Medication & nurse records

Update health information, authorize medication, record care and print a medical card.

Providers: Dashboard → Medical. Parents: Dashboard → Health & medications.

Parents: update allergies, health information and emergency contacts

Open the child’s record.

Go to Health & medications using the parent account that owns the child profile. Open an existing child and program record, or choose a confirmed enrollment and Manage medications.

Choose Edit health information.

Enter one allergy per line. Use None only when there are no known allergies. Add relevant health information, then the emergency contact’s name, relationship and phone number. A contact needs both a name and phone.

Save health information.

Your changes update the child’s profile and the information shared with active care staff. Medication authorizations and care-history entries remain unchanged. Archived and inactive staff records keep their historical information.

Review any save conflict.

If someone updated the profile while your form was open, your entered text stays visible. Copy your changes, refresh the record and review the latest details before saving again. Cancel closes the form without saving.

Good to know. Contact the provider directly about urgent changes. Saving a profile does not send an emergency notification.

Providers: enable Medical

Open Medical as the provider owner.

Open Medical setup & staff access. Choose how long to retain archived care records, from 30 to 3,650 days, based on your obligations.

Enable and save.

Check Enable medical authorizations and Save medical setup. Grant access only to the active adult managers or viewers who need it.

Good to know. Roster access alone does not grant nurse access. Instructors cannot receive a grant. Removing a grant or active team membership blocks further access.

The owner enables authorizations and chooses the retention period. Configuration controls · captured October 31, 2026. Open to enlarge.

Parents: add or update medication

Open Health & medications.

Use the account linked to the enrollment. Choose the child and program under Confirmed enrollment, then Manage medications, or open an existing record below. The medication form opens automatically when the record has no authorizations.

Expand Authorize a medication.

Enter the medication, exact instructed dose, route, guardian name and dates. Add up to four daily times, or select As needed.

Check instructions and timezone.

Enter precautions and check the displayed timezone. KidzMaps does not calculate doses.

Give explicit authorization.

Read and check the guardian authorization, then Submit medication authorization. Pending means staff still need to review it.

Update an existing medication.

Choose Update medication on a pending or approved authorization. Review the prefilled instructions, enter the new dates and dose times, and give guardian consent again. Submit medication update stops the previous authorization and creates a new pending one for staff review. Original instructions, reviews and care entries remain in history. Cancel update leaves the authorization unchanged.

Withdraw when necessary.

Choose Withdraw authorization to stop new dose entries. Contact the provider directly about urgent changes.

Good to know. If an enrollment is missing, check the account and enrollment status, and ask whether the provider enabled Medical. Children do not need an account.

Care staff: review the authorization

Open the child’s medical record.

Check health information, emergency contacts, medication, dose, route, instructions, dates and timezone.

Accept or decline.

Follow your care procedures. Choose Accept authorization when ready, or enter a review note and Decline. Accepted scheduled doses appear in the schedule.

Record a dose

Find the dose.

Medication rounds shows unrecorded scheduled doses within seven days of today. Filter by date and open the child’s record.

Choose the approved medication.

Choose the scheduled dose when prompted. As-needed medication has no scheduled-dose selector.

Record the actual outcome.

Choose given, refused, held or missed. Given requires the actual dose and verification of the child, medication, dose, route and authorization. Other outcomes need a reason.

Check the actual date and time.

Check when the event occurred, then Save dose outcome. Each scheduled dose has one original outcome; use a correction for mistakes.

Record an incident

Choose Record incident.

Select a category, enter confidential clinical notes and check the actual event time.

Choose what the parent can see.

Use Summary shared with parent for information the guardian should see. Private notes stay restricted to medical staff.

Save the incident.

Choose Save incident. This does not send an emergency notification; follow your emergency and family-contact procedures.

Correct an entry

Find the original entry in Care history.

Choose Add correction on the original dose or incident.

Explain and save the correction.

Enter the reason, corrected details and event time, then Save correction. Given still requires the actual dose and verification. The original and earlier corrections remain.

Print a medical card

Open the correct child’s record.

Only authorized medical staff see Print medical card. Opening it is audited.

Review and print.

Allow the new window if blocked. Check the child, health information, emergency contacts, medication instructions and authorization dates before printing.

Good to know. Historical cards carry an inactive-record warning. Printed or downloaded copies cannot be recalled; handle them under your recordkeeping procedures.

End care and retain records

Choose Archive case & stop schedules when care ends. This stops new authorizations and care entries and revokes pending or approved medication authorizations.

Removing a child profile or erasing an account also stops active care. Historical care records may remain until the configured retention period expires; contact the provider about retained records.

The daily retention process deletes eligible archived clinical records. Access audit entries contain no clinical text and are retained separately. KidzMaps does not determine your legally required retention period.