Medical Conditions Communication Plan and Risk Minimisation Plan

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Medical Management Plans are not usually a problem because they are provided by the doctor. However, services often have trouble with the Medical Communication Plan and the Medical Risk Minimisation Plan.

Let us teach you how to read the Regs and discover all the little hidden parts that can sometimes catch us out. When you’re confident, you can then teach your staff and educators.

First step is to go through the relevant section of the Regs and find the subject or main idea of each section.

Second step is to find all the verbs (action, doing words).

Third step is to decide if there’s a better verb to help you understand what’s required.

Fourth step is to identify who is doing what.

For example:

Division 3 of the Regs headed Medical Conditions Policy

90 Medical conditions policy

(1) The medical conditions policy of the education and care service must set out practices in relation to the following—

Subject/main idea: medical conditions policy

 

Verbs: set out practices

 

Better verbs: a written description of practices

Who needs to do what? Nominated Supervisor must ensure this policy is written

Work together in teams of two and identify the subject, verb, a better verb if needed and who needs to do what.

90 Medical conditions policy

(1) The medical conditions policy of the education and care service must set out practices in relation to the following—

(a) the management of medical conditions, including asthma, diabetes or a diagnosis that a child is at risk of anaphylaxis;

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(b) informing the nominated supervisor and staff members of, and volunteers at, the service of practices in relation to managing those medical conditions;

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(c) the requirements arising if a child enrolled at the education and care service has a specific health care need, allergy or relevant medical condition, including—

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(i) requiring a parent of the child to provide a medical management plan for the child; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(ii) requiring the medical management plan to be followed in the event of an incident relating to the child’s specific health care need, allergy or relevant medical condition; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(iii) requiring the development of a risk-minimisation plan in consultation with the parents of a child—

 

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(A) to ensure that the risks relating to the child’s specific health care need, allergy or relevant medical condition are assessed and minimised; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(B) if relevant, to ensure that practices and procedures in relation to the safe handling, preparation, consumption and service of food

are developed and implemented; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(C) if relevant, to ensure that practices and procedures to ensure that the parents are notified of any known allergens that pose a risk to a child and strategies for minimising the risk are developed and

implemented; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(D) to ensure that practices and procedures ensuring that all staff members and volunteers can identify the child, the child’s medical management plan and the location of the child’s medication are developed and implemented; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(E) if relevant, to ensure that practices and procedures ensuring that the child does not attend the service without medication prescribed by the child’s medical practitioner in relation to the child’s specific health care need, allergy or relevant medical condition are developed and implemented; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(iv) requiring the development of a communications plan to ensure that—

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(A) relevant staff members and volunteers are informed about the medical conditions policy and the medical management plan and risk minimisation plan for the child; and

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(B) a child’s parent can communicate any changes to the medical management plan and risk minimisation plan for the child, setting out how that communication can occur.

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(2) The medical conditions policy of the education and care service must set out practices in relation to self-administration of medication by children over preschool age if the service permits that self-administration.

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

(3) In sub-regulation (2), the practices must include any practices relating to recording in the medication record for a child of notifications from the child that medication has been self-administered.

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

91 Medical conditions policy to be provided to parents

The approved provider of an education and care service must ensure that a copy of the medical conditions policy document is provided to the parent of a child enrolled at an education and care service if the provider is aware that the child has a specific

health care need, allergy or other relevant medical condition.

Subject/main idea:

Verbs:

Better verbs:

Who needs to do what?

Note. You can use this technique for any of the Regulations.

You know, but do all staff and educators know?

Case Study – Nominated Supervisors teach staff and educators about the requirements for Medical Conditions.

 

Mel the Nominated Supervisor used the above section to learn more about the Regulations so she could confidently teach her staff and educators.

Below is the plan and method Mel used to teach Helen the admin person, then her Room Leaders. The Room Leaders then taught their educators and together as a room they checked all children’s files to ensure they complied with the Regulations, and their practice complied with the Regulations.

 

Lesson Topic Medical Conditions Policy & Regulation requirements
Resources Education and Care Services National Regulations

Reg 90 broken down into sections for comment.

Location in book Regulation No: 90 & 91 – Pg 58, 59
Room Nominated Supervisor’s Office
Age of the staff 22 yrs to 51 yrs
Aim of the lesson

 

To teach Helen and Room Leaders what’s in the Education and Care Services National Regulations, so they have a better understanding of how the Medication Policy, Management Plan, Communication Plan and Risk Plan requirements come from the Regs and how we must maintain compliance with the Regs.

To ensure that the enrolment process is completed effectively, and medical, communication and risk plans are kept current.

To ensure the health, safety and wellbeing of all children at the centre.

Material Required to conduct the lesson Medical Conditions Policy

Medical Management Plan

Medical Management Communication Plan

Medical Risk Minimisation Plan

Children’s files

(templates and/or correctly completed plans)

How many people in each lesson session? 1 Helen administrator

6 Room Leaders

Location of the lesson and furniture required Office – n/a

Staff room for Room Leaders’ meetings

Steps to run the lesson

 

1.       Provide Helen/Room Leaders with a copy of the Regulations

2.       Talk through the Regulation with Helen/Room Leaders

3.       Provide Helen/Room Leaders with a copy of the Medical Conditions Policy

4.       Ask them to read and review the Medical Conditions Policy

5.       Ask them questions to see what they know and understand about the Medical Conditions Policy

6.       Provide Helen/Room Leaders with copies of Medical Management Plan, Risk Minimisation Plan and Communication Plan to review

7.       Work with Helen/Room Leaders to complete a Medical Management Plan, Risk Minimisation Plan and Communication Plan so they become familiar with the process

8.       Check children’s files to ensure all are up to date (Room Leaders/educators and Helen)

9.       Coach Room Leaders to teach their educators

Evaluate lesson

1.       What worked well?

2.       What would you change?

3.       Do you think the aim of the lesson was achieved?

4.       How could you extend this lesson?

 

 

Below is an example of Centre Support’s

Medical Conditions Communication Plan

Red type depends on service practices.

 

Child’s Name:

Specific health care need, allergy or diagnosed medical condition:

 

Educators:

  • may enquire about the child’s health to check if there have been any changes in their condition or treatment
  • advise parents if child’s medication needs to be replenished
  • will talk to you about updating your child’s medical management plan if they believe this may be necessary

The Nominated Supervisor will:

  • advise all new educators, staff, volunteers and students about the location of the child’s medical management plan, risk minimisation plan and medication as part of their induction
  • review the child’s medical management plan, risk minimisation plan and medication regularly at staff meetings, and seek feedback from educators about any issues or concerns they may have in relation to the child’s health needs or medical condition
  • regularly remind parents of children with health care needs, allergies or diagnosed medical conditions to update their child’s medical management plan, risk minimisation information and medication information through newsletters and information on parent noticeboards
  • update a child’s enrolment and medical information as soon as parents provide new documentation (eg medical plans)
  • share information about the child’s updated health and medical needs with relevant educators, staff and volunteers

 

Parents will:

  • verbally advise the Nominated Supervisor of changes in the medical management plan or medication as soon as possible after the change, and immediately provide an updated medical management plan, medication and medication authorisation (if relevant)
  • provide an updated medical management plan annually, whenever it is updated or prior to expiry
  • provide details annually in enrolment documentation of any medical condition
  • ensure the service has adequate supplies of the child’s medication.

A copy of the Medical Conditions Policy is attached.

A record of communication about your child’s medical needs will be maintained.

I/we agree to these communication arrangements.

Parent/s signature:

Parent/s name:

Date:

Nominated Supervisor signature:

Nominated Supervisor name:

Date:

Educator signature:

Educator name:

Date:

 

 

Below is an example of Centre Support’s

Medical Conditions Risk Minimisation Plan

Red type depends on child’s medical needs.

 

Child’s Name:

Specific health care need, allergy or diagnosed medical condition:

 

Medical risks at the service and how these are minimised

  • Anaphylaxis, asthma and first aid trained educators are on the premises at all times.
  • The medical management plan, risk minimisation plan and medication are accessible to all educators. Explain where they are kept eg a copy of the medical management and risk minimisation plans will be displayed in the kitchen and stored with the child’s medication, the First Aid Kit and in our emergency evacuation bags.

eg The service will display the child’s picture, first name, medication held and location, and brief description of allergy/condition on a poster in all children’s rooms and prominent places to alert all staff, volunteers and students. It is necessary to get parents approval for this or the information must be displayed so it is not visible to other families and visitors to protect the child’s privacy.

  • The child’s medication is stored < insert location >  and the child’s Epipen/asthma medication is accessible in the environment where educators are supervising the child.
  • Children cannot attend the service without their prescribed medication.
  • Service Epipen and emergency asthma kit is stored in medication cabinet.
  • The child’s medication will be checked to ensure it is current and has not expired.
  • There is a notification of child at risk of anaphylaxis displayed in the front foyer with other prescribed information.
  • The Nominated Supervisor will identify all children with specific health care needs, allergies or diagnosed medical conditions to all new educators, staff, volunteers and students, and ensure they know the location of the child’s medical management plan, risk minimisation plan and medication. Educators will acknowledge this in writing
  • Parents are required to authorise administration of medication on medication record, and educators will complete administration of medication record whenever medication is provided.
  • The Nominated Supervisor will notify the parents of any allergens that pose a risk to the child.

 

The triggers for the child’s health care need, allergy or medical condition are:

List triggers using medical management plan and information from parents

eg eating certain foods

Using products containing certain foods, chemicals or other substances

Temperature

Dust

physical activity

Laughing

Exposure to certain animals or plants

Mould/pollen

Missed meals

Too much insulin (diabetes)

 

What educators, staff and volunteers will do to minimise effect of triggers:

This must be written in response to known allergens or child’s health care needs.

  • eg Centre will be cleaned daily to reduce allergens.
  • Centre will use damp cloths to dust so it’s not spread into the atmosphere.
  • Child will be supervised to prevent movements from hot or warm environments to cold environments.
  • Child will not feed pet chickens.

Service may have a separate section for kitchen staff if child has an allergy to a food.

 

Food handling, preparation, consumption and service

eg Educators to clean tables and floors of any dropped food as soon as practical

Child will be supervised at all times vigilantly while other children are eating and drinking.

The child will only eat food prepared and bought to the service by the parents.

The child’s food items will be labelled clearly. Educators may refuse to give the child unlabelled food.

Child to be seated a safe distance from other children when eating and drinking with an educator positioned closely to reduce the risk of the child ingesting other children’s food or drinks.

Child will use different coloured crockery and utensils.

Child will have food prepared in own cookware.

Cooking activities will be assessed for ingredients and risk to child.

 

I/we agree to these arrangements, including the display of our child’s picture, first name, medication held and location, and copies of our child’s medical management and risk minimisation plans in all children’s rooms and prominent places to alert all staff, volunteers and students.

Parent/s signature:

Parent/s name:

Date:

Nominated Supervisor signature:

Nominated Supervisor name:

Date:

Educator signature:

Educator name:

Date:

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