5.3 Explain record keeping and reporting procedures when responding to illnesses and allergies in a playwork setting

This guide will help you answer 5.3 Explain record keeping and reporting procedures when responding to illnesses and allergies in a playwork setting.

In playwork settings, responding to illnesses and allergies requires efficient and accurate record keeping and clear reporting. This ensures that children receive the right care and that staff, parents, and relevant professionals are kept informed. Medical incidents can cause distress and can escalate quickly, so accurate records help protect both the child’s wellbeing and the reputation and safety standards of the organisation.

Effective recording and reporting is a legal requirement under various laws and guidance, including the Early Years Foundation Stage (EYFS) statutory framework, the Health and Safety at Work Act 1974, the Children Act 1989, and the Data Protection Act 2018. It also supports safeguarding duties.

Purpose of Record Keeping

The goal of record keeping when responding to illnesses and allergies is to have a clear, factual account of what happened, what action was taken, and the outcome. Accurate records:

• Help ensure the right follow-up care
• Provide evidence for safeguarding or legal purposes
• Allow other staff to be aware of a child’s needs
• Support communication with parents and carers
• Assist in identifying health trends or recurring issues

For allergies, records give critical information for prevention and enable rapid response if a reaction occurs.

Information that Must be Recorded

When a child becomes ill or suffers an allergic reaction, the following details should be recorded:

• Child’s full name and age
• Date and time of the incident
• Detailed description of the symptoms or reaction
• Action taken at the scene
• Who administered first aid or medication
• Details of any medication given, including dosage and time
• That emergency services were contacted, if relevant
• Whether the child was sent home or hospitalised
• Names of staff involved
• Who was informed (parent, carer, manager)
• Any follow-up recommendations

Records should be factual, avoiding opinions or assumptions, and should reflect exactly what happened.

Recording on Accident and Incident Forms

Most organisations use standard accident or incident forms. These are often paper-based or stored in secure online systems. The forms are usually structured with set fields to make sure all necessary details are captured.

Key points when completing forms:

• Write clearly and in block letters if using paper forms
• Use a pen with permanent ink
• Sign and date the record
• Avoid leaving blank sections
• If unsure of a detail, state it clearly and note that verification is needed

Forms are stored safely and only accessed by authorised staff.

Allergy Action Plans

An allergy action plan is a document prepared in advance for children diagnosed with allergies. It lists triggers, symptoms, and instructions for treating an allergic reaction. This plan is kept with the child’s records and is updated when medical advice changes.

When responding to an incident involving allergies, the worker should:

• Follow the child’s action plan exactly
• Record that the plan was followed
• Note any departure from the plan and the reason
• Inform parents or carers as soon as possible

Legal and Regulatory Requirements

In the UK, playwork settings have to meet multiple legal requirements for recording health incidents:

• RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) applies if a child’s illness relates to occupational exposure or leads to hospitalisation
• EYFS requires safeguarding and welfare records to be kept and stored for a set period
• The Data Protection Act 2018 demands that personal data be stored securely and only shared appropriately

These rules mean that playworkers must learn and follow their organisation’s policy for health incident reporting.

Confidentiality in Health Records

Confidentiality protects a child’s privacy. In practice this means:

• Only authorised staff can read incident records
• Parents or carers have access to records relating to their child
• Paper records are kept in locked cabinets
• Digital records are password-protected
• Data is not shared without consent unless required by law

Breaching confidentiality can harm trust and may be a criminal offence.

Reporting Procedures

Reporting means telling the right people what happened in the right order. This might include:

• Informing the setting manager or supervisor immediately
• Contacting the child’s parent or carer quickly
• In serious incidents, calling emergency services
• Reporting the incident to regulatory bodies when required

Communication must be clear, concise, and factual. Where possible, use the organisation’s preferred method such as phone calls followed by written confirmation.

Internal Communication

When a health incident occurs, internal communication ensures other staff are aware of:

• Any changes needed to care plans
• Risk factors to watch for with the child’s health
• Any environmental adjustments to prevent future incidents

For allergic reactions, this may mean reviewing snack and meal procedures or checking play resources for allergen exposure.

External Reporting

Some circumstances require communication with persons outside the setting, such as:

• Local authority safeguarding teams
• Ofsted, in the case of serious injury, illness, or death
• The Health and Safety Executive via RIDDOR
• Social workers if the incident links to wider child protection concerns

These reports follow strict timelines and formats. Not reporting can result in enforcement action against the setting.

Consent for Medical Treatment

Parents or carers generally sign consent forms on registration, allowing certain actions to be taken in emergencies. The incident record should note that consent is held and reference the signed form. If consent is not given, the record must show that this was respected and that emergency services were contacted for guidance.

Staff Responsibilities

Every worker in a playwork setting must know:

• How to recognise symptoms of illness and allergic reaction
• How to access and complete incident forms
• Who to tell about an incident
• Where to store completed records

Managers have the responsibility to check records for completeness and accuracy and to make sure follow-up actions are taken.

Using Templates and Digital Systems

Many organisations use templates to make sure no details are missed. Digital recording systems can improve legibility and speed of communication. Recording digitally often allows instant sharing with managers or parents, but security settings must be strong to prevent data breaches.

Monitoring and Evaluating Records

Keeping up-to-date and accurate records lets managers spot patterns. For instance:

• A child may report repeated stomach aches after eating a certain snack
• Several children might develop rashes after using a new craft material

Spotting these trends lets the setting adjust activities and menus to reduce future risk.

Record Retention

Health and incident records must be kept for the required retention period. This is usually at least until the child leaves the setting, and in many cases several years after. The retention period depends on current legal guidance and insurance requirements.

Records should be archived securely once no longer in active use. If destroyed, this should be done in a way that fully removes personal data, such as shredding paper or wiping hard drives.

Training and Awareness

Staff must receive training on:

• Recognising symptoms of illness and allergic reaction
• Using first aid equipment
• Following action plans for allergies
• Completing incident forms
• Storing records securely

Refresher training should be provided regularly. New staff should have training as part of their induction.

Co-operation with Parents and Carers

Parents and carers are partners in managing allergies and other health issues. Good practice includes:

• Sharing a copy of the incident record with them promptly
• Reviewing allergy action plans together
• Keeping them informed of any environmental changes in the setting
• Encouraging them to update medical information regularly

Special Considerations

Different issues can affect record keeping in relation to health incidents:

• Language differences may require use of translation services for clear communication
• Medical jargon should be avoided in records unless explained
• Cultural attitudes towards health care should be respected, but legal safeguarding duties still apply

Final Thoughts

Record keeping and reporting procedures for illnesses and allergies are about more than ticking boxes. They form part of safeguarding practice and directly protect the wellbeing of children. If records are detailed, factual, and communicated properly, staff can react confidently and reduce risks in the future.

In your role as a playworker, take every incident seriously, no matter how minor it appears. Each entry builds a picture that can improve care and prevent harm. By writing clear records, storing them safely, and reporting through the correct channels, you help create a safe and supportive environment for every child.