Medication and First Aid

The purpose of this policy is to ensure that medication is managed safely and appropriately and that suitable first aid arrangements are in place to protect the health, safety and wellbeing of all children attending Beyond Words CIC.

Beyond Words recognises that some children attending the Summer Club may have medical conditions requiring medication, emergency treatment or ongoing health support. we working in partnership with parents, carers and healthcare professionals to ensure children's medical needs are understood and managed safely.

This policy aims to ensure that medication is administered safely, first aid is provided appropriately and all medical incidents are responded to promptly, consistently and in accordance with relevant legislation and good practice.

This policy has been developed in accordance with relevant legislation and recognised guidance, including but not limited to:

• ✦Health and Safety at Work etc. Act 1974
• ✦Children Act 1989
• ✦Children Act 2004
• ✦Equality Act 2010
• ✦Human Medicines Regulations 2012
• ✦Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
• ✦Working Together to Safeguard Children (2025)
• ✦SEND Code of Practice (2015)
• ✦Health and Safety (First-Aid) Regulations 1981
• ✦Data Protection Act 2018
• ✦UK GDPR

Beyond Words will review this policy regularly to ensure it reflects current legislation, guidance and best practice.

This policy applies to all employees, volunteers, students, contractors and any other adults working on behalf of Beyond Words CIC.

Where Beyond Words operates from hired premises, first aid and emergency arrangements will be coordinated with the venue provider where appropriate. Beyond Words remains responsible for ensuring suitable arrangements are in place for the children, employees and activities during the period of hire.

It covers:

• ✦the administration of medication
• ✦emergency medication
• ✦first aid arrangements
• ✦children's medical needs
• ✦accidents and medical emergencies
• ✦recording and reporting procedures

This policy should be read alongside the organisation's:

• ✦Health & Safety Policy
• ✦Risk Assessment Policy
• ✦Safeguarding & Child Protection Policy
• ✦Personal Care & Intimate Care Policy
• ✦Infection Prevention, Hygiene & Food Safety procedures

• ✦Accident and Incident Reporting procedures

Beyond Words is committed to protecting the health, safety and wellbeing of every child attending the Summer Club.

we:

• ✦providing appropriate first aid arrangements
• ✦administering medication safely where agreed
• ✦working closely with parents and carers regarding children's medical needs
• ✦supporting children with long-term medical conditions to participate safely
• ✦maintaining accurate medication and first aid records
• ✦ensuring confidentiality while sharing essential medical information with relevant employees
• ✦providing appropriate training where employees are required to administer specific medication or support individual medical needs
• ✦responding promptly and appropriately to accidents and medical emergencies

Children's health, dignity and wellbeing will remain central to all decisions regarding medication and first aid.

• ✦Founder & Director The Founder & Director is responsible for ensuring that:

• ✦appropriate first aid arrangements are in place
• ✦suitable first aid equipment is available and maintained
• ✦employees receive appropriate first aid and medication training where required
• ✦medication procedures are implemented and monitored
• ✦individual healthcare plans are followed where applicable
• ✦medication records are maintained securely
• ✦parents and carers are informed of significant medical incidents
• ✦this policy is reviewed regularly
• ✦ensuring emergency contact details and medical information are readily available
• ✦ensuring medication is correctly labelled and within its expiry date before being accepted
• ✦assessing the first aid requirements for each programme and venue

• ✦Employees Employees are responsible for:

• ✦following this policy and related procedures
• ✦administering medication only in accordance with this policy and any relevant training
• ✦following individual healthcare plans where applicable
• ✦providing first aid within the limits of their training
• ✦reporting accidents, injuries and medical concerns promptly
• ✦maintaining accurate records
• ✦treating children's medical information confidentially
• ✦seeking support immediately if unsure how to respond to a medical situation

Employees must never administer medication or undertake medical procedures beyond the scope of their training or competence.

• ✦First Aid Arrangements Beyond Words is committed to providing prompt and appropriate first aid to children, employees and visitors who become ill or injured during the Summer Club

Appropriate first aid arrangements will be maintained throughout all activities to ensure injuries and medical incidents are responded to safely, effectively and without unnecessary delay.

• ✦Qualified First Aiders Beyond Words will ensure that an appropriately qualified first aider is available whenever children are attending the Summer Club

Employees will only provide first aid within the limits of their training, knowledge and competence.

Where additional medical assistance is required, emergency services will be contacted without delay.

• ✦First Aid Equipment A suitably stocked first aid kit will be available throughout the Summer Club and will accompany employees during community visits where appropriate

The Founder & Director will ensure that:

• ✦first aid kits are easily accessible
• ✦supplies are checked regularly
• ✦expired or used items are replaced promptly
• ✦first aid equipment is suitable for the activities being delivered
• ✦medication will not be stored within the general first aid kit

• ✦Responding to Accidents and Injuries When an accident or injury occurs, employees will:

• ✦remain calm and reassure the child
• ✦assess the situation
• ✦provide appropriate first aid within the limits of their training
• ✦seek assistance from another employee where required
• ✦contact emergency services if necessary
• ✦inform the child's parent or carer as soon as reasonably practicable
• ✦complete the appropriate accident record
• ✦record the treatment provided
• ✦inform parents or carers on the same day
• ✦review whether any risk assessments require updating

The child's safety, dignity and wellbeing will remain the priority throughout.

• ✦Head Injuries
• ✦Any suspected head injury will be taken seriously
• ✦Parents or carers will be informed promptly
• ✦The child will be monitored for signs of deterioration
• ✦Emergency medical advice will be sought where required

• ✦Medical Emergencies In the event of a medical emergency, employees will:

• ✦remain calm
• ✦assess the situation quickly
• ✦follow any individual healthcare plan where applicable
• ✦administer emergency medication where authorised, trained and appropriate
• ✦contact the emergency services without delay where required
• ✦inform the Founder & Director
• ✦contact the child's parent or carer as soon as reasonably practicable
• ✦remain with the child until appropriate medical assistance arrives

A written record of the incident will be completed as soon as reasonably practicable.

• ✦Infection Control During First Aid When providing first aid, employees will take appropriate precautions to reduce the risk of infection

Where appropriate, employees will:

• ✦wear disposable gloves when dealing with blood or bodily fluids
• ✦use other appropriate Personal Protective Equipment (PPE) where necessary
• ✦dispose of contaminated materials safely
• ✦wash their hands thoroughly after providing first aid
• ✦clean and disinfect any contaminated surfaces or equipment

• ✦General Principles Beyond Words recognises that some children may need medication during the Summer Club to support their health, wellbeing and participation

Medication will only be administered where it is necessary for the child to attend safely and where appropriate procedures have been followed.

Medication will be administered safely, respectfully and in accordance with this policy, parental instructions and, where applicable, advice from healthcare professionals.

Parents and carers should, wherever reasonably possible, arrange for medication to be administered outside Summer Club hours. Where this is not possible, Beyond Words will consider whether it can safely and reasonably support the child's needs.

• ✦Prescription and Non-Prescription Medication Prescription medication will normally only be accepted in its original pharmacy container with the child's name and dosage instructions

Non-prescription medication will only be administered where written parental consent has been provided and it is considered necessary during the child's attendance.

Non-prescription medication will only be administered where:

• ✦it has been supplied by the parent or carer in its original packaging
• ✦written consent and clear instructions have been provided
• ✦administration is appropriate and necessary during the child's attendance
• ✦the medication is suitable for the child's age
• ✦it will not be administered for longer than the manufacturer's guidance without advice from an appropriate healthcare professional

Beyond Words will not routinely hold general medication for use across different children.

• ✦Parental Consent Medication will only be administered when:

• ✦written consent has been provided by the parent or legal guardian before medication is administered, except in a life-threatening emergency
• ✦the medication has been provided in its original container with the pharmacy label intact (where applicable)
• ✦clear instructions regarding dosage, timing and method of administration have been received
• ✦employees are satisfied that it is safe to administer the medication
• ✦verbal permission alone will not normally be accepted for routine medication. In an exceptional urgent situation, advice may be sought from the parent, emergency services or an appropriate healthcare professional and the decision must be recorded

Parents or carers are responsible for informing Beyond Words of any changes to their child's medication or medical needs.

• ✦Administration of Medication Medication will:

• ✦be administered only by employees who are authorised to do so
• ✦be administered in accordance with the prescribed instructions
• ✦be checked carefully before administration
• ✦be recorded immediately after administration
• ✦be treated confidentially and respectfully

Before administering medication, the authorised employee will check:

• ✦the correct child
• ✦the correct medication
• ✦the correct dose
• ✦the correct time
• ✦the correct method of administration (where applicable)
• ✦the expiry date of the medication

Where there is any uncertainty regarding medication, it will not be administered until clarification has been obtained from the parent, carer or relevant healthcare professional.

Where reasonably practicable, a second employee will check the child's identity, medication, dosage, time, route and expiry date before administration. The person administering the medication remains responsible for ensuring it is given correctly.

• ✦Refusal of Medication Children will never be forced to take medication.If medication is refused, the incident will be recorded and parents or carers informed. Medical advice will be sought where necessary

• ✦Medication Errors Any medication error, including an incorrect, missed, delayed or duplicated dose, will be treated seriously

Employees will:

• ✦seek medical advice where required
• ✦contact the emergency services where there is a risk to the child's health
• ✦inform the Founder & Director immediately
• ✦notify the child's parent or carer as soon as reasonably practicable

• ✦complete an accident or incident record
• ✦review the circumstances to help prevent a recurrence

• ✦Emergency Medication Beyond Words recognises that some children may require emergency medication to manage serious or life-threatening medical conditions

Examples may include:

• ✦adrenaline auto-injectors (EpiPens)
• ✦asthma inhalers
• ✦epilepsy emergency medication (where agreed and employees have received appropriate training)
• ✦other prescribed emergency medication identified within an Individual Healthcare Plan

Emergency medication will accompany the child during outdoor activities, community visits and emergency evacuations. Emergency medication will only be administered by employees who have received appropriate instruction or training and in accordance with the child's Individual Healthcare Plan, medical guidance and this policy.

• ✦Responding to a Medical Emergency If emergency medication is required, employees will:

• ✦remain calm and reassure the child
• ✦follow the child's Individual Healthcare Plan or emergency instructions
• ✦administer emergency medication where authorised and trained to do so
• ✦contact the emergency services immediately where appropriate
• ✦inform the Founder & Director
• ✦contact the child's parent or carer as soon as reasonably practicable
• ✦remain with the child until medical assistance arrives

All emergency medication incidents will be recorded promptly and accurately.

• ✦Storage of Medication Medication brought into the Summer Club will be stored safely and securely to prevent unauthorised access while remaining readily available in an emergency

Where appropriate:

• ✦medication will remain in its original container with the pharmacy label intact
• ✦medication requiring refrigeration will be stored safely in accordance with the manufacturer's instructions
• ✦emergency medication will be readily accessible and not locked away if this would delay emergency treatment
• ✦employees responsible for administering medication will know where medication is stored
• ✦medication will be stored separately for each child

Parents or carers are responsible for providing medication that is clearly labelled and within its expiry date.

• ✦Medication Records A written record will be completed each time medication is administered

Medication records will include:

• ✦the child's name
• ✦the name of the medication
• ✦dosage administered
• ✦date and time of administration
• ✦the name and signature of the employee administering the medication
• ✦any observations or adverse reactions
• ✦confirmation that the parent or carer has been informed where appropriate

Medication records will be stored securely and treated as confidential.

• ✦Collection and Return of Medication Medication will normally be returned directly to the child's parent or carer at the end of each session or programme

Beyond Words will not dispose of unused medication unless advised to do so by an appropriate healthcare professional. Parents and carers remain responsible for the safe disposal of unused or expired medication.

• ✦Individual Healthcare Plans Where appropriate, Beyond Words will work in partnership with parents, carers and relevant healthcare professionals to develop and follow an Individual Healthcare Plan

Individual Healthcare Plans may include:

• ✦details of the child's medical condition
• ✦signs and symptoms requiring intervention
• ✦prescribed medication
• ✦emergency procedures
• ✦dietary or allergy information
• ✦reasonable adjustments
• ✦contact details for parents, carers and relevant healthcare professionals
• ✦communication needs
• ✦known triggers or early warning signs
• ✦emergency contact numbers
• ✦review date

Relevant employees will be familiar with the contents of Individual Healthcare Plans where they are responsible for supporting the child.

• ✦Confidentiality Medical information will be treated with respect and confidentiality

Information relating to a child's health will only be shared with employees who need the information to carry out their role and ensure the child's safety and wellbeing.

Beyond Words will handle medical information in accordance with data protection legislation and the organisation's Data Protection & Confidentiality Policy.

The Founder & Director is responsible for implementing, monitoring and reviewing this policy.

Monitoring will include:

• ✦reviewing medication records
• ✦reviewing accident and first aid records
• ✦monitoring compliance with Individual Healthcare Plans
• ✦identifying training needs
• ✦reviewing medical incidents
• ✦implementing improvements where appropriate

This policy will be reviewed annually, or sooner where changes to legislation, guidance, organisational practice or significant medical incidents indicate that a review is necessary.

This policy should be read alongside the following Beyond Words policies:

• ✦BW-HS-001 , Health & Safety Policy
• ✦BW-RA-001 , Risk Assessment Policy
• ✦BW-SAFE-001 , Safeguarding & Child Protection Policy
• ✦BW-CARE-001 , Personal Care & Intimate Care Policy
• ✦BW-FIRE-001 , Fire Safety & Emergency Evacuation Policy
• ✦BW-BEH-001 , Positive Relationships, Behaviour, Regulation & Support Policy
• ✦BW-EQ-001 , Equality, Diversity & Inclusion Policy