15 checks for medicines support

Medicines checklist

Check medicines records, staff responsibilities and how missed doses or other concerns are followed up.

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3 review stages15 practical checksPrivate working copy
Reviewed against published CQC and NICE guidance · 3 September 2026
Before you start

How to use this checklist

Choose a varied sample across different support levels, staff, visit times and higher-risk arrangements. Compare the care plan, current instructions, administration record, daily notes, supply information, staff understanding and any result or concern.

Keep this working copy anonymous. Use short reference labels only; never enter names, medicine names linked to an identifiable person, NHS numbers or other personal information.

  1. 01
    Choose the records to check

    Include different support needs, staff and visit times. Record the period and any parts left out.

  2. 02
    Compare the information

    Check current authorised instructions against the care plan, medicines record and what staff understand. Select a status and add an anonymous note.

  3. 03
    Record the next actions

    Deal with immediate safety concerns first. Use the action plan to record who will act and how the result will be checked.

This checklist does not give clinical advice. It is an independent management checklist, not a medicines decision tool, official CQC checklist or replacement for advice from a prescriber, pharmacist or another suitably qualified professional. Follow emergency, safeguarding and incident procedures whenever there is immediate risk.

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Review stage 01

Assessment and responsibility

Is the support clearly agreed, person-centred and coordinated?

5 checks

Medicines responsibilities are clear and agreed.

The service can show which medicines duties it accepts, who is responsible, how shared arrangements work and where staff get suitable professional advice.

Sample: contracts, local protocols, medicines policy, care planning, urgent contacts and staff explanations.
Status for M1

The person’s medicines-support needs are assessed and reviewed.

The assessment covers what the person can do, what support they want or need, their preferences and risks, privacy, and the time and resources needed.

Sample: assessment, review dates, self-management arrangements, risk information and the person’s feedback.
Status for M2

The care plan defines support for each medicine.

It records the agreed type of support, who provides it, how it is given, relevant preferences, contact arrangements, review timing and how shared or family support is documented.

Sample: provider care plan, family or shared-care arrangements, review history and staff understanding.
Status for M3

Consent, capacity and any covert arrangement are lawful and current.

Consent is meaningful and specific to the decision. Where needed, records show mental capacity, the best interests decision, approval, pharmacist or prescriber advice, staff instructions and review dates.

Sample only where applicable: consent records, capacity assessment, best interests decision, authorisation and reviews.
Status for M4

Changes and professional advice reach the right people quickly.

The service receives, checks and shares important changes, records who to contact, follows up anything unclear and keeps the care plan, administration record and staff instructions in step.

Sample: discharge information, pharmacy or prescriber communication, change records, handovers and updated documents.
Status for M5
Review stage 02

Administration and records

Do current directions, day-to-day practice and records agree?

5 checks

Each medicine administration record is clear and current.

The record includes the required person and medicine details, formulation, strength, dose or frequency, route, relevant instructions, GP practice, stop or review dates and known allergies where applicable.

Sample: current MARs against authorised source information and the provider’s documented checking process.
Status for M6

Every occasion of medicines support has a clear record.

Entries show what support was given and who gave it. Codes for refusals, omissions, delays, unavailable medicines or other problems are defined, explained where needed and followed up.

Sample: MAR entries, code keys, daily notes, missed-call information, family support and records of concerns raised.
Status for M7

Changes copied onto records are controlled.

Only trained people who have been assessed as competent make permitted changes. The source, date, author and checking steps are recorded, and old information is removed from use.

Sample: amendment procedure, changed MARs, audit trail, competency records and document version control.
Status for M8

Medicines taken “when required” (PRN) have personal instructions and a recorded result.

Where needed, instructions cover the reason, dose, minimum time between doses, maximum in 24 hours, when and how to offer it, what happens outside visit times, why it was given and whether it worked.

Sample: PRN care plan or protocol, MAR, outcome record, stock and in-date checks, family communication and review.
Status for M9

Time-sensitive and specialised support is planned around the risk.

Visit timing, authorised instructions, equipment, staff competence, backup plans and urgent reporting reflect the person’s needs. Delegated tasks have clear arrangements and professional review where required.

Sample only where applicable: care plan, rota, call times, delegated-task protocol, competency and exception handling.
Status for M10
Review stage 03

Leadership checks and learning

Can the service prevent, spot and learn from medicines risks?

5 checks

Ordering, receipt and supply arrangements help prevent missed medicines.

Responsibilities and order times are clear. Mismatches and unavailable medicines are reported, stockpiles or shortages are spotted, and changes after discharge or review are checked.

Sample: ordering records, receipts, supply issues, logs of concerns raised, care plans and professional communication.
Status for M11

Transport, storage and disposal arrangements are agreed and secure.

Medicines remain appropriately stored and accessible only to authorised people; original packaging and in-date checks are addressed; transport and disposal responsibilities are documented.

Sample: person-specific risk assessment, storage agreement, expiry checks, disposal records and staff understanding.
Status for M12

Concerns, errors and near misses are reported and learned from.

The response protects the person first, gets suitable professional advice, records and reports the event, considers safeguarding duties and whether the duty of candour applies, finds the cause and shares useful learning.

Sample: concern and incident logs, immediate actions, notifications, investigation, themes and repeat checks.
Status for M13

Training is followed by a competence check for the role and task.

Learning reflects the support staff provide; assessment includes relevant practice; competency is reassessed at suitable intervals and after concern, change or extended absence where appropriate.

Sample: training matrix, induction, competency observations, delegated-task records, supervision and remedial action.
Status for M14

Audit findings lead to timely improvement that can be proved.

The sample finds individual and wider system issues. Leaders review problems and trends, actions have owners and dates based on risk, and proof of completion plus a repeat check show whether change worked.

Sample: audit schedule, medicine-record audits, trends, leadership meeting notes, action plans, proof of completion and repeat audit.
Status for M15
Turn review into action

Record your next actions

Deal with immediate risk through the correct safety route. Use this plan for the most important leadership actions and record what will prove each one worked.

Priority 01
Priority 02
Priority 03
Priority 04
Use current official guidance

Confirm what applies before changing practice.

National Institute for Health and Care Excellence guidance NG67 covers medicines support for adults receiving social care in the community. CQC also publishes guidance for homecare, medicine administration records and medicines taken when required. Responsibilities depend on the person, service, agreed care and tasks accepted.

This checklist restates key management questions in original language. It does not include every recommendation, regulation, medicines policy requirement or instruction for an individual person.

01
NICE NG67 recommendationsCommunity social-care medicines support
 02
Managing medicines: home careCQC guidance for homecare providers
 03
Medicines administration recordsCQC guidance on accurate, current records
 04
When-required medicinesCQC guidance on PRN planning and recording
 05
Regulation 17: Good governanceAudit, records, risk and improvement

Need the evidence tested independently?

GR Safi’s medicines audit can check an agreed sample of care plans, medicine administration records, how problems are handled, staff competence and leadership review.

View medicines audit supportRequest an audit