Management of medical conditions policy

Early Learning Victoria welcomes all children to its centres. This includes children with existing and emerging medical or health care needs.

Children’s safety is our key priority. We are committed to making sure that all staff have the information, training and skills they need to support the children in their care. This includes responding effectively to medical needs and emergencies.

1. Scope

This policy applies to children, families, staff, management and visitors of Early Learning Victoria centres. This includes volunteers, students on placement and contractors or labour-hire employees of Early Learning Victoria.

2. Policy statement

We understand how important it is for families to know that if their child has a medical condition, they will be welcomed and included in Early Learning Victoria centres.

We also know how important it is for families that all staff are trained and prepared to provide dedicated care.

This policy outlines Early Learning Victoria’s commitment to ensuring that:

each child with a diagnosed medical condition has a personal Medical Management Plan from their doctor
Risk Minimisation Plans and Communication Plans have been developed with families for each child with a diagnosed medical condition (see the Management of medical conditions procedure)
all staff (including students, contractors and volunteers) can effectively support and respond to children with identified health care or medical needs
staff always act in the child’s best interests, protecting their health, safety and wellbeing
all staff have support and appropriate training for management of medical conditions. This includes holding current, approved first aid qualifications
centres regularly discuss with families their child’s health, wellbeing and medical conditions, and how to maintain a safe environment for their child
all health and personal information collected during care is handled sensitively and follows privacy rules.

This policy should be read together with the Management of medical conditions procedure.

2.1 Requirements

Early Learning Victoria has a duty of care to all children educated and cared for in its centres. This includes ensuring a safe environment free from foreseeable harm.

We also have a legal duty to address the individual health needs of each child, and to always provide appropriate supervision.

Under the Education and Care Services National Law Act 2010 and the Education and Care Services National Regulations 2011, Early Learning Victoria must ensure that:

this policy is followed
this policy is reviewed annually
families who have a child with a medical condition will be provided with a copy of this policy during orientation
all other families will have access to this policy on request
all staff, contractors, volunteers and students on placement are given a copy of this policy and have read and understood it.

Early Learning Victoria must also ensure that all staff, including students, contractors and volunteers, have the skills, knowledge and resources they need to follow this policy. This includes guidance that sets out:

information and procedures to help manage children’s health care or medical needs
requirements for families to provide an individualised Medical Management Plan for their child
families’ role in developing a Risk Minimisation Plan and Communication Plan with the nominated supervisor and relevant medical practitioner
how to handle health and personal information in line with privacy and confidentiality rules.

Centre staff work closely with families to understand the needs of their child, including any reasonable adjustments. These are discussed when developing the child’s Medical Management Plan and Risk Minimisation Plan. Families and centre staff should also have regular meetings to discuss the child’s needs and any changes.

Note that this policy provides general guidance for managing medical and health conditions. It is complemented by specific procedures for managing allergies and anaphylaxis; asthma; diabetes; and seizures and epilepsy. These are described in the Management of medical conditions procedure.

3. Actions and procedures

We follow 5 steps to support children with identified health or medical needs enrolled at our centres.

Each step requires collaboration between families, children and staff, as well as ongoing communication and accurate record-keeping.

Step 1: Orientation and enrolment

Families must complete an enrolment form before their child attends the Early Learning Victoria centre. The first day of attendance is usually an orientation session.

On the enrolment form, families provide details about their child’s health needs, including:

any diagnosed medical condition
any allergies or anaphylaxis risk
contact details for people authorised to consent to medical treatment or administration of medication to the child.

At orientation the nominated supervisor will:

meet with families to discuss their child’s health needs, including any adjustments needed for their inclusion
provide families about the relevant policies and procedures
tell families about any extra requirements before the child can start at the centre.

Step 2: Specialised management plan

Every child enrolled at an Early Learning Victoria centre who has been diagnosed with a health care need or medical condition must have a specialised management plan (specific to their condition) or a Medical Management Plan.

For children diagnosed with anaphylaxis, allergies, asthma, diabetes, or epilepsy/seizures this will be an:

Individualised Anaphylaxis Care Plan and ASCIA Anaphylaxis Action Plan
Action plan for Allergic Reactions
Diabetes Action and Management Plan
Asthma Action Plan
Epilepsy Management Plan (see Management of medical conditions procedure and Links).

Orientation may be delayed until families have submitted a specialised management plan or Medical Management Plan, as needed.

Sometimes, a child will develop a specific health care need or medical condition after they are enrolled. In this case, their family must provide a specialised management plan specific to their medical condition, or a Medical Management Plan, as soon as they are diagnosed. This must be done before the child returns to the service.

Families must update educators and staff immediately if there are changes to their child’s specialised management plan. This must be documented in the child’s Risk Minimisation Plan and Communication Plan.

The specialised management plan must be:

prepared and completed by the child’s medical practitioner or health care provider
provided to the Early Learning Victoria centre by the child’s family
kept with the child’s enrolment record and in the child’s medication bag in the Early Learning Victoria centre
followed at all times.

It should include:

details of the diagnosed health care need or medical condition
a photo of the child
known triggers for an allergy or medical condition, if relevant
any reasonable adjustments or support required
any medication currently prescribed, including dosage and storage needs
how Early Learning Victoria must respond to symptoms
any medication that must be administered in an emergency
what must happen if the child does not respond to initial treatment
when to call an ambulance
contact details of the medical practitioner who signed the plan
details of the person/s to contact in an emergency
signed consent from families for the plan to be displayed
the date when the plan should be reviewed.

A copy of the specialised management plan or Medical Management Plan will be displayed for centre staff to view easily, while preserving the privacy of the child.

Early Learning Victoria centres must ensure the Medical Management Plan or specialised management plan is always current. They must ensure it is reviewed annually and in line with the Management of medical conditions procedure.

Step 3: Risk minimisation planning

The nominated supervisor works closely with families of children with a health care need or medical condition to develop a Risk Minimisation Plan. This plan:

draws on the Medical Management Plan or specialised management plan
is updated immediately if the child’s medical condition changes
is kept with the child’s enrolment record and in the child’s medication bag in the Early Learning Victoria centre
notes any risks to the child in the early learning space in relation to their medical condition
details strategies to reduce these risks
is followed at all times.

Step 4: Medical communication planning

The nominated supervisor will develop a Communication Plan with families. The plan must be kept with the child’s enrolment record and in the child’s medication bag.

Communication Plans are reviewed at least annually. They must also be updated whenever changes are made to the Medical Management Plan or specialised management plan.

The Communication Plan must explain:

how staff and volunteers will learn about this policy and the Management of medical conditions procedure
how relevant staff and volunteers will learn about the child’s Medical Management Plan (or specialised management plan) and Risk Minimisation Plan
how families will share any updates to their child’s Medical Management Plan (or specialised management plan) and Risk Minimisation Plan.

Step 5: Monitoring and review

Once the child is attending an Early Learning Victoria centre, all centre staff must:

monitor the safety, health and wellbeing of the child
regularly review the child’s Medical Management Plan (or specialised management plan), Risk Minimisation Plan and Communication Plan
regularly ask the family if there are any updates about their child’s health or medical condition
ensure the child’s family provides an updated Medical Management Plan or specialised management plan if needed
ensure the centre’s practices and procedures mean the child continues to be included
consider any other steps needed to protect the child’s safety, health and wellbeing.

3.1 Responsibilities of families

Families need to:

make sure their child’s enrolment form includes detailed information about any medical conditions or health care needs
tell the Early Learning Victoria centre straight away if their enrolled child has been newly diagnosed with a medical condition
make sure all information about their child’s medical condition or health care need is accurate and up to date
give Early Learning Victoria a second set of contact details to use if the family cannot be reached
give Early Learning Victoria a Medical Management Plan or a specialised management plan from the child’s medical practitioner or health care provider (at enrolment, or as soon as their enrolled child is diagnosed)
give Early Learning Victoria updated Medical Management Plans or specialised management plans, as needed
give Early Learning Victoria written consent to administer prescribed medication, in line with the child’s Medical Management Plan, for medical treatment and ambulance transportation
work with the nominated supervisor to develop a personal Risk Minimisation Plan for their child before orientation (this may be done when developing a Medical Management Plan)
work with Early Learning Victoria centre staff to develop a Communication Plan for their child
work with educators and staff so they can support their child effectively
meet with food service staff to discuss plans for managing meals, snacks and drinks, if needed
give Early Learning Victoria medical authorisations as needed
ensure Early Learning Victoria has adequate medication for their child whenever their child is attending the centre (as per the Administration of medication procedure)
tell their child’s educator on arrival if their child has been given any medication recently, and whether the medication may affect their needs
make sure that no medication or over-the-counter chemist products are left in their child’s bag or locker
make sure that all prescribed medication is provided in its original container with the original label. This must show the name of the child and have clear instructions about time of administration, dose, method and expiry date
understand that their child will not be able to attend an Early Learning Victoria centre if their prescribed medication has not been provided
not send their child to the Early Learning Victoria centre if they are sick or unwell
collect their child if they become ill at the centre (and Early Learning Victoria have requested they do so)
make sure that a parent or authorised nominee can always be contacted by phone within a reasonable time (about 30 minutes) when the child is attending an Early Learning Victoria centre.

3.2 Responsibilities of staff

Educators must:
- ensure each child’s plans (Medical Management Plan/specialised management plan, Risk Minimisation Plan and Communication Plan) are followed in line with this policy
- ensure each child’s plans are kept up to date, and are changed promptly if their health care need or medical condition changes
- understand and follow the plans for each child in their care with a diagnosed medical condition or health care need
- ensure they are aware of and can identify every child at the centre with a diagnosed medical condition or health care need
- regularly reflect on supervision plans and monitor the child’s health closely. This includes being aware of any symptoms or signs of ill health, and contacting families as needed
- follow the Administering medication procedure, including appropriate storage, administration and disposal of medications
- make sure that two staff members are always present when administering medication, to confirm the identity of the child and check it is the right medication at the right dose and time
- regularly communicate with families about their child’s medical condition. This includes any concerns that it is limiting their ability to participate fully
- make sure all children’s health and medical needs are considered for excursions and during outdoor play (see the Excursions, incursions and regular outings policy and procedure)
- make sure families have given written permission for their child to attend an excursion (see the Excursions, incursions and regular outings policy and procedure)
- check the expiry dates on each child’s prescribed medication. This must be done each quarter (every three months)
- make sure that children with a medical condition are never discriminated against and can take part in programs and learning experiences
- maintain current approved first aid, CPR, asthma and anaphylaxis training
- complete a medication record when medication is administered to a child (see the Administering medication procedure)
- follow all practices and procedures for the safe handling, preparation, consumption and serving of food. These are described in the centre’s Food safety program and the Food allergy and preference procedure (see also the Eating and drinking: health, nutrition and food safety policy and procedure)
- follow procedures in the Incident, injury, trauma and illness policy if a child is ill, or is involved in a medical emergency or incident at the centre.
Cooks and food handlers must:
- keep up to date with relevant professional training, including how to manage food allergies and appropriate food options for children with diabetes
- follow practices and procedures for the safe handling, preparation, consumption and serving of food. These are described in the centre’s Food Safety Program and the Food allergy and preference procedure (see also the Eating and drinking: health, nutrition and food safety policy and procedure)
- follow cleaning and sanitation rules, as described in the centre’s Food safety program (see also the Eating and drinking: health, nutrition and food safety policy and procedure)
- know about the medical or health needs of children at the Early Learning Victoria centre if these will affect preparation of food and drinks
- follow any requirements in a child’s Medical Management Plan/specialised management plan and Risk Minimisation Plan related to menu preparation.
The nominated supervisor (or responsible person) must:
- make sure this policy is followed at all times
- review enrolment records and identify any children with diagnosed medical conditions or health care needs, as part of enrolment and orientation procedures
- make sure that families of an enrolled child diagnosed with a medical condition or health care need are given a copy of this policy, the Management of medical conditions procedure, and the Administering medication procedure
- ask families for a personalised Medical Management Plan/specialised management plan, signed by the child’s medical practitioner, upon enrolment (ensuring this plan has been submitted before the child starts at the Early Learning Victoria centre)
- make sure enrolment records include all information about a child’s health, medications, allergies and emergency contacts
- make sure each child with a diagnosed medical condition or health care need has a Risk Minimisation Plan. This is developed with the child’s family on enrolment or upon diagnosis, and reviewed annually
- make sure all staff are aware of and can identify every child at the centre who has a diagnosed medical condition or health care need. They must also know the procedures to provide safe and appropriate care for each child
- make sure all medication is labelled with the name of the child and stored out of reach of children. Note that medication must be stored unlocked – accessible to staff, but not children
- make sure all staff know where medication is stored
- make sure all staff know about any specific dietary restrictions relating to a child’s health care need or medical condition
- make sure staff have the right training to manage the medical conditions or specific health care needs of the children enrolled at the Early Learning Victoria centre
- make sure at least one staff member who has current accredited training in emergency management requirements for specific medical conditions is immediately available whenever children with specific medical conditions are being educated and cared for at the Early Learning Victoria centre
- make sure all staff are aware of, have access to, and follow each child’s Medical Management Plan/specialised management plan, Risk Minimisation Plan and emergency procedures. This includes the use of EpiPens, as required
- make sure induction procedures for casual and relief staff include information about children attending the service with a diagnosed medical condition or health care need. They must also be shown the location of medication and Medical Management Plans/specialised management plan
- make sure updates to policies, procedures and individual children’s medical conditions, allergies or health care needs are reflected in the child’s Medical Management Plan/specialised management plan and Risk Minimisation Plans. These updates must be shared with all staff
- assess staff training requirements when an enrolment is received for a child with a medical condition that is not covered by existing first aid qualifications
- make sure families have given written permission to display and share with Early Learning Victoria staff information in their child’s Medical Management Plan/specialised management plan and Risk Minimisation Plan
- display discreetly information about children with diagnosed medical conditions or health care needs in the staff room, or a suitably private location
- develop and put in place a Communication Plan for each child with a diagnosed medical condition or health care need
- make sure communication with the child’s family is ongoing and that the centre is regularly updated about management of the child’s health care need or medical condition
- make sure any communication with families about their children’s health requirements is done in a culturally sensitive way
- advise all parents of enrolled children if a child at risk of anaphylaxis is attending the centre, displaying a notice of this (The child in question must not be identified)
- make sure regular staff meetings include timely and accurate information about medical conditions, any updates, and the management of the medical conditions
- review staff rosters to ensure first aid qualification requirements are being met
- make sure children do not attend the centre without their medication prescribed by their medical practitioner
- check expiry dates of any medication supplied for a child. Request new medication from families as needed
- make sure any supplies the centre provides are checked quarterly (e.g. that items in excursion bags as well as first aid kits and EpiPens are current). Replace items that are out of date
- make sure that children who are too unwell to safely engage in daily activities at the Early Learning Victoria centre are not permitted to attend until they are well
- make sure that when medication has been administered to a child in an anaphylaxis or asthma emergency situation without authorisation from the parent or authorised nominee, or from a medical practitioner or emergency services officer, the parent or authorised nominee of the child and emergency services is notified as soon as possible, but not later than 24hrs
- make sure prescribed medications are carried whenever a child with a medical condition goes to offsite activities. A Risk Management Plan must also be completed (see the Excursions, incursions and regular outings policy and procedure)
- follow appropriate reporting procedures set out in the Incident, injury, trauma and illness policy if a child is ill or in a medical emergency or incident at the centre that results in injury or trauma
- make sure the incident is recorded appropriately by completing the Incident, Trauma and Illness record as soon as possible. This is done through Kidsoft or using the hardcopy ACECQA template
- make sure that staff have a chance to debrief after any medical condition emergency incident.
The approved provider must:
- make sure all staff (including educators, students on placement, contractors and volunteers) are given a copy of this policy
- make sure all staff understand this policy and follow its procedures and practices
- make sure families enrolling a child with a specific health care or medical need are given a copy of this policy and other relevant Early Learning Victoria policies
- make sure there are enough first aid kits (according to the numbers enrolled), and that these are properly maintained
- make sure that first aid kits have the right contents and that staff can easily access them at all times
- make sure staff are trained (as part of their induction, orientation and ongoing training) in managing medical conditions. This includes training in asthma management, anaphylaxis management and other conditions, to support the specific health and medical needs of children enrolled at Early Learning Victoria centres
- make sure staff receive specific training on handling health information. This includes following confidentiality and privacy rules, in accordance with relevant legislation
- make sure all educators’ approved qualifications are current, and that there is a record of each. This includes first aid qualifications, anaphylaxis management training and emergency asthma management training (see the Staffing overview policy)
- make sure children with medical conditions at Early Learning Victoria centres are never discriminated against and can safely take part in all activities, to their full potential
- work with the nominated supervisor to notify the Regulatory Authority of a serious incident using the NQA IT System (see the Incident, injury, trauma and illness policy).

4. Resources

Legislation and standards

Relevant legislation and standards include:

Education and Care Services National Law Act 2010
Education and Care Services National Regulations 2011
Equal Opportunity Act 2010
Disability Discrimination Act 1992
Health Records Act 2001
National Quality Standard, Quality area 2: Children’s Health and Safety
National Quality Standard, Quality area 7: Governance and leadership
Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2017
Public Health and Wellbeing Act 2008
Public Health and Wellbeing Regulations 2019
Privacy Act 1988
Privacy and Data Protection Act 2014
Public Records Act 1973

Administration of first aid policy and procedure
Administering medication procedure
Anti-bias approach policy
Duty of care policy
Eating and drinking: health, nutrition and food safety policy and procedure
Enrolment and orientation policy
Food allergy and preference procedure
Incident, injury, trauma and illness policy
Privacy policy
Management of medical conditions procedure
Staffing overview policy.

Links

Early Learning Victoria templates

Medical Management Plan (263KB, DOCX)
Medical Risk Minimisation Plan (263KB, DOCX)
Medical Communication Plan (266KB, DOCX)

Specialised management plan

Asthma Australia: Asthma Action Plan
Individualised anaphylaxis care plan template for CEC – Allergy Aware
Download ASCIA Action Plans and checklists including:
- Action Plans for Anaphylaxis
- Action Plan for Allergic Reactions
- Action Plan for Drug Allergy
- First Aid Plan for Anaphylaxis
- Travel Plan for People at Risk of Anaphylaxis
- Action Plan for FPIES (food protein-induced enterocolitis syndrome)
- Action Plan for Eosinophilic Oesophagitis (EoE)
Diabetes Action and Management Plan
Epilepsy Foundation: Epilepsy and seizure management plan

Training

ASCIA: Anaphylaxis e-training for schools and children’s education/care
Diabetes Australia: Diabetes in Schools, training and support for schools
National Allergy Council: All about Allergens for Children’s Education and Care
NQF-approved qualification list (ACECQA-approved first aid, emergency asthma management and anaphylaxis qualification and training courses)

Definitions

Allergen: A substance that can cause an allergic reaction.

Allergic asthma: Caused by allergens such as pollen, dust, food and mould.

Allergy: An immune system response to something in the environment, such as food, pollen or dust mites. These can be ingested, inhaled, injected or absorbed. Almost always, food needs to be ingested to cause a severe allergic reaction (anaphylaxis). However, measures should be in place so children avoid touching food they are allergic to.

Anaphylaxis: A severe, rapid and potentially life-threatening allergic reaction. It affects normal functioning of the body’s major systems, particularly the respiratory or circulatory systems.

Anaphylaxis management training: Training that helps people recognise allergic reactions, minimise and manage risk, follow emergency procedures and administer treatment using an adrenaline autoinjector. Approved training is listed on the ACECQA website and in the Managing Specific Medical Conditions Procedure.

ASCIA: Australasian Society of Clinical Immunology and Allergy, the peak professional body of clinical immunology and allergy in Australia and New Zealand.

ASCIA Action Plans for Anaphylaxis/Allergic Reactions: Nationally recognised action plan for anaphylaxis or allergy. Each plan is specific for a particular adrenaline autoinjector – EpiPen, EpiPen Jr, Anapen 500, Anapen 300 or Anapen Jr – and/or prescribed antihistamine. The plan must be completed by the child’s medical practitioner or a nurse practitioner. It will include the child’s name and allergens, a photograph of the child, a description of their prescribed anaphylaxis/allergy medication and clear instructions on treating an anaphylactic episode.

The plan must be specific for the brand of adrenaline injector prescribed. Examples of plans specific to different adrenaline injector brands can be downloaded from the ASCIA website.

Asthma emergency: The onset of unstable or deteriorating asthma symptoms requiring immediate treatment with reliever medication.

Communication plan: A document that outlines how a family and centre staff will communicate about a child’s specific medical condition or health care need. The Communication Plan explains how families and staff will learn about the child’s Medical Management Plan (or specialised management plan) and Risk Minimisation plan and how updates are shared.

Epilepsy: A neurological disorder marked by sudden, recurrent (2 or more) episodes of sensory disturbance, loss of consciousness or convulsions associated with abnormal electrical activity in the brain.

Epilepsy Management Plan: Designed to help people recognise a seizure and give clear directions about appropriate first aid. The plan is developed by the person who has the most knowledge and experience of the child’s epilepsy and seizures. It should be less than 12 months old. The plan should be reviewed and signed by the child’s treating doctor. The Epilepsy Foundation website has Epilepsy and Seizure Management Plans and resources to download.

Food allergen management training: Training that includes information about how to order, store, prepare and serve food safely for people with food allergies.

Individualised anaphylaxis care plan: A plan that documents the child’s allergies and the treatment to be administered in the event of an allergic reaction, including anaphylaxis. It also describes the risk minimisation strategies to follow to prevent exposure to known allergens.

Medical condition: As per the Education and Care Services National Regulations 2011, a ‘medical condition’ includes asthma, diabetes or a diagnosis that a child is at risk of anaphylaxis

Medical Management Plan: A document prepared and signed by a registered medical practitioner that describes symptoms, causes and treatment for a child’s specific medical condition. It includes clear instructions, as well as the child’s name and photograph.

Risk Minimisation Plan: A document prepared by centre staff for a child, working closely with the child’s family. It outlines how to manage and minimise risks relating to the child’s specific health care need, allergy or other relevant medical condition.

Type 1 diabetes: An autoimmune condition in which the immune system damages the insulin-producing cells in the pancreas. Type 1 diabetes is treated with insulin replacement via injections, or a continuous infusion of insulin via a pump. Type 1 diabetes is not linked to ‘modifiable lifestyle factors’ (e.g. diet or exercise). Currently, there is no cure – nor can Type 1 diabetes be prevented. Type 1 diabetes can be life-threatening.

5. Authorisations and review

This policy is the responsibility of Early Learning Victoria. Contact: ELV@education.vic.gov.au

It was approved by the CEO Early Learning Victoria on 13 March 2026.

Early Learning Victoria regularly reviews its policies and procedures. This policy is due for review on 13 March 2027, unless changes in legislation or Department of Education policy require it to be reviewed sooner.

Reviewed by Director Early Learning ELV and Director Quality ELV.

Education & training

Updated 29 May 2026

On this page

1. Scope

2. Policy statement

2.1 Requirements

3. Actions and procedures

Step 1: Orientation and enrolment

Step 2: Specialised management plan

Step 3: Risk minimisation planning

Step 4: Medical communication planning

Step 5: Monitoring and review

3.1 Responsibilities of families

3.2 Responsibilities of staff

4. Resources

Legislation and standards

Links

Early Learning Victoria templates

Specialised management plan

Training

Other links

Definitions

5. Authorisations and review

Management of medical conditions policy

On this page

1. Scope

2. Policy statement

2.1 Requirements

3. Actions and procedures

Step 1: Orientation and enrolment

Step 2: Specialised management plan

Step 3: Risk minimisation planning

Step 4: Medical communication planning

Step 5: Monitoring and review

3.1 Responsibilities of families

3.2 Responsibilities of staff

4. Resources

Legislation and standards

Related policies

Links

Early Learning Victoria templates

Specialised management plan

Training

Other links

Definitions

5. Authorisations and review