Athlete medical records 2010Presentation Transcript
Athlete Medical Records Special Olympics Wisconsin Fall Agency Meetings 2010
What’s New for 2010 - 2011?
New Program Office Address
2310 Crossroads Dr., Ste. 1000, Madison, WI 53718
Blank forms are now online – can be found at the bottom of the Agency Management Page or Athlete Page under “Become and Athlete” link
Application for Participation Form (medical)
Unified Sports® Partner Form
Down Syndrome Special Exam Form
Blank forms can be emailed too – contact Samantha VeDepo, Athlete Records manager, at [email_address] .
Completed forms MUST STILL BE MAILED TO THE PROGRAM OFFICE!
A Few Medical Reminders
Medicals need to be renewed every three years from the date of either:
The date of the physical exam (DOE)
The date of the doctor’s signature
If there is a DOE listed, the expiration date is ALWAYS three years from that date, NOT the date the doctor signed the form
Social Security Numbers are NOT required on medical forms
If an athlete needs a new medical form but their insurance/MA does not allow for another physical, the athlete can have the doctor write the date of the last physical exam on the form.
Medical Form Mishaps
Medicals will not be processed for the following reasons:
The medical is not a Special Olympics Wisconsin medical
Athlete name/Agency Name or Number is missing
The medical is faxed to our office – faxed copies of medicals mailed to our office ARE acceptable
Signature under Health History section is missing – this is the most common error!
Physical Exam section is blank – we cannot process forms that have physical notes attached
The healthcare provider’s signature is missing (stamps are acceptable)
The healthcare provider signature date and/or DOE is missing
Restrictions/Healthcare provider comments are unclear
The medical was signed by a R.N., L.P.N., or D.C.
There is no Release form attached or in the database
Those Confusing Release Forms…
Release forms only need to be completed once unless there is a change in guardianship
Must be completed if the athlete is an adult AND their own guardian
Must be completed if the athlete is either:
An adult but NOT their own guardian
Release forms will not be processed if:
The adult athlete’s signature is missing if they are their own guardian
The witness line is incorrectly completed/left blank
An athlete cannot be their own witness – this section is commonly (mistakenly) completed by the athlete
Any section is crossed out/altered with exception to the Healthy Athletes section
There is no medical form for the athlete attached or on file
The signature of the parent/guardian is missing if the athlete is a minor/not their own guardian
Down Syndrome Special Exam Forms
Any Down Syndrome athlete who wishes to compete in the following sports MUST have a Down Syndrome Special Exam form on file:
Alpine skiing, soccer skills and team, artistic gymnastics, powerlifting, snowboarding, diving start, butterfly stroke, squat lift, high jump and pentathlon
If the healthcare provider completes the Down Syndrome section on the medical form, even in error, and there is no Down Syndrome Special Exam form attached or on file, the athlete will be assumed to have Down Syndrome, be restricted from the above sports and the comment “NEED SPECIAL EXAM FORM COMPLETED” will be added to their file
If we have a note from the healthcare provider on file indicating the athlete does not have Down Syndrome, and the Down Syndrome section is completed in error, they will not be restricted from any of the above sports
If the athlete isn’t participating in the above sports and their file indicates they need a Special Exam Form, they don’t have to complete one.
We cannot assume the comment “N/A” means that the athlete does not have Down Syndrome.
Methods used to prevent the Down Syndrome section being completed in error:
Note written on side of Down Syndrome section of medical
Strip of paper covering section with a reminder to healthcare provider to complete only if athlete has Down Syndrome
What else you should know about Down Syndrome Restrictions
If an athlete’s previous medical indicated they have Down Syndrome, and the Down Syndrome section on their new medical is blank, THEY ARE STILL PRESUMED TO HAVE DOWN SYNDROME
If an athlete’s previous medical did not indicate Down Syndrome, and the Down Syndrome section on their new medical has been completed (even in error), THEY ARE NOW PRESUMED TO HAVE DOWN SYNDROME
Lifting medical restrictions/clarifying if an athlete does not have Down Syndrome does NOT have to be completed by the medical deadline date
Restrictions/clarifications MUST, however, be done prior to area competition
Notes from healthcare providers CAN be faxed to the Program Office
The Fab Five Medical Deadlines
October 1 (Fall Sports Season) – Bowling & Volleyball
December 1 (Winter Games Season)– Skiing, Skating, Snowshoeing & Snowboarding
February 1 (Indoor Sports Season) – Basketball & Gymnastics
April 1 (Summer Games Season) – Aquatics, Athletics, Soccer & Powerlifting
July 1 (Outdoor Sports Season) – Softball, Tee Ball, Tennis, Golf & Bocce
An athlete’s medical must remain valid through the LAST DAY OF STATE COMPETITION FOR THAT SEASON
Get those medicals in EARLY!
Per insurance coverage guidelines, SOI policy states an athlete’s medical must be received and approved BEFORE STARTING PRACTICE.
Medicals/Release Forms MUST be postmarked by the medical deadline date for the season the athlete is participating in
Medical restrictions do NOT have to be lifted by the medical deadline date
They MUST, however, be lifted prior to area competition
Healthcare provider notes CAN be faxed to the Program Office
Missing Medical Deadlines
Once the forms are received by our office they may practice for the rest of that sports season but not compete
If current medical expires after district, but prior to regional and/or state – the athlete may compete in district only
If current medical expires after regional, but prior to state – the athlete may compete in regional (and district if applicable) but NOT STATE
Late medical/Release forms
Processed after eligible, competing athletes have been divisioned and advanced to State
This may be up to a month after the medical deadline
Questions on whether a medical/Release form has been received? Call or email Samantha
October 1, 2010 Deadline
Forms MUST be mailed to the new Program Office address as of September 1, 2010
There will be a delay in processing forms mailed to the old address and need to be rerouted by the USPS
If the medical is mailed to the old address, postmarked by October 1 st but is rerouted and therefore received by the new office close to the district competition date, the sports director may not allow the athlete to compete.
Reminder - parents/guardians and athletes can view their own Medical Expiration Date online from the Athlete Page
The athlete’s DOB must be entered MM/DD/YYYY
Forms can be folded when mailing to the Program Office to save on postage
Updated rosters are mailed to agencies every two weeks if the agency has had any changes during that time including:
Athletes that have transferred to the agency
Athletes that have been removed from their rosters
Survey results – what you said!!
Release Form – available in letter size?
Can be printed off website in letter-size form
Athlete roster should be put in medical expiration date order, not alphabetical order
We can mail an excel spreadsheet one month prior to deadline listing all athletes in medical expiration date order – would that help?