Athlete medical records powerpoint 2016 2017

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Athlete Medical RecordsProgram Year 2016-2017

What’s New for 2016-2017?

A new Athlete Medical Form and Release Form effective

January 1, 2017The previously used Application for Participation

in Special Olympics form and Official Special Olympics Release Form will no longer be

accepted as of January 1, 2017.

2 / Special Olympics

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 Athlete/Participant Release Form as of January 1, 2017.

• Athletes with an Application for Participation in Special Olympics form already on file - if/when they choose to renew their medical information, they must use the new Athlete Medical Form as of January 1, 2017.


Also New for 2016-2017…

A current WIAA physical form will be accepted in lieu of the Athlete Medical Form.

The Athletes with Down Syndrome Special Examination form will no longer be used. It is being replaced by the AAI Special Release Form.

The new Athlete Medical Form will be available in Spanish. Other languages and translation of Athlete/Participant Release Form are in progress.

The Emergency Medical Care Refusal Form will need to be completed for athletes who deny emergency medical care and/or blood transfusions.


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.


Athlete Medical Form Errors

Athlete medicals will not be processed for the following reasons:

• There is no Athlete/Participant Release Form attached (new athletes only, as of January 1, 2017)

• The athlete medical is not the new Athlete Medical Form or a current WIAA physical form (as of January 1, 2017)

• 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


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.7 / Special Olympics

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.


Athletes with Down Syndrome – Medical RestrictionsIf 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) or the AAI Special Release 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.9 / Special Olympics

The Athlete/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 Athlete/Participant Release Form. However, they must complete a Housing addendum if their Official Special Olympics Release Form on file is the version prior to August 2013 printing (see slide on Housing Addendums).


Athlete/Participant Release Form Errors

Athlete/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


The AAI Special Release Form

This form should be completed if symptoms of spinal cord compression or Atlanto-axial instability are noted in the Physical Exam section of the Athlete Medical Form and a doctor provides clearance for participation following a neurological evaluation.

If an athlete is restricted from participation due to symptoms of spinal cord compression or Atlanto-axial instability, they must submit the AAI Special Release Form one week after the event entry deadline.12 / Special Olympics

The Emergency Medical Care Refusal Form

If refusal for emergency medical care and/or blood transfusions is noted on either the Athlete Medical Form and/or Athlete/Participant Release Form, then the athlete will be restricted from all practices and competitions until the Emergency Medical Care Refusal (EMCR) Form is received by SOWI.

ALL guidelines on the EMCR Form must be followed. Please make the athlete and/or their parent/guardians aware of the guidelines if they submit an EMCR Form.


More on the EMCR Form

If an athlete is restricted from participation in an event due to a lack of the EMCR Form on file, they must either submit the form one week after the event entry deadline or submit documentation for consent of emergency medical care and/or blood transfusions.

Wisconsin law only allows refusal of emergency medical care in a life threatening situation if a DNR or Advanced Directive is presented. However, SOWI still requires an EMCR Form on file.


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. 15 / Special Olympics

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 FootballOctober 1 (Fall Sports Season) – Bowling &

VolleyballDecember 1 (Winter Games Season)– Alpine

Skiing, Cross Country Skiing, Snowshoeing & Snowboarding


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 competitions for that season.


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.


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.


Some Reminders…

Athlete medical 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 or emailed to the Headquarters Office.

An athlete’s medical must remain valid through the LAST DAY OF STATE COMPETITION for that sports season.


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.21 / Special Olympics

Agency Management Portal

Don’t forget to utilize your agency management portal on the website when it comes to athlete medical information!

Athlete Medical Search- View your agency’s entire roster, which is updated every Friday afternoon

Agency Management – Tools and Resources- Download and print athlete medical and release forms

Agency Management – Best Practices- This PowerPoint and sample letters


Potpourri

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 [email protected]


Health & Medicine

Athlete medical records powerpoint 2016 2017