Tag Archives: PIR


The Health tab assembles information about each child’s physical and cognitive development. Because there are many categories of health data, this tab has been divided into the following six subtabs:


Insurance & Providers is the first health subtab and is where a child’s primary care physician, dentist and insurance details can be added and updated.

Records that appear in the Providers and Insurance grids are verified records, and those details become read-only. If there is an data entry error, the original verification record should be deleted and a new verification should be added.

health tab

Verified provider and insurance information is especially important for Head Start programs and their end of year Program Information Report (PIR). As part of the PIR, programs are required to report the number of children who:

  • enrolled with or without insurance
  • enrolled with or without a medical home
  • enrolled with or without a dental home
  • received insurance coverage or a provider during the program year
  • lost provider care or insurance coverage by the end of enrollment

Add a provider record via the ‘Add Provider Verification’ button. In the Provider screen, use the ‘Provider Type’ menu to indicate if you are adding a Primary Care or Dental Care provider verification.  If the child does not have a Primary Care or Dental Care home, check the ‘No Primary Care Home’ or ‘No Dental Care Home’ checkbox. It is important to verify that the child does not have primary care or dental care for the PIR.

adding provider verification

A list of existing doctors will be available to choose from or you may add a new doctor. Be sure to look through the available list of provider records (accessible via Admin on the main menu) before creating a new one to avoid duplicate data in the provider list.

provider type and provider list

Once an existing provider is chosen,  address, telephone and practice details appear. Click ‘OK’ to save.

Insurance coverage information is added using the ‘Add Insurance Verification’ button. The ‘Insurance Type’ and ‘Insurance’ drop-downs contain options to indicate what type of insurance the child has (for example, dental or primary health coverage) and the specific insurance provider (such as Medicaid or private insurance). Policy number and group number fields are also included.

If a child does not have insurance coverage, the ‘Has No Insurance’ checkbox should be checked. As with provider verifications, it is important to document if a child does not have insurance for Head Start reporting.

add insurance verification


Many young children may have diagnosed allergies or food restrictions.  The Allergies & Nutrition tab enables providers to document these conditions, their severity and any ongoing treatment or food substitution plans. The Allergies & Nutrition tab is organized into three areas: Infants/Toddlers, Allergies/Food Restrictions and Nutritional Events.

The first section, Infants/Toddlers, includes fields that are relevant to very young children; here you can record formula consent (along with a place to upload consent forms), formula choice, diaper size and other information.

allergies and nutritionThe Allergies/Food Restrictions grid displays allergies or special diet information.  When a new allergy is diagnosed or food substitution is requested, use the ‘Add Allergy/Food Restriction’ button to record this information.

To add an allergy, select ‘Allergy’ from the ‘Type’ menu, which prompts the ‘Severity’ field to appear. A notes field provides a place to record action plans.

adding allergy

Record a food restriction/special diet by selecting ‘Food Restriction’ from the ‘Type’ menu. A ‘Reason’ menu appears to specify if this special diet is for religious or health reasons. Meal substitution plans or other details may be recorded in the notes field.

food restriction

Click ‘OK’ to save.

The last area in the Allergies & Nutrition tab is the Nutritional Events grid, where completed nutrition questionnaires and nutrition consultations are displayed. Click the ‘Add Nutritional Event’ button to record a nutrition event.

nutritional eventThe date of assessment, event type (Nutrition Questionnaire or Nutrition Consultation), name of the staff member and relevant plans/recommendations can be noted. When creating a Nutrition Questionnaire, a checkbox appears to indicate if the event has resulted in an identified concern and details of the concern. After saving the assessment, corresponding documentation can be uploaded.


Assessments & Screenings is the next health subtab and it includes both health and mental health screenings.  The Assessments and Screenings grid displays all screening/assessments for a child, screening date, screening results and notes.

assessments and screenings tab

Document a new assessment or screening by clicking the ‘Add Assessment/Screening’ button.

The ‘Type’ drop-down determines which assessment-specific fields appear.  For example, selecting ‘BMI Assessment’ causes height, weight, BMI and weight category fields to display. Be sure to select the correct type based on the paper documentation. For example, the drop-down list includes dental assessments and dental screenings, which differ based on who conducted the exam/screening. An assessment is a formal examination completed by a doctor or dentist while a screening may be conducted by non-medical staff.

adding screening assessment

Note: a link to the CDC’s child BMI/weight category calculator is included in the BMI assessment. The CDC’s calculator requires screening date, child’s date of birth, sex, height and weight to produce the correct BMI and weight category.

bmi assessment as example

Other screening types–such as hearing, vision and dental screenings–are enabled to record a concern that was identified through the screening.

Click ‘OK’ to save the assessment/screening.


In the Special Needs subtab, providers can document physical, developmental and mental health needs as well as prescribed medications and completed IEP/IFSPs.

special needs tab

The Special Needs grid displays all special needs for a child, any accommodations for that need and when the need was entered. Click ‘Select’ to the left of the special need to review it or record a new special need using the ‘Add Special Need’ button.

review or add special need

Diagnosis date, special need type, accommodations and treatment fields are included. If a child is not receiving treatment, a ‘reason’ field will appear to explain why treatment/service has not been provided. It is important to complete the full form for Head Start reporting.

adding special need

Click ‘OK’ to save.

In the Special Needs subtab, the Medication grid contains medication a child is taking. Document a new medication using the ‘Add Medication’ button.

add medicationTo record a medication, add the name of the medication, if it is a prescription, dosage amount, administration time and whether or not the medication is required on an ongoing basis or during a period of time (start date/end date). Click ‘OK’ to save. adding medication administration info

Finally, the Special Needs tab also includes an area to record IEP/IFSPs, which can be added via the ‘Add IEP/IFSP’ button.

add iep_ifsp

The IEP/IFSP add screen includes start date,  end date, diagnosed primary disability, caseworker and service provider fields. If the child recently transferred to your program, they may have an IEP or IFSP but may not be currently receiving services. It is important to note this for Head Start reporting.

adding iep

Click ‘OK’ to save. Once saved, the IEP/IFSP will appear in the IEP/IFSP grid to review at any time.


Immunizations are housed within the Vaccines subtab, which includes a chart of required vaccines/expected schedule for administration, a vaccine history grid, and an area to record temporary or permanent vaccine exemption.

Document a new vaccine with the ‘Add Vaccine’ button.

vaccines tab

Record a dose by selecting from the ‘Vaccine’ drop-down. Based on the vaccine chosen, the disease name will appear in the ‘Vaccine/Dosage Information’ section. The system will calculate the next required dose, while you will record the date the dose was given. Add any useful notes in the ‘Comment’ field and click ‘OK’ to save. To save time during the data entry process, the page will refresh and set to the next dose of that immunization type. After you have saved your last dose, click ‘Return’ to return to the child’s record.

Note: If all required doses have been administered, the vaccine will not appear in the ‘Vaccine’ drop-down.

add vaccinationOnce saved, the dose will appear in the Vaccine history grid.

Record a temporary or permanent immunization exemption in the ‘Vaccine Exemptions’ section of the Vaccines subtab.


The final health subtab tracks EPSDT (Early and Periodic Screening, Diagnostic or Treatment) status according to state guidelines. This tab contains three sections: an Assessment/Screening Summary, a Vaccines grid and an area to record EPSDT Verifications.

EPSDT verification is especially important for Head Start programs’ Program Information Report (PIR). Head Start programs are required to report the number of children who were up-to-date on EPSDT as of enrollment and the number who were up-to-date on EPSDT at the end of enrollment. The Assessment/Screening Summary and Vaccines grid will help you decide whether the child is up-to-date, as it summarizes data entered in the Assessments & Screenings tab and the Vaccines tab.

Record a verification record via the ‘Add  Verification’ button.


Fields appear to document verification date, EPSDT area (general health, dental health or immunizations), EPSDT status (up-to-date, not up-to-date or on an immunization catch-up schedule), verifier’s name and notes.

add epsdt verification

Click ‘OK’ to save.

The EPSDT verification record will then display in the Verifications grid. If there is an data entry error, the original verification record should be deleted and a new verification should be added.

HS Eligibility

The Head Start Eligibility tab houses the Head Start-specific selection criteria and eligibility information that is initially entered when adding a child record. This is the family, financial and employment information that determines eligibility and priority for a Head Start enrollment slot. The HS Eligibility tab also provides a spot for recording special circumstances experienced by a child during his/her enrollment.

HS eligibility tabYou can add a new eligibility verification record or select an existing record. The eligibility record includes detailed information about the family at the time of enrollment and includes a scoring system to ensure you are serving children with the highest need for services.

eligibility verification

eligibility vertification

The eligibility verification record includes a completion and verification date. Once the record is verified, it cannot be edited. To edit, you will need to delete and re-add the record. Note: not all users have permission to delete data from ChildWare. If you do not have permission to delete, seek out the help of someone from your agency/site to discuss if this data should removed.

add delete eligibility verificationDirectly below the Eligibility Verification section on the HS Eligibility tab is the Special Circumstances area, where significant family circumstances should be recorded. It is very important to record Special Circumstances as they become known because these events are included in the end-of-year Program Information Report (PIR) required by the Office of Head Start.

Click the ‘Add Special Circumstances’ button to create a new record.

add special circumstanceThe Circumstance drop-down contains significant events or crises that a child may experience, though an ‘Other’ option allows  users to record circumstances that are not included in the list.

circumstance menu options

Based on the circumstance chosen, additional fields will appear to record date and other applicable details if follow-up is necessary. As an example, after choosing the ‘Homelessness’ option from the Circumstance menu, two date fields appear to record the effective date of homelessness and the date housing was acquired.

fields that appear after selecting circumstanceJust as it is important to record special circumstances for Head Start children as they occur, it is equally important to update special circumstances as situations improve or change. For example, the PIR will report not only that a child experienced homelessness during that program year but also if the homelessness need was addressed and resolved within the program year.

After adding the special circumstance details, click ‘OK’ to save.

Contact Events

Contact events help monitor who attended parent involvement events, volunteered with your program, expressed an interest or need, and received services. This information is important for Head Start programs to ensure compliance with Head Start standards.

Contact events are located on the contact record on the Events tab.


ContactEventsContact event types include:

  • Family Need Identified
  • Father Involvement Event
  • General Family Event
  • Volunteering

NOTE: Events stored on the primary and secondary contacts will be the only events tracked on PIR reporting. Primary contact and secondary contact designation is specified on each child’s relationship tab (primary contact = head of household).


Enhancements to Child Health Tab

As a part of the Head Start Data Integration project, ChildWare now includes features for documenting and tracking more in-depth information on health providers, services and assessments. Providers with children in Head Start will also be able to add verification that children are current with EPSDT requirements.

The Health Tab now includes 6 sub-tabs, each of which is explained below. The information previously on the Special Needs and Vaccines Tabs is now stored in these sub-tabs.


1. Insurance & Providers


In addition to storing current physician and insurance information, providers can now keep track of when they last verified this information and whether or not the parents explicitly indicated that their child lacked insurance or a primary care provider. Providers can now also track dental providers as well as dental and vision insurance.

1The Provider and Insurance grids will show only the most recently verified primary care home, dental home, and insurance records.

2 If the parent asserted that the child had no provider or insurance, this will also appear in the grid.

3To view an existing provider or insurance record, click “Select” beside the record you want to view.

4You can add records using the appropriate “Add” buttons.

1.a. Adding Provider Verification – Existing Provider


1 This is the date the childcare provider verified this information with the parent. This field defaults to the current date. For records entered before the field was added, this date has been converted to the date the information was entered into ChildWare.

2 You can specify whether the provider offers Primary Care or Dental Care.

3 If the parent indicates that the child has no primary care or dental home, you can make a record of this. This will show in the grid on the main Insurance & Providers Tab.

4 To simplify future data entry, medical and dental provider records will be stored in the system and can be selected from the drop down list. If the provider is not already in the list, it can be added on this screen.

5 The system automatically pulls provider contact information from their record.

1.b. Adding Provider Verification – New Provider


1  If the child’s provider is not already in your site’s drop-down list, you can add their information by selecting “Add New Doctor”.

2 A new set of fields will appear which will enable you to add the provider to the list.


3 To edit the provider record later, select “Doctors” under “Admin” on the Main Menu.

 1. c. Removing Duplicate Providers

Previously existing provider information has been converted into list format. This list can be found by selecting “Doctors” under “Admin” on the Main Menu.  While every effort has been made to avoid duplication of providers, there will inevitably be multiple entries for the same provider because of slight differences in spelling or addresses. Follow the steps below to remove duplicates:


1 Find duplicates by reviewing the provider list and identify which record you want to keep.


2 Tag the records you want to delete by editing the name columns so you know which records to remove.

3 Next, change children associated with the doctors you want to remove by clicking on their records in the list below.


4 Select the doctor whose record you want to keep from the list.


5 If there are multiple children assigned to the doctor, repeat this Step 4 until there are no children listed on the doctor’s record.


6 Once you are certain you have removed all the children associated with the doctor, remove them by clicking “Delete” on the list of providers.

 1. d. Adding Insurance Verification


1 This is the date the childcare provider verified this information with the parent. This field defaults to the current date. For records entered before the field was added, this date has been converted to the date the information was entered into ChildWare.

2 You can specify whether the the insurance is general, dental, or vision.

3 If the parent indicates that the child has no insurance, you can make a record of this. This will show in the grid on the main Insurance & Providers Tab.

4 If “Primary Health” is selected as the insurance option, you can indicate whether or not the policy includes vision and dental insurance.

2. Allergies & Nutrition


1 Infant and toddler information related to nutrition and toileting are now stored alongside other allergy and nutrition information.

2 Allergies and Food Restrictions are now separated by Type (Allergy vs. Food Restriction) and classified by severity (Mild, Moderate, Severe)

3 Providers can now track nutritional assessments for children including the date, person performing the assessment and specific recommendations.

3. Assessments & Screenings

ChildWare now enables you to track an expanded number of assessments and screenings.


1 For several areas such as vision, hearing, dental health, mental health, development, and general health you can also distinguish between assessments, which are more formal examinations conducted by licensed professionals, and screenings which are more basic health checks conducted by less specialized staff.


2  The results of all assessments and screenings are indicated either by indicating than an area of concern was identified or,

3 By indicating whether the result of the assessment was normal or abnormal.


Specific assessments and screenings have custom fields to capture key information related to the health area being addressed.


1 For hearing assessments you can indicate the type of hearing test conducted.


2 For BMI assessments you can indicate the child’s weight, height, BMI, and weight category.


3 For developmental assessments and screenings, you can indicate which assessment tool was used. You can also specify whether or not a follow-up assessment is required.


4 For blood lead assessments, you can indicate the child’s actual blood lead level.


5 For Hemoglobin assessmsnets, you can specify the child’s HGB and HCT levels.

4. Special Needs


1 Special Needs function largely as they did before.

2 Medication Administration can now be tracked separately. You can specify the time period for which the medication should be taken or if the medication is ongoing. You can also record the dose, frequency, and any special instructions.

3 ChildWare now  includes a more robust tracking system for Individual Family Service Plans and Individual Education Plans. You can now track multiple plans, their start and end dates, the diagnosed disability, and any special interventions being received.

5. Vaccines

The vaccines section functions exactly as it did before. The only difference is in its location.