RECORD KEEPING
Lesia Oesterreich, M.S.
Family Life Extension Specialist
Human Development and Family Studies
Iowa State University
Copyright/Access Information
Keeping good records is important. After all, one of the main reasons you are in this business is to make money. Keeping a close eye on the money that comes in and out of your program will help you maximize your profit.
Some providers enjoy this aspect of their business tremendously. Others feel that record keeping is a hassle. Regardless of your feelings, keeping things simple and well organized will make the job easier.
Most providers find it necessary to have a separate checking account for their child care business. A business checking account helps them keep records more efficiently. Do not make family purchases from your business account. When you need cash for your family, write out a check to yourself from your business account and deposit it into your family checking account.
Start a new set of business files and receipts for each year. Keep all business files for at least 3 to 5 years for income tax purposes. Keep a separate file for each child.
Children's records should include:
- Background information - Form C
- Attendance records - Form D
- Travel and Activity Authorization - Form E
- Emergency Medical Authorization - Form F
- Child's Health Record - Form G
- Medication Release - Form H
- Injury Report - Form I
- Correspondence with parents
Provider's files should include:
- Physician's examination report - Form J
- Documentation of training credit hours
- Information regarding professional associations
Child and Adult Care Food Program records should include:
- monthly menus
- meal and snack attendance records
- nutrition information
- enrollment verification form
- all agreements signed on annual basis
Many providers find that keeping these records in separate files in a heavy duty cardboard box works well. They can pull out their box and work easily at the kitchen table during nap time.
This form should include the names, addresses, and phone numbers of the child, parents, and health care professionals. It also should give information regarding any special needs or requirements that a child might have.
Accurate attendance records verify services provided and help prevent misunderstandings about billing.
When signed, this form allows the provider to arrange field trips or to take the child to the store. (Parents also should be informed of any field trip immediately before the date of the outing.)
This form is signed by the parents at the time of placement and authorizes the provider to give immediate emergency care. It also authorizes medical treatment for a child in an emergency even before the parents can meet the provider at the hospital or office. Some hospitals require that this form be notarized. Check your local requirements.
The physician's signed report on the health of each child includes immunization information and should be updated as new treatment or immunization is given. This information allows for proper care and safety of all children.
At no time should a child be given any medication without the express written consent of the parent and the physician's prescription. Written authorization is necessary for non-prescription drugs such as aspirin. This form should be filled out for each new prescription or other medically authorized treatment and for renewal of any treatment.
For records and protection, it is advisable to write a report any time a child is injured, even slightly, while in a provider's care. The report should contain information about the accident or injury and the action taken. One copy should be given to the parents and one retained for the provider's file.
This statement verifies that the provider is in good health. It is required by the Department of Human Services for registered providers.
____________________________________________________________
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Child's Name _______________________________________________
last first middle
Parent/Guardian Name _______________________________________
Address ___________________________________ Phone __________
Employer __________________________________ Phone __________
Address ____________________________________________________
Child's Doctor ____________________________ Phone __________
Address ____________________________________________________
Health Insurance Plan _____________________ Number _________
If parents cannot be contacted in an emergency, please contact:
Name ____________________Relationship to the child _________
Address ___________________________________ Phone __________
List every person, including parents, who have authority to pick up the child
1.___________________________ 2.___________________________
3.___________________________ 4.___________________________
Is anyone specifically denied permission to see the child?
____________________________________________________________
Does your child have any unusual eating habits or food dislikes? (Explain)
__________________________________________________
Is your child toilet trained? ______
Does your child need help in:
____Dressing or undressing ____Washing
____Eating ____Toileting
Does your child usually nap? ______ Time ______ How long____
Does your child have any special problems or fears?
____________________________________________________________
Does your child have any special interests or favorite activities?
____________________________________________________________
Other children living at home?______
Name _______________________________________ Age ___________
Name _______________________________________ Age ___________
Name _______________________________________ Age ___________
Name _______________________________________ Age ___________
Is there any further information that might be helpful in understanding the child (visual or physical disabilities, for example)?
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
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I give permission for my child _____________________________ to leave the child care provider's home with supervision for trips in a car or on public transportation to special places, walks to the park, shopping trips, etc. I
understand that a certified car seat will be used on all car trips.
Restrictions on trips:
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
Signature of parent ____________________________ date ______
____________________________________________________________
____________________________________________________________
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I, ________________________________________________________,
parent/guardian of ________________________________________
Date of birth_______________________, do hereby give permission and/or
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