Medical needs policy

Pupils with medical needs

Sometimes a pupil has significant medical health needs which, despite reasonable adjustments being put in place by their school, prevent their usual place of learning being reasonably accessible for 15 school days or more. Schools should then complete a referral to the medical support panel (MSP).  Though not an exhaustive list, this would include pupils who:

  • have a significant physical illness
  • have been an inpatient and require support upon discharge
  • have had major invasive surgery
  • are undergoing oncology treatment

The referral should be supported by clear detailed medical evidence from an appropriate medical professional leading on the treatment for the pupil.  They should demonstrate that the pupil is unable to access suitable education at their school.

Medical support panel

Our medical support panel (MSP) is a multi-agency panel that considers the needs of pupils.  The panel decides on how ‘suitable education’ that is ‘reasonably accessible’ might be provided.  This is in accordance with the LA’s Section 19 duty. 

The MSP is evidence-based and will consider pupil’s needs holistically.  The panel meets every two weeks during term time and considers the referral paperwork and supporting evidence.  The panel includes representatives from:

  • attendance
  • inclusion
  • mental health
  • autism outreach
  • early help
  • working together team
  • Pilgrim Hospital School  

Usually, we will seek to further support and reinforce the school's own arrangements.  This will help the school's ability to maintain the pupil at their substantive school through reasonable adjustments.

The panel’s outcome will advise on what further steps, strategies and support school can and should be robustly implementing to ensure continued access to suitable education.  One of the further steps may be access to a short-term period of dual registration with Pilgrim Hospital School. This would be a dual placement and focussed on working with the pupil’s school to support the pupil’s timely transition back to their school.

Intervention placements are agreed on an 18-week cycle with regular reviews every six weeks. It is crucial for the pupil's own mainstream school to stay in weekly contact with the pupil and family. The school should actively contribute to the support provided by the Pilgrim Hospital School, and the transition planning for the pupils return.

Where a placement at Pilgrim Hospital School is deemed appropriate, within two school weeks to commence admission processes the school will contact the:

  • family
  • home school
  • referral agency

The admission timescales allow the setting to develop a learning package suitable for the pupil's age ability and aptitude.  It will take into account their health needs and any medical advice.

Referral criteria

Referrals are submitted by:

  • the school where the pupil is registered or,
  • an authorised officer of the LA (attendance and inclusion team or pupil reintegration team) where a child or young person is not on a school roll

The basis for all referrals to MSP, including those with a EHCP, is that the pupil is unable to access their current setting.  It is not because the current setting cannot provide for the pupil's needs.

The referral criteria for medical support panel is:

  • the pupil must have accrued 15 days absence from their usual place of learning. The school register will evidence that this is due to ill health or medical reasons
  • detailed evidence that clearly demonstrates that the child or young person’s school is not reasonably accessible to the child or young person as a result of their medical needs
  • where possible, the referral will be supported by clear detailed medical evidence.This will be from an appropriate medical professional leading on the treatment for the pupil. This will need to demonstrate that the pupil is unable to access education at their school

Medical evidence should come from a qualified health professional who has seen the young person during an appointment for diagnosis and, or treatment. Appointment cards or letters do not always verify that a child has attended an appointment. Schools should use their discretion when accepting these to accurately code a pupil’s absence.

We recognise that for minor ailments and short-term absences due to illness, schools should not seek medical evidence. However, it is expected that for pupils who are absent for longer periods, some form of consultation with a health professional will have taken place. Evidence provided which shows that the health professional has not seen or spoken to the child or young person will be challenged.

Medical evidence which names special educational needs, but no illness or medical diagnosis, is unlikely to be accepted.In these cases schools should ensure they are following a robust and meaningful graduated approach.

Medical evidence should contain the following:

  • details around the health condition and treatment, so that schools can understand how these may impact on school attendance
  • information regarding referrals to other services to support the medical needs identified
  • how the child or young person may best be supported to reintegrate back into their school

Medical support panel will also consider referrals as part of the Emotional Based School Avoidance (EBSA) Pathway that meet the above criteria and are supported by school’s completion of the Pathway. 

Referral process

Referrals to MSP are completed via the submission of the Request for education support – MSP referral form (available from our Professionals website).  The form is submitted by:

  • a pupil’s school
  • an LA authorised officer (pupil reintegration team or the inclusion and attendance team) if a pupil is not on a school roll

Parent or carer consent must be sought by the referrer prior to submitting a referral to MSP.  The referrer is responsible for keeping the parent or carer and the child or young person updated throughout the process.    

The PRT panel clerk will screen the referral.  They will notify the referrer if the referral form has omissions or if there is a lack of supporting documents.  The referrer will have the opportunity to provide these documents prior to the referral being considered at MSP.      

The referral will be considered at the next fortnightly MSP following the deadline for submissions. 

Following consideration of a referral at MSP, the referrer will receive a call from the PRT panel clerk.  The call will be within 48 hours of the MSP meeting and will inform them of the outcome.  The referring school will then also receive an email detailing the agreed advice and next steps provided by the panel. 

The referring school or referrer can contact the PRT for a consultation post outcome to fully discuss the advice and next steps.  Details relating to this are included in the outcome email. 

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