Athlete Medical Athlete Medical RecordsRecords

Special Olympics Special Olympics WisconsinWisconsin

2014-20152014-2015

Key Points for 2014-Key Points for 2014-20152015

Special Olympics, Inc. Housing policy added in 2013Special Olympics, Inc. Housing policy added in 2013 Every athlete with a Release form on file signed before the 2013 version will Every athlete with a Release form on file signed before the 2013 version will

need to have an addendum signed and on file in the Headquarters Office need to have an addendum signed and on file in the Headquarters Office indicating they are aware of the housing policy. Agencies will receive indicating they are aware of the housing policy. Agencies will receive addendums in the fall of 2014 and they will also be available online. A roster addendums in the fall of 2014 and they will also be available online. A roster listing every athlete still in need of the addendum will be mailed 6 weeks listing every athlete still in need of the addendum will be mailed 6 weeks prior to every medical deadline. prior to every medical deadline. NO athlete will be denied participation NO athlete will be denied participation if they do not have the addendum signed and on file. if they do not have the addendum signed and on file.

The Application for Participation (Medical) form, Official Special The Application for Participation (Medical) form, Official Special Olympics Release form (English version) and Special Exam Form Olympics Release form (English version) and Special Exam Form were revised to a new font in 2013. Many agencies may still have were revised to a new font in 2013. Many agencies may still have on hand the older version of these forms and it’s ok to use those on hand the older version of these forms and it’s ok to use those up. All forms can be found on the website at the bottom of the up. All forms can be found on the website at the bottom of the Agency Management Page or the Sports, Athletes and Health Page Agency Management Page or the Sports, Athletes and Health Page under “Become and Athlete” link. You can also request blank forms under “Become and Athlete” link. You can also request blank forms to be mailed by contacting Samantha Sotelo at the Headquarters to be mailed by contacting Samantha Sotelo at the Headquarters office.office.

The Unified Sports ® Partner Form is no longer required…The Unified Sports ® Partner Form is no longer required… ……HOWEVER, all Unified Sports® Partners are required to be a registered HOWEVER, all Unified Sports® Partners are required to be a registered

class A volunteer by the medical deadline date for the sport in which they class A volunteer by the medical deadline date for the sport in which they intend to participate. intend to participate.

A Few Medical A Few Medical RemindersReminders

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

Medicals need to be renewed every three years from the date Medicals need to be renewed every three years from the date of either: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 three years If there is a DOE listed, the expiration date is ALWAYS three years from that date, NOT the date the doctor signed the formfrom that date, NOT the date the doctor signed the form

Social Security Numbers are NOT required on medical forms – Social Security Numbers are NOT required on medical forms – if you have an old form please cross this section out.if you have an old form please cross this section out.

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

Medical Deadline DatesMedical Deadline Dates February 1 February 1 (Indoor Sports Season) – Basketball & Gymnastics(Indoor Sports Season) – Basketball & Gymnastics April 1 April 1 (Summer Games Season) – Aquatics, Athletics, Soccer & (Summer Games Season) – Aquatics, Athletics, Soccer &

PowerliftingPowerlifting June 1 June 1 (Outdoor Sports Season) – Softball/Teeball, Tennis, Golf & (Outdoor Sports Season) – Softball/Teeball, Tennis, Golf &

BocceBocce September 15 September 15 – Flag Football– Flag Football October 1 October 1 (Fall Sports Season) – Bowling & Volleyball(Fall Sports Season) – Bowling & Volleyball December 1 December 1 (Winter Games Season)– Skiing, Snowshoeing & (Winter Games Season)– Skiing, Snowshoeing &

SnowboardingSnowboarding Medicals/Release Forms MUST be postmarked by the medical Medicals/Release Forms MUST be postmarked by the medical

deadline date for the season/sport the athlete is participating indeadline date for the season/sport the athlete is participating in Medical restrictions do NOT have to be lifted by the medical Medical restrictions do NOT have to be lifted by the medical

deadline datedeadline date However, they MUST be lifted one week following the event entry However, they MUST be lifted one week following the event entry

deadlinedeadline Healthcare provider notes CAN be faxed to the Headquarters OfficeHealthcare provider notes CAN be faxed to the Headquarters Office

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 the Headquarters office – however, The medical is faxed to the Headquarters office – however, medicals that medicals that

have been faxed back and forth to a doctor’s office but are MAILED have been faxed back and forth to a doctor’s office but are MAILED to the Headquarters Officeto the Headquarters Office AREARE acceptableacceptable

Signature under Health History section is missing – Signature under Health History section is missing – this is the most this is the most common error, please double check this section before mailing!common error, please double check this section before mailing!

Physical Exam section is blank – we cannot process forms that have Physical Exam section is blank – we cannot process forms that have physical notes attached instead of this section being completed.physical notes attached instead of this section being completed.

The healthcare provider’s signature is missing (stamps are acceptable)The healthcare provider’s signature is missing (stamps are acceptable) The healthcare provider signature date and/or date of exam is missingThe healthcare provider signature date and/or date of exam 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 on file in the Headquarters officeThere is no Release form attached or on file in the Headquarters office

Those Confusing Release Those Confusing Release Forms Forms

Release forms only need to be completed once unless Release forms only need to be completed once unless there is a change in guardianshipthere is a change 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 (and mistakenly) completed by the athlete(and mistakenly) completed by the athlete

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

There is no medical form attached or on file in the Headquarters There is no medical form attached or on file in the Headquarters officeoffice

The signature of the parent/guardian is missing if the athlete is a The signature of the parent/guardian is missing if the athlete is a minor/not their own guardianminor/not their own guardian

Down Syndrome Exam Down Syndrome Exam FormsForms

Any Down Syndrome athlete who wishes to compete Any Down Syndrome athlete who wishes to compete in the following sports MUST have a Down Syndrome in the following sports MUST have a Down Syndrome Special Exam form on file:Special Exam form on file: Alpine skiing, soccer, artistic gymnastics, powerlifting, Alpine skiing, soccer, artistic gymnastics, powerlifting,

snowboarding, diving start, butterfly stroke and squat liftsnowboarding, diving start, butterfly stroke and squat lift

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

If the athlete isn’t participating in the above sports If the athlete isn’t participating in the above sports and their file indicates they need a Special Exam and their file indicates they need a Special Exam Form, they don’t have to complete one.Form, they don’t have to complete one.

Down Syndrome Down Syndrome RestrictionsRestrictions

If the Down Syndrome section is completed in error, yet there If the Down Syndrome section is completed in error, yet there is a note on file indicating the athlete does not have Down is a note on file indicating the athlete does not have Down Syndrome, they will not be restricted from any of the sports Syndrome, they will not be restricted from any of the sports previously listedpreviously listed

We cannot assume the comment “N/A” means that the We cannot assume the comment “N/A” means that the athlete does not have Down Syndrome. athlete does not have Down Syndrome.

Methods used to prevent the Down Syndrome section being Methods used to prevent the Down Syndrome section being completed in error (DO NOT CROSS OUT OR OTHERWISE completed in error (DO NOT CROSS OUT OR OTHERWISE ALTER SECTION YOURSELF):ALTER SECTION YOURSELF):

Note written to the left side of Down Syndrome section of medicalNote written to the left side of Down Syndrome section of medical Stapled strip of paper covering section with a reminder to healthcare provider Stapled strip of paper covering section with a reminder to healthcare provider

to complete only if athlete has Down Syndrometo complete only if athlete has Down Syndrome

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

Restrictions/clarifications MUST, however, be completed by the end of Restrictions/clarifications MUST, however, be completed by the end of business day one week following the event entry deadline datebusiness day one week following the event entry deadline date

Notes from healthcare providers CAN be faxed to the Headquarters officeNotes from healthcare providers CAN be faxed to the Headquarters office

Down Syndrome Exam Down Syndrome Exam Form Wrap-upForm Wrap-up

If an athlete’s previous medical indicated they have If an athlete’s previous medical indicated they have Down Syndrome, and the Down Syndrome section on Down Syndrome, and the Down Syndrome section on their new medical is blank, THEY ARE STILL PRESUMED their new medical is blank, THEY ARE STILL PRESUMED TO HAVE DOWN SYNDROMETO HAVE DOWN 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 Syndrome, and the Down Syndrome section on their new medical has been completed on a new medical new medical has been completed on a new medical (even in error), THEY ARE NOW PRESUMED TO HAVE (even in error), THEY ARE NOW PRESUMED TO HAVE DOWN SYNDROME unless there is previous DOWN SYNDROME unless there is previous information on file from a healthcare provider information on file from a healthcare provider indicating they do not have Down syndromeindicating they do not have Down syndrome

Missing Medical Missing Medical DeadlinesDeadlines

New AthletesNew Athletes Once the medical and Release forms are received by our office they Once the medical and Release forms are received by our office they

may practice for the rest of that sports season but not competemay practice for the rest of that sports season but not compete

Returning AthletesReturning Athletes If their current medical expires after district/regional competition If their current medical expires after district/regional competition

but prior to sectional competition but prior to sectional competition – the athlete may compete in – the athlete may compete in the district/regional event onlythe district/regional event only

If their current medical expires after sectional competition but prior If their current medical expires after sectional competition but prior to state competition to state competition – the athlete may compete in both – the athlete may compete in both district/regional and sectional events but CANNOT ADVANCE district/regional and sectional events but CANNOT ADVANCE TO STATETO 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 sectional and/or Stateand advanced to sectional and/or State This may be up to a month or more after the medical deadlineThis may be up to a month or more after the medical deadline

Questions on whether a medical/Release form has been Questions on whether a medical/Release form has been received? Call or email Samantha Sotelo at the Headquarters received? Call or email Samantha Sotelo at the Headquarters OfficeOffice

PotpourriPotpourri A roster listing every athlete whose medical will expire prior to the 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 last day of the next State Tournament is mailed 6 weeks prior to that Tournament’s medical deadline. For example, any athlete that Tournament’s medical deadline. For example, any athlete who expires prior to June 6, 2015, the last day of Summer Games who expires prior to June 6, 2015, the last day of Summer Games Tournament, will be listed on a roster mailed to you mid-February Tournament, will be listed on a roster mailed to you mid-February 2015, approximately 6 weeks before the April 1 deadline so that 2015, approximately 6 weeks before the April 1 deadline so that they can be notified they need a new medical if they are a they can be notified they need a new medical if they are a Summer Games season athlete.Summer Games season athlete.

If someone other than the Agency Manager is responsible for your If someone other than the Agency Manager is responsible for your athletes’ medicals, please let Samantha Sotelo at the athletes’ medicals, please let Samantha Sotelo at the Headquarters Office know and she can mail updated rosters Headquarters Office know and she can mail updated rosters and/or copies of medicals to themand/or copies of medicals to them

Updated rosters are mailed to agencies every 2-3 weeks if the Updated rosters are mailed to agencies every 2-3 weeks if the agency has had any changes during that time including:agency has had any changes 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 rosterAthletes that have been removed from their roster

Get those medicals in EARLY!Get those medicals in EARLY! Per insurance coverage guidelines, SOI policy states an athlete’s Per insurance coverage guidelines, SOI policy states an athlete’s

medical must be received and approved BEFORE STARTING PRACTICE.medical must be received and approved BEFORE STARTING PRACTICE. Questions? Samantha Sotelo, Athlete Records Manager, (608) Questions? Samantha Sotelo, Athlete Records Manager, (608)

442-5677 or ssotelo@specialolympicswisconsin.org442-5677 or ssotelo@specialolympicswisconsin.org