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Kira Stewart Raleigh Parks, Recreation and Cultural Resources

Disclaimer: I am not a medical professional! J

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Why are medication policies and procedures necessary?

}  Compliance with the Americans with

Disabilities Act (ADA). }  They help protect us from legal liability.

}  They give parents the information they need to make informed choices for their child.

}  It’s the right thing to do to ensure a safe environment for all of our participants!

Medication/Medical Treatment  

“Only medications which are medically necessary and cannot be scheduled outside the hours of the

recreation program will be given during the program. A medication permission form must be

signed by a parent or guardian. Every effort will be made to contact parents/guardians in the case of

medical emergency. By signing the Participant Information form, if I cannot be reached I authorize the City of Raleigh Staff to seek

appropriate medical care.”

Creating a Medication Policy

}  Detail the specifics of your policy: what you will and won’t do, definitions, procedures, etc. }  Be specific – this is your staff’s go-to reference guide.

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RALEIGH PARKS AND RECREATION Participant Medication Policy

Subject: Participant medication protocols for minors

1.0 Purpose: To provide procedures for the variety of situations and methods involving administration of medicines that may be necessary for a participant’s well-being to function in a Parks and Recreation setting and cannot be scheduled outside the program.

2.0 Definitions:

2.1 Self administration: Participant controls access, dosage and administration.

2.2 Assisted self administration: Staff controls access, dosage and participant self administers medication

2.3 External administration: Staff controls access, dosage and administers medication when the participant is either physically or mentally incapable of doing so.

2.4 Prescription medication: Medicine prescribed by a doctor post examination to treat a specific illness or medical condition that includes recommended dosage and intake schedule. Medicines that are filled by a pharmacist.

2.5 Non-prescription medication: Medicine one can purchase at a variety of stores to treat general symptoms that do not require medical exams and physicians prescription.

2.6 Diastat: This medication is used to treat episodes of increased seizures (e.g., acute repetitive seizures, breakthrough seizures) in people who are already taking medications to control their seizures. This product is only recommended for short-term treatment of seizure attacks. Be aware of the generic drug name as Diazepam.

2.7 Epinephrine (EPI): Epinephrine is a chemical that narrows blood vessels and opens airways in the lungs. Epinephrine injection is commonly used to treat severe allergic reactions (anaphylaxis) to insect stings or bites, foods, drugs, and other allergens.

2.8 Inhaler: An asthma inhaler is a handheld device that delivers asthma medication straight into the airways.

2.9 Severe allergic reaction: Allergic reaction that is restricting or preventing breathing.

2.10 Invasive treatment: Treatment that must be administered through the skin, such as injections or suppositories.

2.11 Insulin pump: An insulin pump is a small, computerized medical device (cell phone size) that allows a continuous flow of insulin to be released into the body. Pumps are worn on an individual’s body, usually on the belt or in a pocket, with a tube that is inserted under the skin of the abdomen to deliver the insulin. The pump is programmed to a unique plan for each wearer and the dosage can be changed by the user.

3.0 Recreation division responsibilities:

3.1 Program staff may administer non-invasive medication to participants with authorization. Participants may need to take medication during the program day; if necessary, they may do so and have the medication administered as indicated on the current pharmacist’s label. The pharmacist’s

Don’t forget sunscreen and insect repellent –

They can be considered medications too!

}  Participants should bring their own –

no sharing!

Medication Forms

Samples

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Parks and Recreation employees only administer medication to participants if: 1. The City of Raleigh Permission Form for Assisted Administration of Medication is completed and in the

possession of the Parks & Recreation Staff. 2. A Parks & Recreation employee will not give medications unless it is in an original container with appropriate

medicine contained within, with a visible label including the name of medication, the date of expiration, clear dosage amount and directions with the participant’s name CLEARLY INDICATED on the bottle/box.

The Parent/Guardian is responsible for the following with ALL medication: 1. Complete and sign the portion of the form below and return to the program staff. 2. Provide medication in an original container with visible label including the name of medication, the date of

expiration, clear dosage amount and administration directions with the participant’s name CLEARLY INDICATED. Note: Inhalers outside the original package, must be accompanied by a copy of the original package label noting the above information.

3. Provide new, labeled containers if/when medication changes are made. 4. Parents/Guardians must transport medication to program site and give directly to program staff. 5. Parent/Guardian must pick up medication at the end of each week/program from program staff. Medications

not picked up at the end of 14 business days following the last day of participation in the program will be disposed of by program staff.

6. Recreation program employees will dispose of empty containers (unless otherwise instructed). 7. For Prescription medications: The pharmacy label will serve as the physician’s authorization for the

medication to be administered. Have the pharmacist label two containers: one for home use and one for use in the program, if the participant is to receive medication at both sites.

8. If the medication is an EPI pen or inhaler, it is recommended (not required) that the pharmacist label two containers to keep at the program site. The parent/guardian should check to ensure the medication does not exceed the printed expiration date. Program staff will not accept expired medication.

9. For Non-Prescription medications: The medication must be administered according to the dosage and administration instructions on the original container. **A physician’s signature will be required as authorization IF medication is requested to be given in an alternate dosage, etc.

10. Parents/guardians should notify program staff as soon as possible if there are any changes to instructions for the administration of medication once this form has been submitted. A new form may be required.

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Permission Form for Assisted Administration of Medication By completing the information below, the Parks & Recreation staff is authorized to administer any medication(s)

that are provided as indicated above. Participant’s Name: 1. Name of Medication: Prescription Non-Prescription Dosage: ___________ Times: Reason for medication: Side effects: 2. Name of Medication: Prescription Non-Prescription Dosage: ___________ Times: Reason for medication: Side effects: Physician Name: Signature: Date: *ONLY under special circumstances for NON-PRESCRIPTION medications (see #9 above). Parent/Guardian Signature: Date:

Raleigh Parks and Recreation Permission Form for

Assisted Administration of Medication

Raleigh Parks and Recreation Permission Form for

Participant Self Administration of Medication *for Teen, Adventure, and SRS Adult Programs ONLY

The safety and well being of your participant in a City of Raleigh Parks and Recreation program is of utmost concern. For this reason, policies for the administration of medications have been designed to protect participants. We encourage all parents/guardians to administer all medication(s) to their participants before or after a Parks and Recreation sponsored program. Possession and self administration of medication is only permissible when: 1. The medication must be one of the following: non-prescription, prescribed inhaler or EPI pen. Any

other prescribed medication must be stored and administered by Parks and Recreation staff. 2. The City of Raleigh permission form for self administration of non-prescription medicine is

completed and in the possession of the Parks & Recreation staff. 3. Medications that do not meet the following criteria will NOT be accepted: medication should be in

an original container with visible label including the name of the medication, the date of expiration, dosage instructions and the participant’s name clearly indicated (ie: written in permanent ink if not prescription label).

4. Medications are presented to staff for verification at the onset of the program. 5. The medication is administered according to the dosage and administration instructions on the

original container. A physician’s signature will be required as authorization IF medication is requested to be given in an alternate dosage.

It is the parent/guardian responsibility to: 1. Complete and sign the portion of the form below and return to the program staff. 2. Provide medication in an original container with visible label including the name of medication, date

of expiration, dosage instructions and participant’s name. 3. Participants must present program staff non-prescription medication, inhaler and/or EPI pen at the

beginning of the program. Two inhalers and/or EPI pens are recommended but not required. 4. Parent/guardian must pick up medication at the end of each week/program from program staff.

Medications not picked up at the end of 14 business days following the last day of participation in the program will be disposed of by program staff.

5. Recreation program employees will dispose of empty containers (unless otherwise instructed).

By completing the information below the Parks & Recreation staff is authorized to administer non-prescription medication(s) that are provided as indicated above.

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Permission Form for Participant Self Administration

Participant’s name: 1. Name of medication: Prescription Non-Prescription Dosage: ___________ Times: Reason for medication: Side effects: 2. Name of medication: Prescription Non-Prescription Dosage: ___________ Times: Reason for medication: Side effects: Parent/guardian signature: Date:

Medication Monitoring Form Program Name: _______________________

First name: _______________________ Last name: _______________________

Name of medication: _________________________________________ Prescription _____ Non-Prescription ____Dosage: ____________________________________________________Times: _________________________________

Program Dates (if applicable): _________________________________________

Monday Tuesday Wednesday Thursday Fridaydate: date: date: date: date:

date: date: date: date: date:

date: date: date: date: date:

date: date: date: date: date:

date: date: date: date: date:

date: date: date: date: date:

date: date: date: date: date:

date: date: date: date: date:

date: date: date: date: date:

Notes: _________________________________

Staff name / signature: ____________________________

Staff name / signature: ____________________________

*A notation should be written on EVERY day the participant is scheduled to attend. *When administering the medication, note the time and your initials. *If the participant is absent, please note ABS and your initials. *If participant arrives late/leaves early, affecting administration of meds, note: TOA(time of arrival) or TOD(time of departure), the time and your initials.

*When administration form is completed, any staff who initialed to administer the medication must print and sign their name above.

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Contact and Medication Disposal Form

Program name: Program end date:

Participant’s name: Guardian name:

Medication: Medication:

Medication: Medication:

Attempts to contact parent/legal guardian Contact info used: Phone 1) Phone 2)

Email: 1. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

2. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

3. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

4. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

5. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

6. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

7. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

8. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

9. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

10. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

11. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

12. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

13. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

14. Date ___________________ Method: □ Phone 1/2, □ Email, □ Both. Contact: Yes/No

Message: _____________________________________________

Putting It

Into Practice

You must train your staff!

-  Full-time staff versus Part-time staff -  First Aid/CPR certification

-  Medication versus emergency medication

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You should be prepared for your participants!

}  Know who is coming to your programs and what their medical needs are.

}  Be prepared to collect medication and know

who is bringing it.

You should know where you are going to keep medications!

-  Participants should not keep their own medications. -  It should be secure but accessible. -  It should be able to travel.

You should know who will be giving medication!

-  Who does it? -  What is the procedure? -  What is the documentation? -  “Ordinary” versus “Emergency”

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Participant

Illnesses and Contagious Conditions

Medical Emergency Action Plan

}  Used for rare medical conditions, or the more severe end of the spectrum of common conditions (such as diabetes).

}  Used to determine steps to be taken in the event participant has an episode related to their condition

Medical Emergency Action Plan Participant Name: Parent/Guardian Name(s): Address: Phone (primary): Phone (secondary): Participants Medical Condition (parent/guardian to complete):

Participant’s History with condition, including known triggers (parent/guardian to

complete):

Preventative steps (parent/guardian to complete): 1.

2.

3.

4.

5.

Any additional notes:

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Invasive Medications for Emergency Medical Situations

}  Insulin Pumps, Diastat – they are becoming more and more frequent

in our programs. }  Our policy is being developed as we

monitor the legal landscape of these situations – be aware!

Illness Policies – Why Are They Necessary?

}  Minimize risk of spreading contagious

conditions through your program.

}  Helps protect us from legal liability.

}  Keeps our programs healthier!

What you need to determine:

}  When should a participant be sent home?

}  How long should they remain home?

}  Will you require a doctor’s note to return?

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Any participant should remain home from all summer camps if they have had any of the following in the past twenty-four (24) hours: }  Fever (100 degrees or higher without fever reducing medication) }  Diarrhea }  Vomiting }  Sore throat }  Contagious conditions (i.e. undiagnosed rash, chicken pox, pink eye, ring

worm, lice, etc) }  Physical injury that does not allow the participant to fully and safely

participate in the camp program After 24 hours without symptoms, or if the participant has been seen by a doctor and is not contagious, they may return to camp. No refunds will be given for days missed due to illness or injury. If the participant demonstrates a contagious condition or physical injury while at camp, the parent/guardian will have one hour to pick up the participant from the camp location. If the participant becomes sick while at camp, he/she will be separated from the other participants and the parent/guardian is called to come and pick up them up within one hour. If you suspect that your child has a contagious condition that may be spread to others, please notify your camp director as soon as possible. Please do not bring participant to camp until the camp director has been contacted.

Chicken Pox Mumps

Whooping Cough Ringworm

Flu Strep Throat Scarlet Fever

Scabies Lice

Pink Eye Hand, Foot and Mouth Disease

E. Coli Infection Meningitis Measles

Hepatitis A Tuberculosis

Notification

When and how do you notify other parents/guardians when a contagious condition has

been introduced into your program?

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Dear Parent/Guardian:   A participant in our Summer Camp program has lice. Lice are tiny insects that live on people’s scalp and hair. They hatch from tiny eggs (nits) that are firmly attached to the hairs and look like oval grains of sand. Symptoms include the presence of lice and/or nits and frequent scratching of the head. They are a common, though bothersome, occurrence in child-based programs, and are not a sign of an unclean environment.   Lice are spread from person to person by close personal contact with an infected person or by sharing personal care items such as combs, hairbrushes, hats, clothing, towels or linens.   If you notice any of these signs of lice, please contact your health care provider. They will recommend an over-the-counter treatment. If your child is diagnosed with lice, please notify program staff. Your child must remain at home until s/he has completed treatment and all lice and nits have been removed.   If you have any questions, please contact us at (919) 996-6165. Thank you for your cooperation.   Sincerely, Raleigh Parks, Recreation and Cultural Resources Staff

Questions?

Kira Stewart, Special Projects Manager

919-996-4366

kira.stewart@raleighnc.gov