Medication forms allow you to record, acknowledge and administer medication for children in your setting. They give you a clear, timestamped record of every dose given, who administered it, and who signed it off. Before medication can be administered, the form must be acknowledged by a member of staff, and as parent acknowledgement is not required before a dose can be recorded, parents can still acknowledge the form afterwards to keep the record complete.
How to Create a Medication Form
š” Medication forms can only be created by staff members. Parents are not able to create or fill in medication forms from their side of the app
To create a medication form:
Go to the child's profile and click on the Safeguarding tab
Make sure you're in the Medication section
Click Add and fill in the medication details and frequency
Each medication form represents one dose:
In the Dose (amount) field, enter the amount equal to one dose
In the Dose (units) field, enter the units for that dose
For example, if one dose of an inhaler is 4 puffs, enter 4 in the Dose (amount) field and "puffs" in the Dose (units) field.
If you'd like the form to be archived automatically, make sure to enter a date in the Final day field. The form will be archived the day after this date.
ā¼ļø Medication forms cannot be edited after the first dose is administered
Medication frequency
When creating a medication form, you can choose how the medication should be administered. If itās something thatās only given occasionally as needed, rather than on a regular schedule, select Unscheduled under Frequency. This means thereās no set time for administration and staff can record it whenever itās given.
If the medication needs to be given at a specific time on a regular basis, select Scheduled instead.
Acknowledging a Medication Form
Before medication can be administered, the form must be acknowledged by a member of staff. Parent acknowledgement isn't required for the dose to be administered, but they are still encouraged to acknowledge medication forms. Both parties can see the medication form under the Medication section of the Safeguarding tab on the child's profile, and will both receive a notification when the form is created.
Once acknowledged, staff will be able to administer medication by clicking Give medication. If you don't see the option to Acknowledge, the form may have been archived. Archived forms cannot be acknowledged as they are no longer in use.
š” If your setting is part of a larger organisation, organisational-level managers cannot acknowledge medication forms. They will need to be assigned a site-level role at each setting in order to do so
Administering Medication
Medication can be administered either from the Medication section of the Safeguarding tab on the child's profile, or from the Room overview.
From the Room overview, head to the Medication tab to see all children who are signed in, booked in, and have active medication forms that have already been acknowledged. This is also shown in your Overview medication widget.
To administer medication:
Click on the medication form you'd like to use (if on a child's profile) or click the child's name (if on the room overview)
Preview the medication details
Fill in the time, witnesses, and any additional notes
Click Next to add witnesses and notes, then Next again to see a summary
Click Administer
The dose you've administered will then be ticked off in the Today's doses overview.
If a parent hasn't acknowledged the medication form, staff can still administer a dose, but they'll be given a warning to let them know the child's family hasn't provided acknowledgement yet. Clicking on Record dose administers the medication.
Acknowledging an Administered Dose
Previous doses are listed at the bottom of the medication form and can be acknowledged by parents and staff after administration.
This can be done in hindsight if needed, and new doses can still be administered in the meantime. All staff with permission to acknowledge medication forms will receive a notification once a medication has been administered.
Staff can record a dose even if a parent hasn't yet acknowledged the form. A warning will appear before the dose is recorded to make it clear that parent consent is still outstanding. Parents can and should still acknowledge the form afterwards.
š” This is useful for situations where medication needs to be given urgently, and the parent has given verbal or in-person consent but hasn't had a chance to acknowledge in the app yet
Medication Forms Overview
The overview can be found under Children, then Safeguarding and Medication. Here you can see all children who have active medication forms. Forms are displayed with one of three statuses:
Active (green) ā the form is fully approved, and medication needs to be administered
Pending (yellow) ā the form requires acknowledgement from a parent and/or staff member
Archived (grey) ā the medication is expired and no longer needs to be given. Archived forms cannot be acknowledged
Use the filters on the left-hand side to view forms by status.
Archiving and Deleting Medication Forms
Due to GDPR reasons, medication forms cannot be deleted. It is best practice to archive any forms that are no longer needed
To archive a medication form, find the form via Children, then Safeguarding and Medication, or navigate directly to the child's profile, click on the Safeguarding tab and select Medication. Click on the form to open it, then click Archive form at the top of the page.
Archived forms are stored in Children, then Safeguarding and Medication indefinitely.
š” Archiving a medication form cannot be undone, so make sure you're ready before confirming
Staff Permissions for Medication Forms
Managers will need to assign the correct permissions for other roles to manage medication. To do this, go to Settings, then Staff, Roles and permissions and Compare roles.
The available permissions are:
Acknowledge medication forms ā staff can acknowledge medication forms and administrations
Manage medication forms ā staff can create new medication forms and carry out all related actions, including creating forms, administering medication and viewing active and pending forms
Add medication forms ā staff can create new medication forms for children
View active and pending medication forms ā staff can see the overview and administer medication. This permission is required alongside Manage medication forms
View archived medication forms ā staff can view forms that have been archived
Archive medication forms ā staff can close medication forms, for example, if they become outdated or a parent requests it