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.

Performance Standards 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)
• Program goals, continuous improvement, and reporting 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 Considerations

Data from the program’s health services’ recordkeeping and reporting can be used to find trends in family health outcomes that the Head Start program may be able to address. For example, data may show a lot of children with asthma. Or, a program may find that many families lack access to medical or dental coverage and services. There may be an inadequate number of pediatric dentists and specialists to respond to the oral health needs of a community; or the community may have limited access to nutritious foods. Finding, tracking, and reporting these trends to key stakeholders, such as the program’s Health and Mental Health Services Advisory Committee, can then plan responsive program actions.

Last Updated: April 21, 2025