Medication Management Policy

1. Purpose

Many NDIS participants require support with their medications as part of their daily living assistance. When medication support is part of a participant’s plan, it must be managed safely, accurately, and with full respect for the participant’s right to self-manage their health wherever possible.

This policy ensures Safe Hands meets its obligations under the NDIS Practice Standards and relevant NSW health legislation, and that participants are protected from medication errors and harm.

2. Scope

This policy applies to all Safe Hands workers who provide medication support as part of a participant’s approved NDIS supports. Medication support may include:

• Prompting a participant to take their medication
• Assisting a participant to access their medication (e.g. opening a blister pack)
• Administering medication to a participant who cannot self-administer (e.g. eye drops, topical creams)
• Storing and handling a participant’s medication

3. Medication Authority

Before any medication support is provided, Safe Hands must obtain and retain a signed Medication Authority for each medication. The Authority must:

• Be completed and signed by the prescribing medical professional (GP, specialist, or pharmacist where appropriate)
• Specify the medication name, dosage, route of administration (oral, topical, injection etc.), frequency, and timing
• Specify the purpose of the medication
• Identify the specific administration method authorised for support workers
• Include any known allergies or contraindications
• Be updated whenever a medication is changed, added, or ceased

A participant’s authorised representative (where they are unable to consent themselves) must also provide written consent for medication administration.

4. Storage of Medications

• All medications must be stored in accordance with the manufacturer’s instructions (e.g. refrigerated medications in a designated fridge; medications requiring a cool, dry place away from sunlight)
• Medications must be stored in their original labelled packaging or in a current, labelled dosette/blister pack prepared by a pharmacist
• Controlled drugs (Schedule 8) must be stored in a locked cabinet and handled in accordance with NSW Poisons and Therapeutic Goods Act requirements
• Medications belonging to one participant must not be stored alongside medications belonging to another participant
• Workers must check expiry dates and report any expired medications to the manager and participant’s family immediately

5. Administering Medications

5.1 Before Administering

• Check the Medication Authority - confirm the right medication, right dose, right time, right route, and right participant (the “5 Rights”)
• Check the medication against the prescription label and the Medication Administration Record (MAR)
• Check the medication has not expired
• Wash or sanitise hands
• Confirm the participant’s identity and obtain their consent (verbal consent is acceptable for capable participants)

5.2 During Administration

• Administer the medication exactly as specified in the Medication Authority - do not substitute, crush, or alter the medication without explicit written instruction from the prescriber
• Stay with the participant until the medication is taken (where oral administration is required)
• Do not leave medications out for participants to take unsupervised unless this is explicitly authorised and documented in the support plan

5.3 After Administration

• Record the administration immediately in the Medication Administration Record (MAR) - include date, time, dose, and signature
• If the participant refuses medication, document the refusal without administering the medication. Do not force or coerce a participant to take medication. Notify the manager and the participant’s family or healthcare provider
• Observe the participant for any adverse reactions following administration, particularly for a new medication or changed dose

6. Medication Errors

If a medication error occurs (wrong medication, wrong dose, wrong time, missed dose, or medication given to the wrong participant), the worker must:

1. Stay with the participant and assess for any immediate adverse symptoms
2. Call 000 if the participant shows any signs of serious reaction, or call the Poisons Information Centre: 13 11 26
3. Notify the manager immediately by phone
4. Contact the prescribing doctor or pharmacist for guidance if the error is not immediately life-threatening
5. Document the error factually and completely in the Incident Report Form (FORM-INC-001)

7. Disposal of Medications

• Expired or no-longer-needed medications must not be disposed of in household waste or flushed down the toilet
• Return unwanted medications to a pharmacy for safe disposal
• Document the disposal in the participant’s medication records, noting the date, medication name, quantity disposed of, and method
• Never dispose of a participant’s medication without their (or their authorised representative’s) consent

8. Training Requirements

Workers who provide medication administration support must have completed:

• A recognised medication assistance/administration training course before providing any medication support beyond simple prompting
• Training on the specific medications and administration methods required for each participant they support
• Regular competency review (at least annually) for medication administration tasks

Workers who have not completed the required training may prompt a participant to take their own medication, but may not physically administer any medication.

9. Related Documents

• Incident Management & Reporting Policy (POL-INC-001)
• Person-Centred Service Planning Policy (POL-PCP-001)
• Emergency Management Policy (POL-EMG-001)
• Worker Screening & Training Policy (POL-WST-001)
• Medication Administration Record template (FORM-MAR-001)
• Medication Authority template (FORM-MA-001)