Student Health Records SOP

Purpose

To ensure that all children enrolled in the child care facility have current, complete, and properly maintained health documentation in compliance with Florida childcare licensing requirements and to support the health and safety of all children in care.

Scope

This SOP applies to all children enrolled in the facility and all administrative personnel responsible for enrollment, recordkeeping, and compliance.

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Policy Statement

The child care facility is responsible for obtaining, maintaining, and safeguarding required student health records for each child in care.

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Required Documentation

1. Student Health Examination Form (DH 3040)

   • A completed Student Health Examination form DH 3040, or

   • A signed statement from an authorized health professional indicating that all required components of the Student Health Examination are included in the child’s health examination.

2. Authorized Health Examiner

   • The health examination must be completed by a person who has statutory authority to perform health examinations.

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Validity and Record Maintenance

1. Validity Period

   • The Student Health Examination or signed statement is valid for two (2) years from the date the physical examination was performed.

2. Ongoing Enrollment Requirement

   • An up-to-date health examination must remain on file for the entire duration of the child’s enrollment at the facility.

3. 30-Day Compliance Rule

   • If required health documentation is not provided within 30 days of enrollment, the child may not continue attending the program until documentation is received.

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Exemptions

• School-Age Children

  • School-aged children attending public or non-public schools are not required to have student health examination or immunization records on file at the child care facility, as these records are maintained by the school.

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Parent Support and Referrals

• If custodial parents or legal guardians require assistance understanding or obtaining required health documentation, the facility shall refer them to:

  • The Department of Health, or

  • The child’s physician or healthcare provider.

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Medical Record Ownership and Transfer

1. Ownership

   • Medical records are the property of the custodial parent or legal guardian.

2. Withdrawal from Facility

   • Upon withdrawal, medical records must be returned to the parent or legal guardian.

3. Transferability

   • Medical records may be transferred if the child enrolls in another child care facility.

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Emergency Care Plans

1. Requirement

   • Any child who has, or is at increased risk for, a chronic physical, developmental, behavioral, or emotional condition requiring additional services must have a current Emergency Care Plan on file.

2. Preparation of Plan

   • The Emergency Care Plan must be prepared by the parent/guardian or physician.

3. Accessibility

   • Emergency Care Plans must be:

     • Included in the child’s file

     • Readily accessible to staff responsible for the child’s care

4. Staff Training

   • Child care personnel caring for a child with an Emergency Care Plan must be trained to:

     • Recognize signs of a medical emergency

     • Respond appropriately according to the plan

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Documentation and Compliance

• All health records must be:

  • Maintained in a confidential manner

  • Available for review by licensing authorities upon request

  • Updated and monitored for expiration dates