Supporting Medical Conditions Policy

1. Purpose

This policy sets out how we support pupils with medical conditions and ensure safe, consistent procedures for storing, administering and managing medication within our Alternative Provision.

2. Principles

Pupils with medical conditions are entitled to access high-quality, safe and inclusive education.
Health needs must be met in a way that promotes dignity, independence and wellbeing.
Medication may only be administered by authorised and trained staff.
Clear communication with parents, carers and health professionals is essential.
All medical information is treated confidentially and in line with data protection requirements.

3. Scope

This policy applies to pupils who:

Have long-term or short-term medical conditions
Require medication during sessions
Have emergency medical needs (e.g., epilepsy, asthma, anaphylaxis)
Have medical plans within their EHCP or care plan
Require reasonable adjustments due to health conditions

4. Roles and Responsibilities

4.1 Organisation

We will:

Obtain relevant medical information before provision begins.
Create or follow a pupil’s Individual Healthcare Plan (IHP) where required.
Ensure staff receive training appropriate to the pupil’s needs.
Review and update medical information regularly.
Provide safe storage and handling procedures for medication.

4.2 Staff and Tutors

Staff must:

Follow this policy and any pupil-specific healthcare plan.
Administer medication only with written consent and authorisation.
Record all medication administered.
Carry emergency medication during off-site visits if required.
Recognise and respond to signs of medical distress.
Contact emergency services when necessary.
Report concerns to senior staff immediately.

4.3 Parents and Carers

Parents/carers must:

Provide accurate, up-to-date medical information.
Supply medication in original, labelled packaging.
Complete the Medication Consent Form.
Replace expired or nearly depleted medication promptly.
Notify us of any change in diagnosis, treatment or dosage.

4.4 Pupils

Depending on age and capability, pupils should:

Communicate any symptoms or concerns.
Take medication responsibly if authorised for self-administration.
Cooperate with their medical plan.

5. Identifying Medical Needs

We gather medical information through:

Referral documentation
Parent/carer intake meetings
Health or medical reports
EHCP information
Baseline induction assessments

Where required, an Individual Healthcare Plan (IHP) is created outlining:

Condition details
Symptoms and triggers
Medication required
Emergencies and procedures
Roles and responsibilities
Review arrangements

6. Medication Management

6.1 Types of Medication Covered

This policy applies to:

Prescribed medication
Emergency medication (e.g., inhalers, EpiPens)
Over-the-counter medication (only when essential and authorised)

We do not administer medication without written consent or without clear medical instruction.

6.2 Storage of Medication

Medication must be:

Stored securely in a safe, inaccessible location when held by staff
Carried by staff during off-site activities if needed
Clearly labelled with pupil’s name, dosage and instructions
Checked regularly for expiry dates

6.3 Disposal

Expired medication must be returned to parents.

Staff must never dispose of medication independently unless instructed by a pharmacist.

7. Administration of Medicines Procedure

7.1 Authorisation

Medication may only be administered when:

The Medication Consent Form is completed and signed by a parent/carer
The medication is provided in original packaging with instructions
Staff have been trained where necessary (e.g., EpiPen, epilepsy rescue medication)

7.2 Administration Steps

When administering medication, staff must:

Check the pupil’s identity.
Check the medication name, dosage, method and time.
Wash hands or sanitise before and after administration.
Administer the medication following written instructions.
Record the administration immediately.
Monitor the pupil for any adverse reactions.
Contact parents/carers if concerns arise.

7.3 Self-Administration

If appropriate and risk assessed:

Pupils may administer their own medication (e.g., inhaler)
Tutors must supervise to ensure correct usage
Records must still be kept
Emergency medication must always be accessible

7.4 Refusal of Medication

If a pupil refuses medication:

Staff must not force them
Parents/carers must be informed immediately
Emergency protocols may be initiated depending on the condition
Refusal must be recorded

8. Emergency Medical Situations

Staff must treat all medical emergencies seriously.

Emergency action includes:

Calling 999 immediately if necessary
Administering authorised emergency medication
Keeping the pupil safe and reassured
Notifying parents/carers and senior staff as soon as possible
Recording the incident in full

Examples of medical emergencies include:

Severe asthma attack
Anaphylaxis
Seizure or prolonged convulsion
Loss of consciousness
Severe allergic reaction
Uncontrolled bleeding
Signs of sepsis or shock

9. Off-Site Visits and Activities

During off-site learning:

Staff must carry necessary medication in a secure manner
Risk assessments must include medical considerations
Emergency plans must be reviewed before leaving
Only trained staff may administer medication
Parents/carers must be contactable

10. Record Keeping

All medical information and administration records must be:

Accurate
Dated and signed
Stored securely
Shared only with authorised personnel
Reviewed regularly

Records include:

Medication Consent Forms
Individual Healthcare Plans
Administration logs
Emergency incident reports

11. Training

Staff administering medication receive appropriate training.
Training is refreshed regularly and after any medical incident.
Only trained staff may administer complex or emergency medication.

12. Safeguarding and Medical Needs

Medical vulnerability may indicate increased safeguarding risk.