CH209-Medication Procedures During Resident Outings and Leave Policy
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Medication Procedures During Resident Outings and Leave Policy
1. Purpose
The purpose of this policy is to ensure the safe, legal, and effective handling of medicines during outings, appointments, short breaks, or leave periods involving individuals receiving care from {{org_field_name}}. It supports staff in managing medication appropriately while outside the usual care setting, protecting the health and wellbeing of individuals, and complying with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 – particularly Regulation 12 (Safe Care and Treatment) and Regulation 17 (Good Governance).
2. Scope
This policy applies to all care and support staff involved in administering, managing, or supporting medication during any outing or period of leave for an individual receiving care in the community. It covers prescription medicines, PRN (as required) medication, over-the-counter medications, and controlled drugs (CDs) where applicable.
3. Related Policies
- CH11-Safe Care and Treatment Policy
- CH18-Risk Management and Assessment Policy
- CH21-Medication Management and Administration Policy
- CH24-Management of Accidents, Incidents, and Near Misses Policy
- CH42-Communication and Engagement with Service Users and Families Policy
4. Policy Statement
{{org_field_name}} is committed to ensuring that individuals receive their medication correctly and safely regardless of location. This includes ensuring that medication is transported securely, administered at the correct time, and recorded accurately during any time spent away from the individual’s home. We promote autonomy and involvement while ensuring robust procedures are followed to minimise risk and comply with legal and professional standards.
5. Key Procedures and Guidance
a. Pre-Outing Medication Planning
Before an outing, care staff must review the individual’s medication administration record (MAR), care plan, and risk assessment to determine if any medication is due during the time away. If so, an outing-specific medication plan is completed, outlining what medication is required, timing, dosage, and any storage instructions. A named staff member is assigned responsibility for medication management during the outing.
b. Consent and Capacity
The individual must be fully involved in the planning and consent to the outing and the associated medication arrangements. If the individual lacks capacity, decisions are made in their best interests following the Mental Capacity Act 2005, and in consultation with their representative or advocate. Consent must be documented clearly in the care plan.
c. Medication Preparation and Transportation
Only the medication required for the outing is prepared and taken, using a secure and clearly labelled container or pouch. Medication is dispensed from the original packaging where safe and legal to do so. Labels must include the person’s name, medication name, dose, timing, and route of administration. Staff must never decant medication into unlabelled containers or carry multiple individuals’ medication together. Controlled drugs are transported in lockable containers in line with legal requirements, with additional records maintained.
d. Storage During Outing
All medication must be stored securely throughout the outing, away from extreme temperatures and out of reach of unauthorised individuals. Staff must not leave medication unattended. If medication must be refrigerated or stored under specific conditions, this must be considered during planning, and outings adapted accordingly.
e. Administration of Medication While Away
Only staff trained and authorised to administer medication may do so during outings. The standard 5 Rights of Medication Administration must be followed: right person, right medication, right dose, right route, right time. Administration must be documented immediately using a portable MAR or medication record sheet, with details transferred to the main MAR on return.
f. PRN and Emergency Medication
Where PRN medication (e.g. pain relief, inhalers, emergency epilepsy medication) may be needed, staff must carry it and have clear guidance on when and how to administer it. This includes access to protocols, signs and symptoms to look for, and steps to take if the medication is ineffective or not tolerated. Any administration of PRN medicine must be recorded and reported upon return.
g. Missed or Refused Doses
If medication is missed, delayed, or refused during the outing, staff must document the reason and notify the Registered Manager or on-call lead immediately. A risk assessment is conducted to determine the need for medical advice or action. The missed dose must also be recorded on the individual’s MAR with a clear explanation.
h. Outings Involving Family or External Parties
If medication responsibility is transferred to a family member or external support provider during a leave period, this must be agreed in writing. Details must include who will administer medication, what medication has been handed over, and what records will be maintained. Copies of MARs, medication lists, and administration guidance may be provided as appropriate. Staff must not release medication without a clear handover process.
i. Incident Reporting
Any medication error, incident, or near miss that occurs during an outing must be reported immediately using the organisation’s incident reporting system. A root cause analysis is carried out by the management team, and lessons learned are shared to improve future practice.
j. Staff Training and Competence
All staff involved in administering or managing medication during outings must be trained and deemed competent in medication handling, emergency protocols, safeguarding, and the specific needs of the individual they are supporting. Refresher training is provided annually or sooner if required due to role changes or identified learning needs.
6. Responsibilities
The Registered Manager {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} is responsible for ensuring the implementation of this policy and that all outings involving medication are risk assessed, documented, and monitored. Staff are responsible for following procedures, reporting concerns, and supporting individuals safely and respectfully.
7. Policy Review
This policy will be reviewed annually, or earlier if legislation, CQC guidance, or organisational processes change. All staff will be informed of updates and provided with additional training where necessary.
Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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