Recordkeeping and reporting make up one of the 12 Head Start program management, planning, and oversight systems. This chapter examines recordkeeping and reporting of health services and includes the essential activities to manage, track, communicate, and respond to health-related  information. Effective health recordkeeping and reporting processes, if understood and embraced by the program staff and other stakeholders using them, are an essential foundation for quality health services. The Head Start Management Systems Wheel model details all 12 systems and illustrates how they work together to support comprehensive services and influence child and family outcomes.

Head Start Health Services Competencies

CFH-27 Establish and maintain confidentiality policies and procedures.

CFH-28 Maintain effective recordkeeping systems, and accurately track individual child and family health information.

L-6 Use data to plan, implement, and evaluate health services.

L-7 Report program-level health information to meet program, federal, tribal, and state requirements, and requests, including the Head Start Program Information Report (PIR).

L-8 Use technology to improve efficiency and strengthen the quality of health services.

HSPPS Related to Recordkeeping and Reporting

• Collaboration and communication with parents, 45 CFR §1302.41(b)(1)
• Child health status and care, 45 CFR §1302.42(d)(2)
• Management system, 45 CFR §1302.101(b)(4)
• Achieving program goals, 45 CFR §1302.102
• Protections for the Privacy of Child Records, 45 CFR §1303 Subpart C

Caring for Our Children (CFOC) Standards

• 9.4.2.1 Contents of Child’s Records

Social Determinants of Health and Equity Considerations

Data and trends resulting from the program’s health services’ recordkeeping and reporting can be used to find issues in health equity. Examples include health condition trends for specific populations, and treatment and resource inequities, such as medical or dental coverage and services. Also, there may be an inadequate number of pediatric dentists and specialists to respond to the oral health needs of a community; or areas found to be food deserts, with limited access to nutritious foods. Finding, tracking, and reporting these trends to key stakeholders, such as the program’s Health Services Advisory Committee, can then help plan responsive program actions.

Last Updated: September 7, 2023