Tips for Medication Administration for disability support workers

Client Medication Management Plan and Chart: A Guide for Disability Support Workers in Australia

As disability support workers, one of your key responsibilities is ensuring that medications are administered safely, accurately, and in accordance with prescribed guidelines. This comprehensive guide covers the essential steps and protocols for managing client medications, including preparation, administration, storage, and dealing with medication-related incidents.

Medication Management Plan & Chart

The Client Medication Chart is a vital document that must be updated regularly by the client’s GP or prescribing doctor. It outlines all prescribed medications, including dosages, timing, and any special instructions. The chart should always be consulted before administering any medication to ensure accuracy and safety.

Before Administering Medication

1. Wash Your Hands: Ensure you follow thorough hand hygiene to prevent the spread of germs.

2. Check the Webster Pack:

• Inspect the Webster pack for any damage, such as tears in the blister packs. If there is any damage, consult the pharmacy, family, or hospital for further instructions.
• Verify the medication in the Webster pack matches the Medication Management Plan, ensuring it is signed by the prescribing doctor.

3. Wear Gloves: Use gloves to handle medications to maintain hygiene and prevent contamination.

4. Prepare the Medication:

• Ensure you have a glass of water or another suitable drink for the client to take their medication with.
• If the Medication Management Plan specifies that tablets should be crushed, dissolved, or mixed with food, follow these instructions precisely.

5. Check the Medication:

• Visually count the number of tablets in the Webster pack and ensure it matches the prescribed dosage.
• Double-check the medication against the Medication Management Plan for accuracy.

6. Find a Quiet, Safe Area: Ensure the client takes their medication in a calm, distraction-free environment to avoid interruptions.

During Medication Administration

1. Prepare the Medication:

• Pour the prescribed tablets into a small medicine cup and count them to ensure accuracy.

2. Administer the Medication:

• Hand the medication to the client and ensure they take it as prescribed. If the client is unable to take the medication independently, assist as needed.

3. Ensure Medication is Taken:

• Watch the client closely to ensure they have swallowed the medication. Do not allow them to walk off with the medication or hide it.

After Medication Administration

1. Complete Documentation:

• Record the administration details, including the time and any relevant notes, on the medication administration chart.
• Initial and timestamp the entry.

2. Return the Webster Pack to a Secure Location: Always ensure that medications are stored safely to prevent access by unauthorized individuals.

3. Dispose of Gloves Properly: Remove and dispose of gloves in a waste bin to maintain hygiene standards.

Handling Damaged Webster Packs

If the Webster pack is torn or damaged, do not administer the medication. Follow these steps:

1. Contact the person responsible for the client’s care (e.g., family, group home) for guidance.

2. Call the Poisons Information Hotline (13 11 26) for advice.

3. Complete an Incident Report and inform the Team Leader, Family, or Pharmacy.

Medications in the Community

When taking medications outside of the home, ensure they are securely stored and transported:

• Place the medications in a cooler/insulated bag with a combination lock to maintain temperature and safety.
• Keep the bag in the front of the vehicle during transport for easy access in case of an emergency.

It is also recommended that support workers carry a copy of the Client’s Profile, Medication Management Plan, Medication Chart, Medicare Number, and Pension Number for emergency purposes.

Storing Medications Safely

Medications requiring cooler temperatures should be stored in a locked refrigerator separate from food items. For example:

• Insulin pens and Epi-pens should be stored according to the manufacturer’s guidelines, typically in a sealed container.

Ensure the medication storage area is secure, clean, and regularly monitored for proper temperature control.

Administering Medication: The SAFE Principle

Always follow the SAFE Principle when administering medication:

• S – Stop and Focus: Ensure you are focused and free from distractions.
• A – Arrange the Medication: Prepare the medication correctly.
• F – First in Line: Double-check that the medication is correct and ready to be administered.
• E – Ensure the Medication is Taken: Confirm the client has swallowed the medication and escalate if there is any uncertainty.

Medication Incidents

In the event of a medication incident, such as a missed dose or adverse reaction, follow the appropriate steps to ensure the client’s safety:

1. If a dose is missed, contact the Poisons Information Hotline (13 11 26) outside business hours.
2. Report the missed dose immediately as an Incident to the Team Leader, Manager, or Family.
3. Document all incidents in the Medication Management Plan and Chart.

PRN Medication

PRN (Pro Re Nata) medication is prescribed for use as needed, typically in emergency situations. Ensure the following:

• PRN Protocol: Every PRN medication must have a PRN Protocol that outlines when and how to administer the medication.
• If no protocol exists, do not administer the PRN medication.

In an emergency, staff must:

• Administer the PRN medication according to the PRN Protocol.
• Complete an Incident Report.
• Contact the Senior Manager for approval if sedatives, psychotropic medications, or Schedule 8 pain medications are being considered for use, as these are typically reserved for extreme cases.

Disposing of Medication

Regularly review the client’s medication stock to identify expired or unused medications. Follow these guidelines:

• Conduct a monthly medication check.
• Return expired or unused medications to the pharmacy for proper disposal.

Medication Discrepancies & Errors

If a medication error occurs, complete an Incident Report. Common errors include:

• Adverse reactions.
• Missed medication.
• Wrong dose.
• Wrong client.
• Wrong time.
• Wrong route.
• Out-of-date medication.
• Medication refusal.

Medication Found Loose on Site

If you find medication that is not stored properly or is out of place, report it immediately. Common situations include:

• Medication outside of the prescribed protocols.
• Medication spat out or vomited within 30 minutes.
• Melted or spoiled medication.

All discrepancies must be reported, documented, and flagged in red in the client’s Medication Management Plan and Chart.

Adverse Reactions

If a client experiences an adverse reaction to medication, the response should be swift:

1. Call an ambulance if the reaction is severe.
2. Contact the Poisons Information Hotline (13 11 26) for advice.
3. Inform Management and the Client’s Family.
4. Complete an Incident Report to document the reaction and follow-up actions.

Tips for success: Administering medication is a serious responsibility that requires attention to detail and a commitment to ensuring the safety and wellbeing of the client. By following the outlined protocols and being prepared for any incidents, disability support workers can help ensure that medications are administered safely and effectively. Continuous training, adherence to medication management plans, and timely documentation are essential to delivering the highest quality of care.



For more information on medication training and guidelines, disability support workers are encouraged to participate in disability medication training programs. Chosen Family will gladly help and assist you.