Medication Administration Record

About the Medication Administration Record

A digital medication administration record designed to comply with Regulations 92 and 93 of the Education and Care Services National Regulations. This form captures medication details, expiry date, session type, dosage administered, method, time, and witness verification. The multi-step signing workflow ensures responsible person review and parent acknowledgement with previous administration details.

Also called

Medication record
Medication log
Medication administration record

What's on this form

Every question included in the medication administration record. Add, remove or reword any of them in the form builder.

Step 1 — Completed first

Filled in by the educator or responsible person

Child
Child details
Medication Details
Child's Name Present On Medication?
Yes / No
Name of Medication
Short answer
Expiry Date of Medication
Date
Who previously administered the medication?
Short answer
Administration Details
Session Type
- Before School Care
- After School Care
- Vacation Care
Choose one
Date Of Administration
Date
Time of Administration
Time
Dosage Administered
Short answer
Method of Administration
Short answer
Person who witnessed administration and checked dosage was correct
Educator signature
Person Completing Form
Educator signature

Step 2 — Responsible Person

Completed by a staff member at the service

Responsible Person Details
Educator signature

Step 3 — Parent / Guardian

Sent to the parent or guardian to sign

Previous Administration
Date of Previous Administration
Date
Time Of Previous Administration
Time
Parent/Guardian Signature
Signature

How this form gets signed

This template runs as a multi-step signing workflow. Each person is notified in turn, and every signature is timestamped and stored against the record.

1
Responsible Person
Signs inside the service, using a staff PIN
2
Parent/Guardian
Signs externally — receives a secure link by email, no account needed

Australian regulations this form supports

The medication administration record is built around the Education and Care Services National Regulations. These are the regulations it helps you meet.

Reg 92

Medication record

A medication record must include the child's name, authorisation, medication name, dosage, time administered, and signature of the person who administered it.

Read the full text of Reg 92

(1) The approved provider of an education and care service must ensure that a medication record is kept that includes the details set out in subregulation (3) for each child to whom medication is or is to be administered by the service. (2) A family day care educator must keep a medication record that includes the details set out in subregulation (3) for each child being educated and cared for by the educator as part of a family day care service to whom medication is or is to be administered. (3) The details to be recorded are— (a) the name of the child; (b) the authorisation to administer medication (including, if applicable, self-administration), signed by a parent or a person named in the child's enrolment record as authorised to consent to administration of medication; (c) the name of the medication to be administered; (d) the time and date the medication was last administered; (e) the time and date, or the circumstances under which, the medication should be next administered; (f) the dosage of the medication to be administered; (g) the manner in which the medication is to be administered; (h) if the medication is administered to the child— (i) the dosage that was administered; and (ii) the manner in which the medication was administered; and (iii) the time and date the medication was administered; and (iv) the name and signature of the person who administered the medication; and (v) if another person is required under regulation 95 to check the dosage and administration, the name and signature of that person.

Reg 93

Administration of medication

Medication must not be administered unless authorised and administered in accordance with regulations. Written notice must be given to parents.

Read the full text of Reg 93

(1) The approved provider of an education and care service must ensure that medication is not administered to a child being educated and cared for by the service unless— (a) that administration is authorised; and (b) the medication is administered in accordance with regulation 95 or 96. (2) The approved provider of an education and care service must ensure that written notice is given to a parent or other family member of a child as soon as practicable, if medication is administered to the child under an authorisation referred to in subregulation (5)(b). (3) A nominated supervisor of an education and care service must ensure that medication is not administered to a child being educated and cared for by the service unless— (a) that administration is authorised; and (b) the medication is administered in accordance with regulation 95 or 96. (4) A family day care educator must ensure that medication is not administered to a child being educated and cared for by the educator as part of a family day care service unless— (a) that administration is authorised; and (b) the medication is administered in accordance with regulation 95 or 96. (5) In this regulation the administration of medication to a child is authorised if an authorisation to administer the medication— (a) is recorded in the medication record for that child under regulation 92; or (b) in the case of an emergency, is given verbally by— (i) a parent or a person named in the child's enrolment record as authorised to consent to administration of medication; or (ii) if a parent or person named in the enrolment record cannot reasonably be contacted in the circumstances, a registered medical practitioner or an emergency service.

Provided for information only and may not reflect the latest amendments. Refer to the Education and Care Services National Regulations (NSW) for the official legal text.

Where this form fits

The medication administration record is part of these jobs — each guide walks through the whole sequence and the other forms that go with it.

Vacation care forms: excursions, transport and bus checks

What a school holiday program actually runs on — an authorisation for each excursion, transport consent, and the embarking and disembarking checks.

Daily records: what educators fill in as things happen

The records your staff complete during the day — incidents, illness, medication given, and observations of children’s learning.

Forms your educators fill in

The records staff complete — incidents and illness, medication given, observations, safety checks and transport.

Questions about the medication administration record

What is the medication administration record used for?

Who fills in the medication administration record?

The medication administration record is completed by educators or the responsible person at the service. Staff open it on any device and sign with a service PIN, so there's no separate login to manage. It then moves through 2 signing steps — Responsible Person and Parent/Guardian — with each signature timestamped against the record.

Which Australian regulations does the medication administration record meet?

It is built around Reg 92 and Reg 93 of the Education and Care Services National Regulations. Reg 92 covers medication record. Reg 93 covers administration of medication. Every question the regulations require is already on the form.

Is the medication administration record the same as a medication record?

Yes. Different services use different names for this form — it is also called medication record, medication log and medication administration record. They all describe the same record, and this template covers it. You can rename it to whatever your service already calls it.

Can I change the questions on the medication administration record?

Yes. The template comes with 20 fields ready to go, but you can add, remove, reword or reorder anything in the drag-and-drop form builder, and add your own conditional logic and signing steps. Your changes only affect your service's copy.

Is the medication administration record free?

Yes — the medication administration record is free to use on the Childcare Forms free plan. No credit card is required to create an account and start sending it.