCRIBED MEDICATIONS
Name of pupil: _______________________________________
Name of medication/dose: ____________________________________
Amount of medication given to the pupil: __________________________
How often taken: ___________________________________________
Medication can be stored in pupil’s own locked area.
Age of pupil
YES/NO
___ years
Length of treatment
Pupil’s choice
Date____________to___________
YES/NO
Pupil has proven themselves to be reliable
Full understanding of reasons for medication
and side effects
Knows when and how to take medicine
YES/NO
YES/NO
YES/NO
Important: If a pupil is not keeping medication locked away the right to self medication will be removed.
Pupil signature: ________________________ Date ________________
Staff signature: ________________________ Date _________________

Appendix 5
ADMINISTRATION OF OWN MEDICATION PROTOCOL
The school allows pupils to keep their own medications in a locked area in the boarding house if they
have been assessed as competent to do so. Asthmatics may carry their inhalers with them.
The criteria used to assess the pupils are:
The age of the pupil
Whether the medication is long term or a short course
The pupils own choice
Whether the pupil has proven himself or herself to be reliable in general and will
remember to take the medication if it is to be taken regularly.
That the pupil understands why they are taking the medication and any
side effects, and the risks of overdose.
That the pupil knows when and how to take the medication.
That the pupil can effectively store the medication in a locked area.
That the pupil understands that they should never give the medicine to anyone else, even if they have
similar symptoms.