Table of Contents HEAD START SERVICE AREAS - OHCAC

1 Table of Contents HEAD START SERVICE AREAS : health services (HL) 2 Nutritional services (NS) 29 Safe Environments (SE) 44 Transportation services (TR) 63 Disabilities services (DS) 86 Mental health services (MH) 114 Family and Community Partnerships (FCP) 126 Education and Early Childhood Development services (ECD) 155 Program Design and Management (PDM) 210 Eligibility, Recruitment, Selection, Enrollment and Attendance (ER) 431 Fiscal Management (FM)

2 453 Head START Program Policies and Procedures Page 2 OHIO HEARTLAND COMMUNITY ACTION COMMISSION HEAD START SERVICE PLANS AND POLICIES health services Head START Program Policies and Procedures Page 3 FY 2011 Monitoring Protocol: health services Related Regulations: Related Policies: Q. ID: Compliance Indicators: health services Compliance Framework #1 - Staff Qualifications HL1 The grantee ensures effective oversight, coordination, and management of the program s health services by hiring qualified staff and/or consultants and ensuring they have adopted the functions of the area . The program hires staff or consultants as content area experts to oversee health services who have training and experience in public health , nursing, health education, maternal and child health , or health administration.

3 As part of this oversight, the program assures that health procedures are performed only by a licensed or certified health professional. d 2 HL1001 Interview: health content area Expert (Staff Qualifications and Expertise) * Describe your training and experience. Talk about your training and experience in public health , nursing, health education, maternal and child health , or health administration. * How is the program made aware of health procedures that must be performed, and how does the program determine who performs them? Are health procedures performed by a licensed and certified professional when required? * Describe your process for regular staff oversight, monitoring the provision of health services , what you do when problems are identified, and how you use the community and self-assessment in program planning to continually improve health services . Document Review: health Policies and Procedures * Review the program s plan and procedures for administration of health procedures to enrolled children to determine whether qualified health professionals are required to administer health procedures to children.

4 Staff Files: health content area Expert (Staff Qualifications and Expertise) * Review employee and/or consultant files. Document the coordinator/ health content area expert's training, experience, and qualifications. Indicate whether there is one or more staff or consultants overseeing this area , and provide credentials of each person. The program ensures that the program management functions for health services are formally assigned to and adopted by staff within the program. Note: There is a distinction between the content area expert and the SERVICE area manager. One person can fill both of the roles. However, the content area expert must meet all of the qualification requirements as outlined in the performance standards. The Manager or Coordinator does not need to meet these qualifications but must receive expert knowledge and oversight from a content area Expert. a 2 ii b 1 HL1001 Interview: health Coordinator (Staff Qualifications and Expertise) * Describe how your knowledge, skills, and experience assist you in performing your assigned functions in the area of health services responsibly.

5 Staff Files: health Coordinator (Staff Qualifications and Expertise) * Determine who is formally assigned to the functions of managing health services . Indicate whether this is the same person as the content area expert. If there is more than one person, document the training, experience and expertise of the person assigned to manage this area . health services Compliance Framework #2 - Helping Families Access health and Dental Care HL2 The program assists families in actively promoting and advocating for their child s health by determining if each child has access to an ongoing source of continuous medical and oral health care; assessing and monitoring the health status of all enrolled children; determining if each child is up to date on a schedule of primary and preventive health care as recommended by State EPSDT (including dental); ensuring referrals Head START Program Policies and Procedures Page 4FY 2011 Monitoring Protocol: health services Related Regulations: Related Policies: Q.

6 ID: Compliance Indicators: are made; and supporting families in obtaining follow-up care. The program has established procedures for tracking the provision of health care services . a 1 ii C HL1000; HL1002 Interview: health Coordinator (Tracking health services ) * Describe how you use your health services Plan and procedures to guide how you and your staff implement health services for children and families. Describe your system for providing required health services and how it is used to meet the needs of children. How do you determine child health status, use information for any necessary referrals, engage parents in keeping children current on a schedule of well- child medical and oral health care, and identify and promptly refer any new medical and oral health concerns? Document Review: health Tracking System * Ask the health Coordinator to walk you through the health Tracking System and show you how the program uses the health Tracking System to obtain, use, and report information from the health tracking system.

7 * How does the program use the information from the health Tracking System to inform and assist parents in keeping their children up to date and advocating for their children s physical and oral health ? Describe this system and any instances of children who are not up-to-date and the process the program uses, including inclusion of parents, to bring children up-to-date. * Using a sample of child files, work with the health Coordinator to determine whether the information in the files is consistent with the information documented in the tracking system. Document any discrepancies found between the files and the tracking system and use follow-up questions to determine how the staff handles these discrepancies. The program determines whether each child has an ongoing source of continuous, accessible health care. a 2 applies only to Migrant and Seasonal programs and should be cited in conjunction with a 1 i for such programs . a 1 i a 2 HL1002 Interview: Parent (Helping Families Access health and Dental Care) * How does the program assist you in making sure that your child has a health care provider and dentist?

8 Document Review: health Policies and Procedures * Does the program have written health plans and procedures that provide: - Specific instructions and strategies to assist staff in determining whether each child has an ongoing source of health care; - Whether each child is up to date on a schedule of preventative and primary medical and oral health care as required by the State EPSDT well- child care guidelines; and - Whether each family is supported in obtaining health and oral health care services for the prevention of health -related concerns and follow-up as required? * Document how the plan and procedures clearly articulate a systematic process for implementation of the required health services and how it is used by the program to meet the health and oral health needs of children. child Files: Helping Families Access health and Dental Care * Review child files to determine whether children's ongoing source of health care is addressed during enrollment activities, before they enter the program, or within 90 days of entry into the program (30 days for Migrant and Seasonal programs ).

9 Head START Program Policies and Procedures Page 5FY 2011 Monitoring Protocol: health services Related Regulations: Related Policies: Q. ID: Compliance Indicators: The program engages parents in obtaining from a health care professional a determination of whether each child is up to date on a schedule of primary and preventative health care (including dental), and assists parents to bring their children up to date when necessary, and keep their children up to date as required. a 2 applies only to Migrant and Seasonal programs and should be cited in conjunction with a 1 ii, a 1 ii A or a 1 ii B for such programs . a 1 ii a 1 ii A a 1 ii B a 2 HL1002 Interview: Parent (Helping Families Access health and Dental Care) * Has the program helped you keep your child healthy? For example, has the program helped you to make and keep appointments with your child s doctor and dentist? Has it helped you understand the state wellness schedule and given you information on when to get shots or exams?

10 * Has the program helped you obtain or arrange further testing, examination, and treatment for your child when necessary? Document Review: health Policies and Procedures * Does the program have written health plans and procedures that provide: - Specific instructions and strategies to assist staff in determining whether each child has an ongoing source of health care; - Whether each child is up to date on a schedule of preventative and primary medical and oral health care as required by the State EPSDT well- child care guidelines; and - Whether each family is supported in obtaining health and oral health care services for the prevention of health -related concerns and follow-up as required? * Document how the plan and procedures clearly articulate a systematic process for implementation of the required health services and how it is used by the program to meet the health and oral health needs of children. child Files: Helping Families Access health and Dental Care * Review child files for up to date determinations that incorporate the requirements of the Early Periodic Screening, Diagnosis, and Treatment (State EPSDT) schedule for each child and check dates of determinations to ensure the 90-day requirement (30 days for Migrant and Seasonal grantees) is met.