Medication

The guardian's signature first, then adding the medication and logging each dose against it, so the record stands up to a licensing review.

For directors, assistant directors and teachers

Authorization comes first

No dose without the parent's written authorization, and RoundUp now holds it. Add the medication first, then take the guardian's signature against it — the record then names the medication, the dose, the schedule, the dates it covers and who signed, which is what a licensing review asks for.

Two ways to take it, and RoundUp records which one you used:

• The guardian signs in their own app. They open the medication under Health → Medications, tap Authorize, type their full legal name and sign. Recorded against their own account.
• You capture it on a center device. Tap Capture parent authorization, hand the guardian the device, and they type their name and sign. Recorded as signed in person, with you as the witness.

A signature is required either way — a typed name on its own won't save. So is the right person: the app records who was holding the device, so a staff capture is never filed as the parent having signed in their own app.

In person matters. A verbal agreement at the door, however sincere, is not an authorization, and it is precisely the thing that turns a routine dose into an incident.

Until it's signed, the medication shows Needs auth and staff see Awaiting parent authorization before doses can be logged. with no Log dose button — on Health and on Care → Medication alike. That is a stop, not a warning.

Adding a medication

Open More → Health → Medications and tap Add a medication, or the medication button at the top of Health. Choose the Child and enter the Medication name, Dosage, Schedule and Notes, then set Expires to the day the course or the authorization ends. Adding a medication is for directors, assistant directors and admins — teachers don't see the button.

Expires is load-bearing, not a note. From the day after it, the authorization has run out: the medication shows Expired and nobody can log a dose against it until a guardian signs again. Set it to the last day the course actually covers — a course of antibiotics that finished in March should not still be dosable in June.

Mark inactive stops doses too, and is the right move for a medication a child no longer takes at all. It doesn't erase the signature on file: reactivate it while the dates still hold and staff can dose it again without asking the family to sign twice.

Logging a dose

Tap Log dose on the medication in Health → Medications at the time you give it. Enter the Dosage given and the Time administered (HH:MM), add any notes, and tap Log. Log it as you do it, not at the end of the day: this is the record that answers "did she get her 2pm?" and a reconstruction is not an answer.

The Administration log underneath shows today's doses — the medication, the child, the dose, who gave it and when. Each dose records the authorization that covered it, read from the signed record rather than retyped, so the log and the authorization can't drift apart.

If a dose is ever logged without a current authorization — from a device that had been offline, say — it is recorded as given without one, and every director and assistant director is notified. Nothing is quietly dropped: an unauthorized dose is a finding to deal with, not a record to lose.

Rules worth holding

• Medication arrives in its original labelled container, with the child's name on it.
• The label, the signed authorization and the log should agree. If they don't, stop and sort it out before giving anything.
• Take a new signature when a course is renewed. Pushing the expiry date out on its own backdates a consent nobody gave.
• One person gives, and that same person logs. Splitting those two steps is how double doses happen.

Allergies and emergency medication

Allergies belong on the child's record where teachers see them without having to look. Emergency medication — an EpiPen or inhaler — should be noted with where it's kept, because in the moment it's needed, nobody has time to search.

See Enroll a child for allergy notes, and keep each child's signed allergy action plan under Documents → Children → Allergy Action Plans — see Document expirations.

More: All director guides