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Health Records

The privacy of health records is protected by federal laws commonly called FERPA and HIPAA.  FERPA is a Federal law that protects the privacy of students' education records.  It applies to educational institutions that receive  funds under any program administered by the US Department of Education.  HIPAA is a federal law related to the maintenance of health records in health-related institutions.  It includes a privacy rule that protects the disclosure of health information without patient authorization.    Refer to this document written jointly by CDE and HHS dated November 2008 for further clarification on FERPA and HIPAA and how it relates to school health records:

http://www.hhs.gov/ocr/privacy/hipaa/understanding/coveredentities/hipaaferpajointguide.pdf

The Health Folder contains school health records for each student.  It is initiated when the child enrolls in school with the following documents:

  • Elementary Student Health and Family History Questionnaire (Pink form)  - See document below
  • Immunization Record/Proof of vaccines received
  • California School Immunization Record  - See document below
  • Oral Health form - Kinder 1st grade only  - link to CDE form
  • Report of Health Examination for School Entry (CHDP) form or Waiver of Health Examination- Kinder only - See document below
  • Birth certificate

The health record follows the student through twelfth grade.  Items recorded and maintained in the health record include:

  • Vision screening results - Kinder, third, sixth, ninth grade
  • Hearing screening results - Kinder, second, fifth, eight grade
  • Scoliosis screening results - seventh grade girls and eight grade boys
  • Medication administration authorization records.
  • Health Care Plans
  • Health Assessments and Updates for special education
  • Copies of medical records
  • Correspondence/referrals related to health issues

Health records are also recorded electronically in Zangle beginning 6/2009 include:

  • Medical/health problems
  • Immunization records
  • Screenings - vision, hearing, scoliosis, oral health, color vision, CHDP
  • Health related visits - parent or student contacts and interventions can be recorded in Zangle Front Office Visits to be part of the academic record accessible by administrative staff and counselors.

Link to Documents