2.5 Explain how to store and administer medicines

This guide will help you answer 2.5 Explain how to store and administer medicines.

This guide covers ways to store and administer medicines for children and young people. It is about keeping medicines safe, ensuring they are given properly and protecting the health of the child. Good practice prevents harm, avoids mistakes and supports trust with families. Always follow your own organisational policies and procedures for medicines.

Medicines can be prescribed by a doctor or bought over the counter. Both must be stored and administered according to set procedures. Every organisation will have its own policies for medicines. As a worker, you must follow these policies exactly and keep accurate records.

Storing Medicines Safely

Medicines must be stored so that they are:

• Secure
• Kept at the correct temperature
• Away from children
• Protected from damage or contamination

Safe storage prevents misuse, protects the medicine from loss of effectiveness and ensures that only authorised people have access.

Security

Medicines should be kept in a locked cupboard, cabinet or refrigerator if needed. Only staff trained and authorised to handle medicines should have keys or access codes. A locked storage prevents children or unauthorised persons from reaching medicines.

Temperature Control

Some medicines need room temperature. Others must be refrigerated. Check the label or manufacturer’s instructions to know the correct storage condition. Medicines in a fridge must be in a separate secure area away from food. Temperature should be checked and recorded on a regular basis.

Protection from Light and Moisture

Some medicines can be damaged by light or moisture. Keep them in original packaging unless otherwise advised by a pharmacist. Ensure lids are tightly fastened and keep packaging intact.

Away from Children

Never leave medicines where children can reach them. This includes during administration. Always place medicines back into secure storage immediately after use.

Stock Control

Check medicine stocks regularly. Remove expired or damaged medicines. Do not use medicines past their expiry date. Keep a record of disposal. Disposal must follow safe practice such as returning to a pharmacy.

Recording Storage

Most organisations require records for:

• Where medicines are stored
• Which medicines are in stock
• Who has access to them
• Temperature readings for refrigerated medicines
• Checks on expiry dates and stock levels

This keeps clear accountability and prevents mistakes.

Administering Medicines

Administering medicines means giving them to the child in the correct way at the correct time. This must follow the care plan or parental instructions and the doctor’s prescription.

Key Principles

• Follow written instructions exactly.
• Give the medicine at the right time.
• Give the correct dose.
• Use the correct method (oral, topical, inhaled, etc.).
• Record what was given.
• Report any problems immediately.

Preparing to Give Medicines

Before giving medicines, check:

• The child’s name matches the prescription label.
• The medicine name and dose are correct.
• The expiry date is valid.
• The medicine is prepared as directed.
• You have the correct equipment (measuring spoon, syringe, dropper).

Wash your hands before handling medicines. This prevents contamination.

Methods of Administration

Different medicines are taken in different ways. Common methods include:

• Oral medicine: Tablets, syrup, or capsules taken by mouth.
• Topical medicine: Creams, ointments or lotions applied to the skin.
• Inhalers: For asthma or breathing difficulties.
• Eye drops or ear drops: Applied carefully following instructions.
• Injectable medicines: Only trained staff can give these.

Follow the instructions for the specific method. Do not mix medicines unless instructed by a medical professional.

Supervision and Observation

Stay with the child until you are certain the medicine has been taken. For tablets or liquids, watch as they swallow. For topical medicines, check that they are applied properly. Observe the child after giving medicine in case they show signs of reaction.

Recording Administration

Every dose given must be recorded immediately. Record:

• Name of the child
• Date and time
• Name of the medicine
• Dose given
• Method of administration
• Your name and signature

If the child refuses or vomits after taking medicine, record this and inform a manager or parent.

Consent and Authorisation

You must have written consent from the child’s parent or guardian. Consent should be specific, naming the medicine, and giving clear instructions on how and when it should be given.

For prescription medicines, a copy of the prescription should be kept on file. Without consent, you cannot give the medicine.

Handling Errors

If a mistake is made, act straight away.

Steps to take:

• Inform the appropriate senior staff member.
• Contact medical help if needed.
• Record the error in the appropriate log.
• Inform the parent or guardian.

Never try to hide mistakes. Transparency is important for safety.

Avoiding Cross-Contamination

Medicines must only be used for the named child. Do not share medicines or use one child’s medicine for another. Using the wrong medicine or dose can cause harm.

Keep equipment clean. Use measuring spoons or syringes provided for each medicine. Wash reusable equipment after each use.

Special Storage Needs

Some medicines may have special storage needs:

• Refrigeration at a constant temperature
• Protection from direct sunlight
• Moisture control
• Storage in original blister packs to preserve protection

Always check packaging and instructions. Medical staff or pharmacists can confirm if unsure.

Disposal of Medicines

Expired or unused medicines must be disposed of safely. Do not throw medicines in general waste or pour liquids down the drain unless permitted. Most policies require medicines be returned to a pharmacy for disposal.

Record:

• Name of medicine
• Quantity disposed
• Date
• Method of disposal
• Person responsible

Safe disposal prevents misuse and environmental harm.

Training Requirements

Staff handling medicines must be trained in:

• Safe storage procedures
• Correct administration methods
• Record keeping
• Recognition of adverse reactions
• Emergency procedures

Training should be kept up to date. Changes in policy must be communicated clearly.

Adverse Reactions

An adverse reaction is a harmful or unwanted effect from taking medicine. Reactions can happen suddenly or after repeated doses.

Signs to watch for:

• Rash
• Swelling
• Difficulty breathing
• Fever
• Vomiting
• Unusual behaviour or drowsiness

If a reaction is suspected, stop the medicine and seek medical help immediately. Report the reaction to the parent and record it.

Working with Parents and Guardians

Good communication with parents and guardians is important. They should know:

• How medicines are stored
• How medicines are given
• Who administers the medicine
• How records are kept
• What will be done if there are problems

Parents need to provide clear instructions and any updates if the medicine changes.

Policy Compliance

Always work according to your organisation’s policy. Policies cover:

• Security of storage
• Consent forms
• Administration procedures
• Record keeping formats
• Disposal methods
• Training schedules

Following policy protects both the child and the worker. Never take shortcuts.

Dealing with Self-Administration

Older children may be able to manage their own medicines. This must be risk assessed and agreed with parents. Support them by:

• Teaching correct use
• Checking they understand doses and timing
• Ensuring safe storage in their personal area

Records should still be kept showing what the child took and when.

Emergencies

Some medicines are for emergencies, such as adrenaline auto-injectors for severe allergic reactions. These must be stored for quick access but still secured from general reach.

Staff must know:

• Where emergency medicines are stored
• How to use them
• How to get medical help immediately

Practice drills can help staff respond quickly.

Legislative Background

In England, storing and giving medicines is guided by laws and regulations such as:

• Health and Safety at Work Act 1974
• Children Act 1989 and 2004
• Control of Substances Hazardous to Health Regulations (COSHH)
• Data Protection Act 2018 for handling related records

These laws aim to protect children’s health and safety and ensure proper handling of substances.

Final Thoughts

Safe storage and administration of medicines is an important part of caring for children and young people. Mistakes can cause harm, so every step must be followed exactly. Always work within policy, keep clear records and communicate well with other staff and parents.

Training and practice will make these tasks feel natural. The focus should always be on protecting the child’s wellbeing, keeping medicines safe and giving them correctly every time. By following good procedures, you protect health and build trust in your care.