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Documentation
The Authorization for Medication/Treatment Form must be checked carefully
for name of medication, dosage to be given, time to be administered, route
to be administered, healthcare provider and parent signatures and expiration
date. This should be done before you begin administering the medication.
The School must maintain a Student Medication Log for each student
receiving medications. The log must state the name of the medication and the
amount and time to be administered. A new log should be started at the
beginning of each month. Each day of the month, with the exception of
Saturdays and Sundays are to be filled in at the beginning of each month.
If a student is absent or for any other reason does not receive the
medication, that needs to be documented on the Student Medication Log
with the appropriate code from the legend on the top of the log.
The person administering the medication must initial the Student
Medication Log each time the medication is given. The bottom of the
Student Medication Log must be signed, initialed and dated weekly by the
person administering medications.
The Authorization for Medication/Treatment Form and the Student
Medication Log are to be kept together in a binder or folder. Each
student student’s forms should be separated with dividers. This medication
binder must be at the location where medication is administered.
The Student Medication Log must be placed in the student’s Cumulative
Health Folder at the end of each month. The Authorization for
Medication/Treatment Form should be added to the student’s Health Cumulative
Folder at the end of the school year or when the medication is completed.
If a medication dose is omitted for any reason, document the reason on the
Student Medication Log and notify the parent as soon as possible. A
narrative note can be written on the back of the Student Medication Log.
Complete a medication error report and send a copy to Health Education
Services.
Parental requests to hold medications must be submitted in writing with
specific dates and times. A copy of the parental request should be kept with
the Authorization for Medication/Treatment form and the Student
Medication Log. Document on the back of the Student Medication Log
in the narrative notes that the medication was placed on hold per parental
request.
Since the Student Medication Log is a legal document, correction
fluid, correction tape or similar products should not be used. Errors in
documentation should be crossed out with a single line and initialed. Then
the correct information should be entered.
When a medication is discontinued, draw a red line through the name of the
medication on the Authorization for Medication/Treatment Form and the
Student Medication Log. The date and initials of the person
discontinuing the medication should be placed next to the name of the
medication. If there are no other medications on either form, they can be
placed in the student’s cumulative health folder.
Confidentiality
Remember, student medication files are confidential. Access is limited to
authorized school staff that is administering medications. You should not
discuss what medications students are taking with other school staff or
parents. Keep only what is necessary for administering medications in
Medication Binder.
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