ECEC Dealing with Medical Conditions Policy

Dealing with medical conditions in children Document no: r 90,91,96 & 168 2 (d)
Approval date: Feb 2018
Approved by: Family Services Manager
Review date:   Feb 2019
Responsible Officer: Early Childhood Coordinator Version no:   01
Authorising Officer: Family Services Manager

1. Purpose

The City of Greater Geelong Early Childhood Education and Care (ECEC) services, recognise the need to ensure that children with specific diagnosed medical conditions have their medical requirements met whilst in child care. This is an important part of childcare delivery to ensure the full needs of the child are met.
Every child enrolled at the ECEC service with a medical condition is provided with the best possible care to ensure their health and wellbeing needs are met.


2. Scope

All services:

To ensure all services facilitate the safe, effective care and health management of children who have a diagnosed medical condition.
These conditions include (but are not limited to)

  • Asthma
  • Diabetes
  • Anaphylaxis
  • Epilepsy
  • Allergies and other medically diagnosed conditions

3. References

  • Education and Care National Regulations 2011
  • Amendments 2017
  • Education and Care National Law Act 2010
  • Amendments 2017
  • Education and Care National Quality Standard
  • Asthma Foundation and or ASCIA

4. ECEC Policy

In all services, Management will:

  • Ensure there are clear written procedures for the collection, review, distribution and communication related to information provided for children with medically diagnosed conditions.
  • Ensure that these procedures are regularly reviewed and consistently followed.
  • On enrolment or immediately after diagnosis, provide parents/guardians with the “Dealing with Medical Conditions in Children” policy and relevant paper work (*medical action plan, risk minimisation plan and communication plan) to ensure compliance.
  • Ensure that there is a clear procedure for the collection and review of paperwork* ensuring all paperwork* is completed and signed appropriately with a current coloured photo of the diagnosed child attached and is saved to Record Explorer (ReX).

In all services, Educators will:

  • Familiarise themselves and support all other staff, students or volunteers who work with the children who have a medically diagnosed condition.
  • Ensure staff, students  and volunteers have familiarised themselves with each child’s medical management plan, risk minimisation and communication plan and are aware of the location of the medication.
  • Ensure medical management plans and medication is stored in a prominent position to allow for easy access by adults in the event of an emergency.
  • Make certain that medical management plans and medication accompany the relevant child on all excursions/ outings.
  • Ensure that medical management plans are followed in the event of an incident relating to the child’s specific healthcare need, allergy or relevant medical condition.
  • Work with parents to develop an individual risk minimisation plan and communication  plan to ensure each child’s specific needs are met, risks are minimised and relevant stakeholders are informed.
  • Only allow children, with a medically diagnosed condition, to attend the service with medication that is in date, prescribed for that child andis labelled with instructions that can be easily read and understood.
  • Only administer medication to children diagnosed with a medical condition that has been authorised by a parent/ guardian or authorised nominee.
  • Ensure all relevant medication authorisations are signed and dated correctly as required.
  • Ensure parents review and update all medical action plans, risk minimisation plans and communication plans regularly.

Risk minimalisation/communication plans should:

  • Be written in consultation with a diagnosed child’s parents/guardians.
  • Ensure the risks relating to the child’s specific health care need, allergy or relevant medical condition are assessed and minimised.
  • If relevant, ensure that practices and procedures in relation to the safe handling, preparation, consumption and service of food are developed and implemented.
  • If relevant, ensure that practices and procedures to ensure that parents/guardians are notified of any known allergens that pose a risk to a child and strategies for minimising the risk are developed and implemented.
  • Be available to all educators, staff, students and volunteers to ensure all stakeholders are aware of how to effectively minimise the risk to diagnosed children.
  • Be updated regularly in line with the procedure or as parents provide new information.

In all services, families will:

  • Ensure they provide an up to date medical management plan for any child with a medically diagnosed condition.
  • Work with the service management and educators to develop a risk minimisation and communication plan, that assists the service to minimise the risk to the child.
  • Provide in date, well labelled, named and prescribed medication, specific for the child with a medically diagnosed condition.
  • Ensure medication is available onsite whenever the child is in attendance.
  • Ensure all relevant medication authorisations are signed and dated as required.
  • Update educators and management if there are any changes to their child’s diagnosis, treatment or medication and update relevant documentation.

In all services, self administration of medication by children will only be allowed: 

  • By children above preschool age.
  • When written authorisation is provided by the person with the authority to consent to the administration of medication on the child enrolment form.
  • When medication is provided to the educators for safe storage, and they will provide to the child when required.
  • When fully supervised by the child’s educator.

5. Quality Records

See City of Greater Geelong ECEC services handbook.

  • Excursion forms
  • Risk assessment forms
  • Administer medication policy

6. Attachments




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Page last updated: Monday, 14 January 2019
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