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PDFWAC 110-301-0460

Child records.

(1) A school-age provider must keep current individualized enrollment and health records for all enrolled children, including children of staff, updated annually or as often as enrolled children's health records are updated.
(a) A child's record must be kept in a confidential manner but in an area easily accessible to staff.
(b) A child's parent or guardian must be allowed access to all of their own child's records.
(2) Each child's enrollment record must include the following:
(a) The child's birth date;
(b) An enrolled child's parent or guardian's phone number, address, and contact information for reaching the family while the child is in care;
(c) Emergency contact information. If no emergency contact is available, a written and signed emergency contact plan may be accepted;
(d) Names and phone numbers of persons authorized to pick up enrolled children;
(e) A plan for special or individual needs of the child, if applicable, including parent or guardian signature, pursuant to WAC 110-301-0300;
(f) Signed parent or guardian permissions, pursuant to WAC 110-301-0450 as applicable for:
(i) Field trips;
(ii) Transportation;
(iii) Bathing, if the program uses a bathtub or shower described in WAC 110-301-0220(3);
(iv) Water activities including swimming pools or other bodies of water; and
(v) Photo, video, or surveillance activity.
(g) The beginning and end enrollment date for children no longer in the school-age program's care;
(h) Physical restraint documentation pursuant to WAC 110-301-0335, if applicable;
(i) Expulsion information, documentation, and steps taken to avoid expulsion, if applicable; and
(j) Termination of services documentation and communication.
(3) Each child's health record and the information described in subsection (2)(a) through (e) of this section must be available to staff for medical administration or emergencies.
(4) A health record is required for every child who is enrolled and counted in a school-age program's capacity. A health record must include:
(a) An immunization record, pursuant to WAC 110-301-0210;
(b) The child's health history including any known health conditions and the child's individual care plan, if applicable;
(c) A medication authorization and administration log, pursuant to WAC 110-301-0215, if applicable;
(d) Documentation of special medical procedure training by parent or guardian, if applicable;
(e) Medical and dental care provider names and contact information or what facility the parent or guardian would prefer for treatment;
(f) Dates of the child's last physical and dental exams, if available;
(g) Consent to seek medical care and treatment of the child in the event of injury or illness, signed by the child's parent or guardian;
(h) Signed parent or guardian permission for visiting health professionals who provide direct services to children at the school-age program;
(i) An incident or injury report, pursuant to 110-301-0475, that includes:
(i) The date and description of the child's incident or injury;
(ii) Treatment provided to the child while in care;
(iii) The names of the school-age program staff providing the treatment; and
(iv) Evidence that a copy of the incident or injury report was given to the child's parent or guardian.
(j) Documentation that a provider reported food poisoning or contagious diseases to the local health jurisdiction or the DOH, if applicable.
[Statutory Authority: RCW 43.216.055 and 43.216.065. WSR 21-10-035, ยง 110-301-0460, filed 4/27/21, effective 6/1/21.]
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