Athlete medical records powerpoint 2016 2017

1. Athlete Medical Records
Program Year 2016-2017
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2. What’s New for 2016-2017?
A new Athlete Medical Form and
Release Form effective
January 1, 2017
The previously used Application for Participation in
Special Olympics forms, Athletes with Down
Syndrome Special Examination forms and Official
Special Olympics Release Forms will no longer be
accepted as of January 1, 2017.
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3. New and Existing Athletes
• All previous forms can be used until December 31,
2016.
• New athletes must submit the new Athlete Medical
Form as well as the new Participant Release Form as
of January 1, 2017.
• Athletes with an Application for Participation in Special
Olympics form already on file will not be denied
participation on January 1, 2017. If/when they choose
to renew their medical information, they must use the
new Athlete Medical Form as of January 1, 2017.
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4. Also New for 2016-2017…
A current WIAA physical form will be accepted in lieu of
the Athlete Medical Form. The WIAA physical form is
good for three years from the date of the exam or date
of medical examiner’s signature.
The Athletes with Down Syndrome Special Examination
form will no longer be used. It is not being replaced by
any other kind of form.
The new Athlete Medical Form will be available in
Spanish. Other languages and translation of Participant
Release form are in progress.
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5. The New Athlete Medical Form
Will be accepted from another state program as long as
there have been no alterations made to the form by that
program.
Pages 1-2: Expanded health history section allows for a
more thorough and accurate description of athlete past
and current health information.
Page 3: Allows for a more thorough athlete examination
by a medical examiner.
Page 4: Should be completed if an athlete’s participation
is restricted and a follow-up exam is required.
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6. Athlete Medical Form Errors
Athlete medicals will not be processed for the following
reasons:
• There is no Participant Release Form attached (new
athletes only, as of January 1)
• The athlete medical is not the new Athlete Medical
Form or a current WIAA physical form (as of January 1)
• The form is faxed to the Headquarters office –
however, forms that have been faxed back and forth to
a doctor’s office but are MAILED to the Headquarters
Office ARE acceptable
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7. More Athlete Medical Form Errors
• Physical exam section is blank – we cannot process
forms that have notes attached instead of this section
being completed
• The medical examiner’s signature is missing
• The medical examiner’s signature date and/or date of
exam is missing
• Restrictions or medical examiner’s comments are
unclear
• The medical was not signed by an M.D., D.O., N.P. or
P.A.
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8. Athletes with Down Syndrome
From 2017-2020 any current athlete previously assumed
to have Down syndrome due to a medical examiner’s
notation error in the atlantoaxial instability section of
their Application for Participation in Special Olympics
form will have their restrictions lifted when the athlete
submits the new Athlete Medical Form and the new
form indicates no neurological symptoms or physical
findings that could be associated with atlantoaxial
instability.
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9. Athletes with Down Syndrome –
Medical Restrictions
If the medical examiner indicates the athlete has
neurological or physical findings that could be
associated with atlantoaxial instability, then the Medical
Referral Form (4th page of the new Athlete Medical
Form) must be submitted to allow the athlete to
participate in the following sports offered by Special
Olympics Wisconsin: alpine skiing, butterfly stroke,
diving start, football (soccer) team, football (soccer)
skills, gymnastics – artistic, powerlifting (squat lift only),
snowboarding.
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10. The Participant Release Form
Only needs to be completed once unless there is a
change in guardianship.
Athletes with a current Official Special Olympics Release
Form on file do NOT need to complete the new
Participant Release Form. However, they must
complete a Housing addendum if their release form on
file is the form prior to August 2013 printing (see slide
on Housing Addendums).
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11. Participant Release Form Errors
Participant Release Forms will not be processed if:
• Any section is crossed out/altered
• There is no athlete medical form attached or on file in
the Headquarters office
• The adult athlete’s signature is missing if they are their
own guardian
• The signature of the parent/guardian is missing if the
athlete is a minor/not their own guardian
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12. Housing Addendums
Every athlete with an Official Special Olympics Release
Form on file signed before the 2013 version will need to
have an addendum signed and on file in the
Headquarters Office indicating they or their
parents/guardians are aware of the SOWI housing
guidelines, which are outlined in the Agency Manager
Handbook. Housing addendums are available on the
Special Olympics Wisconsin website or by request.
A roster listing every athlete still in need of the addendum
will be mailed 6 weeks prior to every medical deadline.
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13. Medical Deadline Dates
February 1 (Indoor Sports Season) – Basketball &
Gymnastics
April 1 (Summer Games Season) – Aquatics, Athletics,
Soccer & Powerlifting
June 1 (Outdoor Sports Season) – Softball/Teeball,
Tennis, Golf & Bocce
September 15 – Flag Football
October 1 (Fall Sports Season) – Bowling & Volleyball
December 1 (Winter Games Season)– Alpine Skiing,
Cross Country Skiing, Snowshoeing & Snowboarding
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14. Missing Medical Deadlines – New
Athletes
Once the medical and Release forms are received by
our office they may practice for the rest of that sports
season but cannot compete in any tournaments for
that season.
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15. Missing Medical Deadlines –
Existing Athletes
If the athlete’s current medical expires after
district/regional competition but prior to sectional
competition, they may compete in the district/regional
event only.
If the athlete’s current medical expires after sectional
competition but prior to state competition, they may
compete in both district/regional and sectional events
but CANNOT ADVANCE TO STATE.
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16. Athlete Rosters
A roster listing every athlete whose medical will expire
prior to the last day of the next State Tournament is
mailed 6 weeks prior to that Tournament’s medical
deadline.
Updated rosters are mailed to agencies every 2-3 weeks
if the agency has had any changes during that time
including new athletes, athletes that have transferred to
the agency, athletes that have been removed or
transferred from the agency, a change in sports
restrictions for an athlete.
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17. Some Reminders…
Athlete medical forms and release forms MUST be
postmarked AND correctly completed by the medical
deadline for the sport the athlete is participating in.
Medical restrictions do NOT have to be lifted by the
medical deadline date. However, they MUST be lifted
one week following the event entry deadline.
Healthcare provider notes that lift athlete restrictions CAN
be faxed to the Headquarters Office.
An athlete’s medical must remain valid through the LAST
DAY OF STATE COMPETITION for that sports season.
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18. More Reminders…
Medicals need to be renewed every three years from the
date of either the date of the physical exam (DOE) or
the date of the medical examiner’s signature. If there is
a DOE listed, the expiration date is ALWAYS three
years from that date, NOT the date the medical
examiner signed the form.
If an athlete needs a new medical form but their
insurance/MA does not allow for another physical, the
athlete can have the healthcare provider write the date
of the last physical exam on the form.
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19. Final Reminders…
An athlete must be 8 years old by the medical deadline
date for the sport in which they are participating in order
to be eligible for that sports’ competitions.
If someone other than the Agency Manager is responsible
for your athletes’ medicals, please let the Headquarters
Office know and she can mail updated rosters and/or
copies of medicals to them. They MUST be a
registered class A volunteer!
Questions? Samantha Sotelo, Athlete Records Manager,
(608) 442-5677 or ssotelo@specialolympicswisconsin.org
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