Athlete Medical Athlete Medical RecordsRecords

Special Olympics Special Olympics WisconsinWisconsinFall Agency MeetingsFall Agency Meetings

20102010

What’s New for 2010 - What’s New for 2010 - 2011?2011?

New Program Office AddressNew Program Office Address 2310 Crossroads Dr., Ste. 1000, Madison, WI 537182310 Crossroads Dr., Ste. 1000, Madison, WI 53718

Blank forms are now online – can be found at the Blank forms are now online – can be found at the bottom of the Agency Management Page or Athlete bottom of the Agency Management Page or Athlete Page under “Become and Athlete” linkPage under “Become and Athlete” link Application for Participation Form (medical)Application for Participation Form (medical) Release FormRelease Form Unified Sports® Partner FormUnified Sports® Partner Form Down Syndrome Special Exam FormDown Syndrome Special Exam Form

Blank forms can be emailed too – contact Samantha Blank forms can be emailed too – contact Samantha VeDepo, Athlete Records manager, at VeDepo, Athlete Records manager, at svedepo@specialolympicswisconsin.org. .

Completed forms MUST STILL BE MAILED TO Completed forms MUST STILL BE MAILED TO THE PROGRAM OFFICE! THE PROGRAM OFFICE!

A Few Medical A Few Medical RemindersReminders

Medicals need to be renewed every three years from Medicals need to be renewed every three years from the date of either:the date of either: The date of the physical exam (DOE)The date of the physical exam (DOE) The date of the doctor’s signatureThe date of the doctor’s signature

If there is a DOE listed, the expiration date is ALWAYS If there is a DOE listed, the expiration date is ALWAYS three years from that date, NOT the date the doctor signed three years from that date, NOT the date the doctor signed the formthe form

Social Security Numbers are NOT required on medical Social Security Numbers are NOT required on medical formsforms

If an athlete needs a new medical form but their If an athlete needs a new medical form but their insurance/MA does not allow for another physical, the insurance/MA does not allow for another physical, the athlete can have the doctor write the date of the last athlete can have the doctor write the date of the last physical exam on the form.physical exam on the form.

Medical Form MishapsMedical Form Mishaps Medicals will not be processed for the following reasons:Medicals will not be processed for the following reasons:

The medical is not a Special Olympics Wisconsin medicalThe medical is not a Special Olympics Wisconsin medical Athlete name/Agency Name or Number is missingAthlete name/Agency Name or Number is missing The medical is faxed to our office – faxed copies of medicals The medical is faxed to our office – faxed copies of medicals

mailed to our office mailed to our office AREARE acceptable acceptable

Signature under Health History section is missing – Signature under Health History section is missing – this is this is the most common error!the most common error!

Physical Exam section is blank – we cannot process forms that Physical Exam section is blank – we cannot process forms that have physical notes attachedhave physical notes attached

The healthcare provider’s signature is missing (stamps are The healthcare provider’s signature is missing (stamps are acceptable)acceptable)

The healthcare provider signature date and/or DOE is missingThe healthcare provider signature date and/or DOE is missing Restrictions/Healthcare provider comments are unclearRestrictions/Healthcare provider comments are unclear The medical was signed by a R.N., L.P.N., or D.C.The medical was signed by a R.N., L.P.N., or D.C. There is no Release form attached or in the databaseThere is no Release form attached or in the database

Those Confusing Release Those Confusing Release Forms… Forms…

Release forms only need to be completed once unless there is a Release forms only need to be completed once unless there is a change in guardianshipchange in guardianship

Top portionTop portion Must be completed if the athlete is an adult AND their own guardianMust be completed if the athlete is an adult AND their own guardian

Bottom portionBottom portion Must be completed if the athlete is either:Must be completed if the athlete is either:

A minorA minor An adult but NOT their own guardianAn adult but NOT their own guardian

Release forms will not be processed if:Release forms will not be processed if: The adult athlete’s signature is missing if they are their own guardianThe adult athlete’s signature is missing if they are their own guardian The witness line is incorrectly completed/left blankThe witness line is incorrectly completed/left blank

An athlete cannot be their own witness – this section is commonly An athlete cannot be their own witness – this section is commonly (mistakenly) completed by the athlete(mistakenly) completed by the athlete

Any section is crossed out/altered with exception to the Healthy Athletes Any section is crossed out/altered with exception to the Healthy Athletes sectionsection

There is no medical form for the athlete attached or on fileThere 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 The signature of the parent/guardian is missing if the athlete is a minor/not

their own guardiantheir own guardian

Down Syndrome Special Down Syndrome Special Exam FormsExam Forms

Any Down Syndrome athlete who wishes to compete in the following Any Down Syndrome athlete who wishes to compete in the following sports MUST have a Down Syndrome Special Exam form on file:sports MUST have a Down Syndrome Special Exam form on file:

Alpine skiing, soccer skills and team, artistic gymnastics, powerlifting, Alpine skiing, soccer skills and team, artistic gymnastics, powerlifting, snowboarding, diving start, butterfly stroke, squat lift, high jump and snowboarding, diving start, butterfly stroke, squat lift, high jump and pentathlonpentathlon

If the healthcare provider completes the Down Syndrome section on the If the healthcare provider completes the Down Syndrome section on the medical form, even in error, and there is no Down Syndrome Special 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 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 Syndrome, be restricted from the above sports and the comment “NEED SPECIAL EXAM FORM COMPLETED” will be added to their fileSPECIAL EXAM FORM COMPLETED” will be added to their file

If we have a note from the healthcare provider on file indicating the athlete 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 does not have Down Syndrome, and the Down Syndrome section is completed in error, they will not be restricted from any of the above sportsin 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 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.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 We cannot assume the comment “N/A” means that the athlete does not have Down Syndrome. have Down Syndrome.

Methods used to prevent the Down Syndrome section being completed in Methods used to prevent the Down Syndrome section being completed in error:error:

Note written on side of Down Syndrome section of medicalNote written on side of Down Syndrome section of medical Strip of paper covering section with a reminder to healthcare provider to Strip of paper covering section with a reminder to healthcare provider to

complete only if athlete has Down Syndromecomplete only if athlete has Down Syndrome

What else you should know What else you should know about Down Syndrome about Down Syndrome

RestrictionsRestrictions If an athlete’s previous medical indicated they have Down If an athlete’s previous medical indicated they have Down

Syndrome, and the Down Syndrome section on their new Syndrome, and the Down Syndrome section on their new medical is blank, THEY ARE STILL PRESUMED TO HAVE medical is blank, THEY ARE STILL PRESUMED TO HAVE DOWN SYNDROMEDOWN SYNDROME

If an athlete’s previous medical did not indicate Down If an athlete’s previous medical did not indicate Down Syndrome, and the Down Syndrome section on their new Syndrome, and the Down Syndrome section on their new medical has been completed (even in error), THEY ARE medical has been completed (even in error), THEY ARE NOW PRESUMED TO HAVE DOWN SYNDROMENOW PRESUMED TO HAVE DOWN SYNDROME

Lifting medical restrictions/clarifying if an athlete does not Lifting medical restrictions/clarifying if an athlete does not have Down Syndrome does NOT have to be completed by have Down Syndrome does NOT have to be completed by the medical deadline datethe medical deadline date

Restrictions/clarifications MUST, however, be done prior to area Restrictions/clarifications MUST, however, be done prior to area competitioncompetition

Notes from healthcare providers CAN be faxed to the Program Notes from healthcare providers CAN be faxed to the Program OfficeOffice

The Fab Five Medical The Fab Five Medical DeadlinesDeadlines

October 1 (Fall Sports Season) – Bowling & VolleyballOctober 1 (Fall Sports Season) – Bowling & Volleyball December 1 (Winter Games Season)– Skiing, Skating, Snowshoeing & December 1 (Winter Games Season)– Skiing, Skating, Snowshoeing &

SnowboardingSnowboarding February 1 (Indoor Sports Season) – Basketball & GymnasticsFebruary 1 (Indoor Sports Season) – Basketball & Gymnastics April 1 (Summer Games Season) – Aquatics, Athletics, Soccer & April 1 (Summer Games Season) – Aquatics, Athletics, Soccer &

PowerliftingPowerlifting July 1 (Outdoor Sports Season) – Softball, Tee Ball, Tennis, Golf & BocceJuly 1 (Outdoor Sports Season) – Softball, Tee Ball, Tennis, Golf & Bocce An athlete’s medical must remain valid through the An athlete’s medical must remain valid through the LAST DAY OF LAST DAY OF

STATE COMPETITION FOR THAT SEASONSTATE COMPETITION FOR THAT SEASON Get those medicals in EARLY!Get those medicals in EARLY!

Per insurance coverage guidelines, SOI policy states an athlete’s medical must Per insurance coverage guidelines, SOI policy states an athlete’s medical must be received and approved BEFORE STARTING PRACTICE.be received and approved BEFORE STARTING PRACTICE.

Medicals/Release Forms MUST be postmarked by the medical deadline Medicals/Release Forms MUST be postmarked by the medical deadline date for the season the athlete is participating indate for the season the athlete is participating in

Medical restrictions do NOT have to be lifted by the medical deadline Medical restrictions do NOT have to be lifted by the medical deadline datedate

They MUST, however, be lifted prior to area competitionThey MUST, however, be lifted prior to area competition Healthcare provider notes CAN be faxed to the Program OfficeHealthcare provider notes CAN be faxed to the Program Office

Missing Medical Missing Medical DeadlinesDeadlines

New AthletesNew Athletes Once the forms are received by our office they may practice for the Once the forms are received by our office they may practice for the

rest of that sports season but not competerest of that sports season but not compete Returning AthletesReturning Athletes

If current medical expires after district, but prior to regional and/or If current medical expires after district, but prior to regional and/or state state – the athlete may compete in district only– the athlete may compete in district only

If current medical expires after regional, but prior to state If current medical expires after regional, but prior to state – the – the athlete may compete in regional (and district athlete may compete in regional (and district if applicable) but NOT STATEif applicable) but NOT STATE

Late medical/Release formsLate medical/Release forms Processed after eligible, competing athletes have been divisioned Processed after eligible, competing athletes have been divisioned

and advanced to Stateand advanced to State This may be up to a month after the medical deadlineThis may be up to a month after the medical deadline

Questions on whether a medical/Release form has been received? Call Questions on whether a medical/Release form has been received? Call or email Samanthaor email Samantha

October 1, 2010 DeadlineOctober 1, 2010 Deadline Forms MUST be mailed to the new Program Forms MUST be mailed to the new Program

Office address as of September 1, 2010Office address as of September 1, 2010 There will be a delay in processing forms mailed to the old There will be a delay in processing forms mailed to the old

address and need to be rerouted by the USPSaddress and need to be rerouted by the USPS New AthletesNew Athletes If the medical is mailed to the old address, postmarked by If the medical is mailed to the old address, postmarked by

October 1October 1stst but is rerouted and therefore received by the but is rerouted and therefore received by the new office close to the district competition date, the sports new office close to the district competition date, the sports director may not allow the athlete to compete.director may not allow the athlete to compete.

PotpourriPotpourri

Reminder - parents/guardians and athletes can Reminder - parents/guardians and athletes can view their own Medical Expiration Date online view their own Medical Expiration Date online from the Athlete Pagefrom the Athlete Page The athlete’s DOB must be entered MM/DD/YYYYThe athlete’s DOB must be entered MM/DD/YYYY

Forms can be folded when mailing to the Forms can be folded when mailing to the Program Office to save on postageProgram Office to save on postage

Updated rosters are mailed to agencies every Updated rosters are mailed to agencies every two weeks if the agency has had any changes two weeks if the agency has had any changes during that time including:during that time including: New athletesNew athletes Athletes that have transferred to the agencyAthletes that have transferred to the agency Athletes that have been removed from their rostersAthletes that have been removed from their rosters

FeedbackFeedback Survey results – what you said!!Survey results – what you said!!

Release Form – available in letter size?Release Form – available in letter size? Can be printed off website in letter-size formCan be printed off website in letter-size form

Athlete roster should be put in medical expiration date Athlete roster should be put in medical expiration date order, not alphabetical orderorder, not alphabetical order

We can mail an excel spreadsheet one month prior to deadline We can mail an excel spreadsheet one month prior to deadline listing all athletes in medical expiration date order – would that listing all athletes in medical expiration date order – would that help?help?

Mail rosters less oftenMail rosters less often Send every 3 weeks as opposed to every 2 weeks?Send every 3 weeks as opposed to every 2 weeks?

QuestionsQuestions