CHW209-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 outline the procedures for managing and administering medication when residents leave {{org_field_name}} for outings, visits, or extended leave. The policy ensures that all medication is handled safely and in compliance with the latest Care Inspectorate Wales (CIW) regulations. It provides guidance for staff on how to prepare, document, store, and administer medication outside the care home, ensuring the wellbeing and safety of residents at all times.
2. Scope
This policy applies to all residents who are prescribed medication and are leaving the care home temporarily for a short outing, family visit, medical appointment, or extended leave. It covers the responsibilities of care staff, registered nurses, family members, and external healthcare providers in ensuring medication continuity, correct dosage administration, and proper record-keeping.
3. Management of Medication During Outings and Leave
3.1 Pre-Outing Medication Planning and Risk Assessment
Before any resident leaves {{org_field_name}}, staff must assess their medication needs and any risks associated with administering medication outside the care home. A pre-outing medication checklist should be completed, considering: the duration of the outing, medication schedules, specific storage requirements (e.g., refrigeration), and potential risks such as side effects or missed doses. If a resident is going on extended leave, a comprehensive risk assessment will be conducted, and arrangements made to ensure the safe handover of medication.
3.2 Authorisation and Documentation
All medication administered during outings must be documented in the resident’s medication administration record (MAR). A designated staff member or the resident’s family member (if taking responsibility) must sign for the receipt of the medication, confirming they understand the administration schedule and any special instructions. A Medication Outing Record Form must be completed, including: the resident’s name and date of birth, the list of prescribed medication, dosage and administration times, storage requirements, and emergency contact details for the care home.
3.3 Medication Packaging and Labelling
Medication must be dispensed in clearly labelled, secure packaging by a qualified staff member or nurse. Labels must include: the resident’s full name, medication name, dosage, frequency, administration instructions, and any special precautions. Original pharmacy packaging should be used whenever possible to minimise errors. For short outings, medication may be placed in a secure dosette box, ensuring each dose is individually compartmentalised and labelled accordingly.
3.4 Administering Medication During Outings
When a resident is accompanied by a staff member, the designated carer will be responsible for administering the medication at the prescribed time. The carer must follow the Five Rights of Medication Administration: right resident, right medication, right dose, right time, and right route. If the resident is under the care of a family member, they must be provided with written instructions and advised to contact the care home or a medical professional if any issues arise.
3.5 Recording and Reporting Medication Administration
After the resident returns to {{org_field_name}}, staff must update the MAR sheet to confirm that medication was administered correctly or record any missed doses. If medication was not taken or was administered incorrectly, the incident must be logged, and medical advice sought if necessary. Any medication returned must be checked against the original documentation to ensure no doses are missing or unaccounted for.
3.6 Safe Storage and Transport of Medication
All medication taken on an outing must be stored securely in a lockable, portable medication box or a temperature-controlled bag if required. Controlled drugs must be transported with additional security measures, and a record of their transfer and administration must be maintained in accordance with The Misuse of Drugs Act 1971. Staff must ensure that medication is kept away from heat, moisture, and direct sunlight and that it is not accessible to unauthorised persons.
3.7 Emergency Procedures and Contingency Planning
In the event of a medication-related emergency, such as an adverse reaction or a missed dose, staff or family members must immediately contact the care home and seek medical assistance if required. Emergency medication, such as EpiPens or rescue inhalers, must always be taken on outings if prescribed. Staff must carry the emergency contact details of the care home and relevant medical professionals at all times.
3.8 Extended Leave and Medication Handover to Families
If a resident is leaving for an extended period (e.g., a holiday or family visit exceeding 24 hours), a full supply of medication must be provided in original pharmacy packaging with a clear administration schedule. A Medication Handover Form must be completed and signed by both the responsible staff member and the family or receiving party. Families must be advised to store medication securely and return any unused medication upon the resident’s return. If medication management is complex, arrangements can be made with a local pharmacy for ongoing support.
3.9 Reviewing and Auditing Medication Procedures
Medication procedures for outings and leave must be reviewed periodically to ensure compliance with CIW regulations and best practices. Regular audits will be conducted to assess staff adherence to medication protocols, record-keeping accuracy, and the effectiveness of risk management strategies. Any discrepancies or incidents will be reviewed, and corrective actions implemented to improve safety and efficiency.
4. Related Policies
This policy should be read in conjunction with:
- Medication Management and Administration Policy (CHW21) for guidance on general medication handling and storage.
- Safe Care and Treatment Policy (CHW11) ensuring residents receive the correct medication safely.
- Risk Management and Assessment Policy (CHW18) for managing potential risks associated with medication during outings.
- Safeguarding Adults from Abuse and Improper Treatment Policy (CHW13) to ensure residents are not placed at risk due to improper medication handling.
- Health and Safety at Work Policy (CHW16) covering staff responsibilities in maintaining a safe environment during outings.
5. Policy Review
This policy will be reviewed annually or sooner if there are changes in legislation, regulatory requirements, or business needs. Staff will receive regular training on medication procedures for outings and will be required to acknowledge their understanding and compliance with updated policies.
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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