Records Checklist

Daycare health records:
every form your childcare provider needs.

Every person gets one health story, and one private Family Stork email address every clinic already knows how to use.

Your child cannot start daycare without a stack of health paperwork — immunization proof, a recent physical, an allergy action plan if applicable, and emergency contacts with authorized pick-up. Most programs give you a checklist; few explain where to get each form or what happens if one is missing. Here is every record, where it comes from, and how to have it ready before enrollment day.

In short

Six forms cover almost every daycare in every state: immunization record, physical exam, allergy/medication plan, emergency contacts, health history, and a physician's clearance to attend.
Immunizations are non-negotiable — most states require proof before the child's first day, not within a grace period.
Family Stork keeps them all in one place. Your child's pediatrician emails records to the private @families.familystork.com address shown on the child's record — they file themselves. When the daycare asks for paperwork, everything is already organized.

What health records do daycares require?

Requirements vary by state, but nearly every licensed childcare facility in the United States requires these six categories of health documentation before a child can attend:

1. Immunization record

This is the most common reason enrollment gets delayed. Every state requires age-appropriate vaccinations for daycare attendance. The specific vaccines and doses depend on the child's age and the state's schedule — infants and toddlers in daycare need more frequent documentation because their vaccine series is still in progress.

Where to get it: your pediatrician's office, your state's immunization registry (most states have one — check your state's page for the registry name), or your county health department.

2. Physical exam (well-child visit)

Most states require a physical exam within 30 days before or after the child's start date. Some states allow an exam within the past 12 months. The exam must be documented on a form signed by a physician, nurse practitioner, or physician assistant. Ask your pediatrician if they have the state-specific form or if a standard physical report is accepted.

3. Allergy and medication action plan

If your child has a food allergy, asthma, or any condition requiring medication, the daycare needs a written action plan signed by a physician. For food allergies, this typically includes the allergen, symptoms of a reaction, the medication to administer (usually epinephrine), and the dosage. For asthma, it includes triggers and when to use the inhaler. The daycare also needs a medication authorization form — signed by both the parent and the prescribing physician — for any medication the child takes during care hours.

4. Emergency contacts and authorized pick-up

Not a medical record in the strict sense, but every daycare requires a signed emergency contact form listing who can pick up the child, who to call in an emergency, the child's physician and dentist, and the preferred hospital. This form is your responsibility — the daycare provides it, you fill it in.

5. Health history

Many daycares ask for a short health history: known conditions, past hospitalizations, ongoing treatments, and anything the caregiver should know (seizures, hearing or vision concerns, developmental notes). Some states require this on a specific state form; others accept a letter from the pediatrician.

6. Physician's clearance to attend

Some states and programs require a physician to sign a statement that the child is healthy enough to participate in group care. This is often part of the physical exam form but may be a separate document in certain states — especially for infants under 12 months.

What happens if a record is missing?

In most states, a child cannot attend without up-to-date immunization records. The daycare is legally required to exclude the child until proof is provided — there is usually no grace period for immunizations, unlike K–12 school enrollment in some states.

For the physical exam, some states allow a short window (typically 30 days) after the start date to submit documentation. But immunizations? Day one or don't come.

If your child's records are scattered across multiple pediatricians (common after a move or insurance change), gathering them can take weeks. Calling each office, waiting for records releases, faxing forms — it adds up fast.

How Family Stork keeps daycare records ready

Every person in your family gets a private @families.familystork.com email address — shown on their record inside Family Stork. Give it to your pediatrician, the immunization clinic, the allergist. They send visit summaries, vaccine records, and allergy action plans to that address, and the records file themselves into one timeline.

When the daycare hands you a checklist, you don't call three offices. You open your child's record and share what they need. Immunization dates, physical exam results, allergy plans — already there, already organized.

$99/year — or about $10 a month. Start your child's record free →

State-by-state daycare health form requirements

Every state has its own specific requirements for daycare enrollment. Find your state below for the exact forms, deadlines, and official sources:

See all 50 states →

FAQ

Daycare health records — common questions

What immunizations does my child need for daycare?

Required vaccines vary by state and the child's age. Most states require DTaP, IPV (polio), MMR, Hepatitis B, Varicella, Hib, PCV13 (pneumococcal), Rotavirus, and Hepatitis A — with the number of required doses based on age. Check your state's specific requirements. Your pediatrician can tell you exactly which doses your child needs based on their current record. For the official national schedule, see the CDC immunization schedule.

Can my child start daycare without a physical exam?

In most states, no. A physical exam within the past 12 months (or 30 days, depending on the state) is required before a child can attend licensed childcare. Some states allow a short grace period after the start date, but immunization records are almost always required before day one. Contact your state licensing agency for exact timelines.

What if my child's records are at a different pediatrician?

Request a records transfer from the previous provider — under HIPAA, they must provide copies within 30 days (most respond faster). You can also check your state's immunization registry for vaccine records, which is often the fastest route for immunization proof specifically. Family Stork keeps every record from every provider in one timeline, so you never have to chase records across offices again.

Do home daycares have the same health record requirements?

Licensed home daycares typically follow the same state immunization requirements as center-based programs. Unlicensed or informal care arrangements (a neighbor, a relative) usually do not have state-mandated health record requirements, but keeping your child's records organized is still important for emergencies. Ask your provider what documentation they need.

How often do daycare health records need to be updated?

Immunization records need updating after each new vaccine dose — your pediatrician can send the updated record to your child's Family Stork address after every visit. Most states require an annual physical exam or well-child visit while the child is enrolled in daycare. Allergy and medication action plans should be reviewed and re-signed by the prescribing physician at least annually or whenever the treatment plan changes.

One health story. One email address
every clinic already knows how to use.

Tired of managing health records for yourself and everyone you love? Family Stork organizes them for you automatically.

Start your child's record — free

Daycare health records:every form your childcare provider needs.