Daycare Medication Administration Policy Template

[CENTER NAME] recognizes that some children in our care require medication during the childcare day. This policy establishes safe, consistent procedures for receiving, storing, administering, and documenting all medications given to children in our program. These procedures comply with [STATE] childcare licensing regulations and protect the health and safety of every child in our care.

This policy applies to all prescription medications, over-the-counter (OTC) medications, vitamins and supplements, and emergency medications including EpiPens and inhalers. No medication of any kind will be administered without complete, current written authorization from a parent or legal guardian.

Before [CENTER NAME] will administer any medication, the following must be on file:

• A completed and signed Medication Authorization Form with the child's full name, the medication name exactly as it appears on the label, the prescribed or recommended dose, the route of administration (oral, topical, inhaled, injected), the times or schedule for administration, and the start and end dates for administration.
• The medication in its original, labeled container. Medications transferred to unlabeled containers, pill organizers, or other packaging will not be accepted.
• For prescription medications: the pharmacy label must match the child's name, the prescribing provider's name, the medication name and strength, and dosage instructions.
• For over-the-counter medications: a completed Medication Authorization Form is still required. [CENTER NAME] may additionally require a note from the child's healthcare provider for OTC medications given for ongoing conditions.

Verbal or phone authorization is not accepted as a substitute for written authorization. Authorization forms are not transferable between siblings or between medication episodes. A new form is required for each medication and each course of treatment.

[CENTER NAME] handles prescription and OTC medications according to these standards:

• Prescription medications: Administered exactly as prescribed and labeled. Staff do not deviate from the prescribed dose or schedule. If the prescribed dose appears inconsistent with the child's age or weight, staff will contact the parent and, if necessary, the prescribing provider before administering.
• Over-the-counter medications: [CENTER NAME] will administer OTC medications (including acetaminophen, ibuprofen, antihistamines, and topical treatments) only when a completed Medication Authorization Form is on file. We follow the manufacturer's recommended dose for the child's age and weight. OTC fever-reducing medication will not be given to mask a fever that would otherwise require exclusion from care.
• Vitamins and supplements: Treated the same as OTC medications. A completed authorization form is required and the supplement must be in its original container.

All medications are stored according to these requirements:

• All medications are stored in a locked cabinet or locked drawer that is inaccessible to children. The key or combination is known to authorized staff members only.
• Medications requiring refrigeration are stored in a locked container within the center refrigerator, or in a dedicated locked medication refrigerator. They are kept separate from food.
• Emergency medications (EpiPens, inhalers, diastat) are stored in an accessible but locked location known to all staff. EpiPens and inhalers for children with severe allergies or asthma may be kept more immediately accessible per the child's emergency action plan.
• Each child's medication is stored in its own clearly labeled container or bag. Medications are not combined or shared between children.
• Expired medications are not administered. Expired or discontinued medications are returned to the parent for disposal. [CENTER NAME] does not dispose of medications on behalf of families.

Every medication administration is recorded in the Medication Administration Log maintained by [CENTER NAME]. The log entry must include:

• Child's full name
• Date and time of administration
• Medication name and strength
• Dose administered
• Route of administration
• Name of the staff member who administered the medication
• Any observed reaction or side effect
• Any dose that was refused or could not be administered, and the reason

Medication Administration Logs are retained for a minimum of [STATE-REQUIRED RETENTION PERIOD] and are available for review by parents and licensing inspectors on request. Parents are informed verbally at pickup when a scheduled or emergency medication has been given.

All staff members authorized to administer medication at [CENTER NAME] must:

• Complete medication administration training as required by [STATE] childcare licensing (training type and frequency vary by state — consult your licensing agency).
• Be trained in the five rights of medication administration: right child, right medication, right dose, right route, right time.
• Be trained in recognizing and responding to adverse medication reactions.
• Be trained on emergency medication protocols including EpiPen administration and inhaler use.
• Have their training documented and available for licensing inspections.

Staff who have not completed required training may not administer medications. In the absence of a trained staff member, the director will contact the parent for immediate pickup or alternative arrangements.

Children who are developmentally capable and whose healthcare provider has authorized self-administration (commonly applies to asthma inhalers for school-age children) may self-administer their medication under staff supervision. Self-administration requires:

• Written authorization from the child's parent or guardian
• A note from the child's healthcare provider confirming the child is capable of self-administering the medication
• Staff present and observing during administration
• Documentation in the Medication Administration Log, including the child's name, medication, dose, and staff member present

Children with documented severe allergies or respiratory conditions requiring emergency medication must have a current Emergency Action Plan (EAP) on file, completed and signed by their healthcare provider. The EAP specifies:

• The condition being treated and known triggers
• Symptoms that indicate emergency medication is needed
• Step-by-step instructions for administering the EpiPen, inhaler, or other emergency medication
• When to call 911 (for anaphylaxis: administer EpiPen and call 911 simultaneously; do not wait to see if symptoms improve)
• Secondary medications if a second dose is required

All staff who care for a child with a life-threatening allergy or severe asthma must be trained on that child's EAP. EpiPens are never removed from the center during a child's enrollment period. Parents are responsible for ensuring EpiPens are in-date and providing a replacement before expiration.

[CENTER NAME] may decline to administer a medication when:

• The Medication Authorization Form is incomplete, missing, or expired
• The medication is not in its original, labeled container
• The label does not match the child's name (for prescription medications)
• The dose on the authorization form is inconsistent with the label or manufacturer's recommendation
• No trained staff member is available to administer the medication
• The child refuses the medication and there is no immediate emergency
• Administering the medication would require a medical procedure beyond the scope of staff training

When a scheduled medication cannot be given, the parent is notified immediately. Refusal is documented in the Medication Administration Log.

A medication error includes administering the wrong dose, the wrong medication, medication to the wrong child, at the wrong time, or by the wrong route — as well as missing a scheduled dose or administering medication without authorization. If a medication error occurs:

1. The administering staff member notifies the director immediately.
2. The director calls the parent or guardian and describes exactly what happened: what was given, to whom, how much, and when.
3. If there is any concern about the child's health or safety, Poison Control (1-800-222-1222) or 911 is called. Do not wait for symptoms to appear.
4. The error is documented in writing in the Medication Administration Log and on a separate Medication Error Incident Report, including the nature of the error, all notifications made, and any follow-up actions.
5. The director reviews the incident and implements corrective procedures to prevent recurrence.
6. The incident is reported to [STATE] childcare licensing as required by state regulations.