1.2 Outline the organisational policies for the management and administration of medication

This guide will help you answer 1.2 Outline the organisational policies for the management and administration of medication.

Every health and social care setting must have clear policies for medication management and administration. These policies guide staff to handle medicines safely and legally. Good policy reduces harm and helps meet the needs of people receiving care.

Medication management covers storing, ordering, administering, recording, and disposing of medicines. Policies reflect laws, regulations and best practice standards. They must follow the requirements of the Care Quality Commission (CQC), the Medicines Act 1968 and the Misuse of Drugs Act 1971.

A well-written policy protects people using the service, staff, and the organisation itself. Staff must know the policies and follow them in every situation.

Goals of Medication Policy

Organisational policies have clear aims. They help to:

• Promote safe and accurate administration of medicine
• Prevent medication errors
• Support individuals to have their medication as prescribed
• Protect staff and individuals from harm
• Fulfil legal duties and inspection standards

Clarity in policy means everyone knows their roles and responsibilities. The focus is always on the best interests and safety of the person receiving care.

Key Areas of Medication Policies

Policies split medication management into several parts. Each section details actions that staff must take.

Ordering and Receiving Medication

Medicine must be ordered and received correctly:

• Orders for medicines are checked against prescription charts
• Only trained and authorised staff can order medicines
• Deliveries are logged upon arrival
• Staff check the quantity received matches the order
• Errors, shortages or damages are reported immediately
• Medicines are stored straight away, following strict conditions

This helps stop mistakes at the first stage and makes sure no unauthorised medicines enter the service.

Safe Storage of Medication

Medicines must be stored safely to keep them effective and prevent misuse:

• Store in locked cupboards, trolleys, or fridges
• Store at the correct temperature
• Separate medicines for each person
• Monitor storage areas and log fridge temperatures daily
• Restrict access to staff with the right training
• Controlled drugs need extra control, often under double lock

Safe storage lessens the risk of loss, spoilage, theft, or accidental ingestion.

Administration of Medication

Administering means giving medicines to individuals. Organisational policy states:

• Only staff with the right training and competency can give medicine
• Staff check the prescription and the identity of the person
• Staff follow the ‘five rights’: right person, right medicine, right dose, right time, right route
• Explain to the individual what the medicine is for
• Gain consent before giving medications
• Keep records immediately after administration
• Never administer medicines prepared by others unless checked

Some individuals manage all or part of their own medication. Support aims to keep them as independent as possible, while keeping risk low.

Supporting Self-Administration

Where people can safely take their own medicine, policy supports independence:

• Assess capacity and understanding
• Store medicines safely with support
• Give prompts or reminders as needed
• Record every time the person receives their medicine
• Regularly review independence and support needs

If problems occur, safely step in to support or return to staff-led administration.

Record Keeping

Accurate records are a must. Policies usually require:

• Recording every medicine administered, including any refused or missed doses
• MAR (Medication Administration Record) charts completed at the time
• Recording reasons for any errors or omissions
• Signing records with the staff member’s full name and signature
• Keeping records secure for the required time
• Reporting concerns to senior staff or management

Accurate records help with audits and investigations and assist with continuity of care.

Managing Errors and Incidents

No system is perfect. Policies clearly explain what to do if something goes wrong:

• Act quickly to reduce harm
• Tell the individual and get medical advice if needed
• Report all errors or near-misses to a manager straight away
• Complete an incident form
• Investigate and change practice to stop it happening again
• Inform the family or guardian if appropriate

Learning from errors helps make the system safer for everyone.

Disposal of Medication

All medicines have an expiry date or may be unused. Disposal of medicines must follow policy:

• Return unwanted or expired medicines to a pharmacy
• Never throw medicines into household waste or down the sink
• Record all disposals, including date, amount and reason
• Two staff members should check and witness the disposal when required
• Special procedures for controlled drugs, involving two authorised staff and a record in the controlled drug register

Proper disposal prevents harm to others and to the environment.

Consent and Capacity

People have a right to make choices about their medication. Policy addresses:

• Always seek consent before any administration
• Assess if the person has the mental capacity to consent
• If they cannot, follow the Mental Capacity Act 2005
• Make decisions in the person’s best interests if they lack capacity
• Keep detailed records of these decisions

Respect for choice and rights sits at the heart of health and social care.

Training and Supervision

Staff administering medicines must be properly prepared:

• All staff complete medication training before handling medicines
• Training covers legislation, policy, safe handling, and practical skills
• Competency is checked and reviewed regularly
• Staff receive supervision and refresher sessions periodically
• Mistakes or concerns may trigger retraining

Safe practice depends on competent, confident staff.

Responding to Changes in Medication

People’s needs often change:

• Policy sets a process for changing or stopping medicines
• Only recognised prescribers can authorise a change
• Staff carefully check any new prescription
• Old medication is removed and returned as instructed
• Records are updated without delay

This keeps medicine use up to date and avoids confusion.

Working with Other Professionals

Medication management is a team effort:

• Policy encourages good communication with doctors, pharmacists, district nurses
• Staff know when and how to seek help from professionals
• All advice and changes are recorded
• Referrals or concerns are made quickly

Collaboration improves safety and outcomes for the person receiving care.

Legal and Regulatory Compliance

Every policy must fit with laws and official guidelines. Key documents that apply:

• Care Quality Commission – Standards for care providers
• Medicines Act 1968 – Controls supply and administration
• Misuse of Drugs Act 1971 – Special rules for controlled drugs
• Health and Social Care Act 2008
• Nursing and Midwifery Council (NMC) guidelines
• National Institute for Health and Care Excellence (NICE) best practice

Policies keep the organisation safe from legal problems and keep public trust in the service.

Audits and Reviews

Good services check their medication systems often:

• Internal audits look for missed doses, errors, or out of date records
• External inspections may check records, speak to staff, and review incidents
• Action plans address any issues found
• All policies are updated as laws and guidance change

Continuous review helps keep people safe.

Safeguarding and Medication

There is sometimes a risk that medication is used in an unsafe or abusive way. Policies guide staff to:

• Watch out for unusual patterns (e.g., missed doses, overmedication)
• Record and report concerns about neglect or harm
• Work with safeguarding leads if they suspect abuse
• Protect the rights and wishes of those they support

Staff must raise the alarm if anyone is put in danger through their medication.

Policy in Everyday Practice

Medication policy is not just paperwork. It is a set of agreed rules that:

• Keeps everyone safe
• Provides clear guidance for staff
• Supports legal and regulatory compliance
• Makes sure individuals get the right medicines at the right time

Every staff member must know the policy and use it every time they deal with medicines. This gives people the best care and protects everyone from harm.

Following the organisational policy is not optional. It is expected, and it is the mark of a good health and social care worker. Always ask a manager or senior staff member if unsure about any part of medication management.

Regular updates and training help maintain high standards and build skills and confidence in safe administration.

Final Thoughts

Medication management and administration policies form a cornerstone of safe care. By following organisational policies, staff meet legal duties, reduce errors, support independence, and protect everyone involved.

Always stay up to date with the policy. React quickly to changes or concerns. Ask for help or more training if needed.

Your actions make a direct difference to the health, safety, and dignity of those receiving care. Following policy is the professional way to support them at every stage.