Completing Your Child’s Health Care Paperwork in New York

At Healthy Kids Programs, we’re proud to be a state-licensed child care provider—and with that comes the responsibility of making sure every child is safe, especially those who may have allergies, medical needs, or require emergency medication.

If your child has asthma, allergies, an IEP or 504 Plan, or any other health condition that could impact their day-to-day care, this post is for you.

We know paperwork can feel overwhelming, so we’re here to make the process as clear and manageable as possible.

First Things First: Let’s Talk

Before you register, we encourage families of children with medical or developmental needs to connect with your Regional Director. Not every program is set up to support every condition, so it’s important we talk through your child’s needs to make sure we’re equipped and ready.

We want your child to thrive in our program—so let’s start off with the right plan in place.

The 3 Forms You Might Need (and What They’re For)

Depending on your child’s needs, you may be asked to complete one or more of these New York State OCFS forms:

1. Individual Health Care Plan

This form outlines your child’s diagnosis and how it should be managed while in our care. If your child has asthma, diabetes, seizures, or any chronic condition, this form is required.

❗️This form must be signed by you.

2. Medication Consent Form

If your child needs any type of emergency medication—whether it’s an inhaler, EpiPen etc.—you’ll need this form. It gives our staff the exact instructions for administering it and must be completed by your child’s doctor.

Don’t forget:

• Medication must be in its original container with a pharmacy label

• You’ll need to bring in a non-expired version to your program site prior to your child attending.

❗️This form must be completed and signed by a doctor and you.

3. Allergy & Anaphylaxis Emergency Plan

If your child has allergies of any kind (including seasonal), this form is a must. It outlines the signs of an allergic reaction and what steps our team should take in an emergency. It’s detailed, physician-completed, and helps us react quickly and safely if something happens.

❗️This form must be completed and signed by a doctor and you.

IEPs and 504 Plans

If your child has an Individualized Education Program or 504 Plan, an Individual Health Care Plan must be submitted in addition to a copy of the IEP or 504. This equips our staff with all the information needed to support your child while they are in the program.

How to Submit Health Paperwork

Once completed, you’ll upload all forms through your Playground Parent Portal:

1. Log in to the app or website

2. Click on Paperwork

3. Upload your documents as a file request (or complete any fillable PDFs we’ve assigned)

Need help navigating paperwork in Playground? Check out our step-by-step article here.

Timing Matters

All health paperwork must be submitted and approved before your child starts. That gives our staff time to review, prepare, and make sure we’re fully ready to support your child.

We’ll notify you if anything is missing—but getting ahead of the deadline helps avoid delays.

A Quick Note on Limitations

As much as we strive to be inclusive and supportive, there may be times when we aren’t fully equipped to meet a child’s specific medical needs—especially if it requires specialized care, staff training, or equipment we don’t have onsite.

That’s why it’s so important to start with a conversation. Our goal is to find the best and safest fit for your child—whether that’s at our site or through another recommendation.

Our Promise

We know it takes trust to hand your child off to someone else. Our team takes that seriously—especially when it comes to health and safety. If you ever have questions about what forms you need, how to complete them, or whether our program is the right fit for your child, we’re always here to help.

📧 Email: registration@healthykidsprograms.com 📞 Call: 845-330-0200 💬 Chat: Use the chat bubble on our website 24/7