Medication Administration SOP

Purpose

To ensure the safe, accurate, and compliant administration of prescription and non-prescription medications to children while in care, in accordance with childcare licensing regulations and best practices.

Scope

This SOP applies to all child care personnel who may be responsible for receiving, storing, administering, documenting, or supervising medication use for children enrolled in the program.

Policy Statement

Child care programs are not required to administer medication. However, if the program elects to do so, all medication administration must strictly follow this SOP to ensure child safety, parental consent, and regulatory compliance.

Procedures

Step 1: Obtain Written Authorization

Written authorization must be obtained before administering any prescription or non-prescription medication.
Authorization must be:
- Dated and signed by the custodial parent or legal guardian
- Specific to the child
- Include:
  - Child’s full name
  - Name of medication
  - Date(s) medication is to be given
  - Time(s) medication is to be administered
  - Exact dosage and amount
Medications prescribed or given on an “as needed” (PRN) basis must include written documentation describing:
- The symptoms or conditions that require the medication
Medication prescribed for one child must never be administered to another child.

Step 2: Document Allergies and Restrictions

Any known medication allergies or special restrictions must:
- Be documented in the child’s file
- Be shared with all relevant child care personnel
- Be posted or clearly identified with the child’s stored medication

Step 3: Verify Medication Containers and Labels

All medication must be provided by the parent or legal guardian in the original container.
Prescription medication must include a label stating:
- Child’s name
- Name of medication
- Dosage and administration instructions
- Name and contact information of the physician and/or pharmacy
All medication must be administered exactly as directed on the prescription label or manufacturer’s instructions.
Medication must be stored and maintained at the appropriate temperature.

Step 4: Emergency Medication Use

In an emergency, non-prescription medication not supplied by the parent or legal guardian may only be administered if:
- Written parental permission is already on file authorizing emergency use

Step 5: Medication Documentation and Parent Notification

Each time medication is administered:
- The administration must be documented in the child’s medication record.
- The custodial parent or legal guardian must be notified on the same day the medication is given.

Step 6: Medication Log Requirements

The medication log must include:

Child’s full name
Name of medication
Date and time administered
Dosage and amount given
Name and signature (or initials) of the staff member administering the medication
Medication records must be maintained for a minimum of 12 months after the last dose is given.

Step 7: Safe Storage of Medication

All medication must:
- Have child-resistant caps, when applicable
- Be stored in a locked area or out of children’s reach at all times
If stored in a food preparation area, medication must be stored in a manner that prevents:
- Contamination of food
- Contamination of food-contact surfaces

Step 8: Discontinuation and Disposal

Medication that is:
- Expired, or
- No longer being administered
must be returned to the custodial parent or legal guardian or properly discarded according to facility procedures.

Step 9: Staff Training Requirements

Prior to administering medication, child care personnel must receive education on:
- Proper medication administration procedures
- Documentation and storage requirements
Written documentation verifying staff training must be maintained in the employee’s personnel file.