Sports Medicine Policies and Procedures

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1 Sports Medicine Policies and Procedures The Sports Medicine Department's mission is to work toward the prevention of athletic injuries, to care for those injuries that do occur, and to work towards complete rehabilitation of any injury so that the student-athlete may return to participation as safely and quickly as possible. These goals will best be accomplished through communication and cooperation among the student-athletes, their families, the coaching staff, and the athletic training staff. Athletic Training Room Staff Philadelphia University has two National Athletic Training Association certified, Pennsylvania State licensed; athletic trainers on staff. The athletic trainer is responsible for the coordination of the medical needs for all varsity sports. This includes preparticipation physicals, evaluation and treatment of on-field injuries, injury rehabilitation, injury prevention education, and coordination of insurance coverage. The athletic training staff may also include interns and student assistants who are under the direct supervision of the head athletic trainer. The athletic trainers are all certified in CPR and assist in providing medical coverage for athletic practices and games. The sports medicine staff also includes the medical doctors who are treating the athletes. Philadelphia University is affiliated with Temple University Sports Medicine and our staff is supervised by an orthopedic surgeon who helps coordinate the sports medicine care of our student-athletes. We also use the services of the health clinic on campus and area specialists such as Delaware County Foot and Ankle Center and Drexel University Family Practice. We also will coordinate care with the student-athlete's family doctor whenever necessary. Athletic Training Room Philadelphia University athletic training room is located in Hughes Gym. It is fully equipped as a therapy center with modalities such as hydrocollators, electrical stimulation, ultrasound, JOBST cryocompression therapy, NK table, and whirlpools. There is an adjacent weight room and a full size gymnasium. When the new Athletics and Recreation Center is opened; the athletic training facility will be located in the old Althouse Hall section of the building. Athletic Training Room Hours Athletic Training room hours and treatment times will be established and posted on the training room door. These hours will be adjusted as the seasons change and will reflect the needs of the individual sports in season. Individual treatments will be scheduled on an as needed basis and student-athletes are expected to adhere to these scheduled times. No one is permitted to use the athletic training room facilities except under the direct supervision of a member of the sports medicine staff. Student-Athlete's Records Protected Health Information (PHI) is information about you, including that information about where you live, that can reasonably be used to identify you and that relates to your

2 past, present or future physical or mental health or condition, the provision of health care to you or the payment for that care. We protect your privacy by: Limiting who may see your PHI; Limiting how we may use or disclose your PHI; Informing you of our legal duties with respect to your PHI; Explaining our privacy policies; Adhering to the policies currently in effect. How we may use and disclose your Protected Health Information (PHI) In order to administer our sports medicine programs effectively, we will use and disclose PHI for certain of our activities, including notification of injuries to our athletic injury insurance carrier and your team coaching staff. Medical issues that are unrelated to athletic participation are not communicated without your consent. In the event of an injury, the athlete will be asked to complete an injury notification form. This form is mailed to the University s insurance carrier. In addition, the form is copied and sent with the athlete to the medical provider and a copy is kept for our medical records. The purpose of this form is to enable our insurance carrier to effectively review claims subsequent to your primary health insurance carrier s payment. PHI is also compiled in a catalog for each team. This catalog is given to the head coach of each intercollegiate team and is used solely for the purpose of team travel safety. In the event of an injury to a student-athlete on a road trip, the coach would have the ability to share PHI with a medical provider and contact family members who are identified as emergency contacts. Athletic Injury Procedures 1. When injury care is requested, please have confidence in the staff and the method of care the athletic trainer chooses to use. 2. When a treatment regimen is suggested, the student-athlete is expected to cooperate in carrying it out. If a student-athlete fails to follow prescribed procedures this information will be forwarded to the coach. 3. Confidentially concerning a student-athlete's injury or illness will be maintained. 4. Daily progress reports and weekly summaries may be sent, on request, to the head coach or to someone designated by him/her to receive such information. Such reports will include recommendations on when the athlete may resume activity. 5. The team physician is the FINAL AUTHORITY concerning when a student-athlete should be removed from participation for medical reasons, and when that student-athlete may return to full or partial participation. On occasion, a family physician may make the determination on whether an athlete may resume participation; your family physician

3 must send a letter to our team physician and the Head Athletic Trainer to document this decision. The team physician may overrule your family physician s decision. 6. Treatment for an injury will be scheduled by the staff or student assistant. All studentathletes with injuries will be expected to report at the designated time. "No shows" will not be tolerated. Some rehabilitation will be set up as home programs; the athlete is expected to follow through with all prescribed therapeutic exercise programs. Failure to comply will slow the healing process and delay the athletes return to full activity. Coaches will be informed of rehabilitation absences and non-compliance. 7. Treatments are to be continued until the medical staff decides they are no longer needed. DO NOT stop receiving treatments just because it "feels better". 8. Doctor appointments for an injury or illness must be made through a staff athletic trainer. If this procedure is not followed and the student-athlete seeks medical attention on their own, the student-athlete will be financially responsible for any and all cost. 9. Emergency treatment for an athletic injury will be channeled through a staff athletic trainer. If emergency room treatment is needed, the staff athletic trainer will notify the team physician and the local hospital. The student-athlete will then be transported to the hospital by someone from the athletic training staff. If an ambulance is needed for transport to the hospital arrangements will be made by the staff athletic trainer or coach. 10. On occasion injuries will occur on road trips. The head athletic trainer cannot travel to all road contests and student assistants may accompany the team. The home team's certified athletic trainer will assume medical responsibility and make the final determination as to continued play and/or medical care. When possible the athlete will be treated so that they may return home for medical care. This will not be possible on occasion and medical assistance through the host school will be sought. Minors will not be treated in emergency rooms beyond immediate necessary treatment without a parent's or guardian's permission. Pre-participation Physical Examinations 1. All student-athletes at Philadelphia University must complete a physical examination by the team physician or their own family physician prior to participation in any practice, workout, or event. Forms will be provided to the student if they elect to have their family physician do the screening. The university will not reimburse the student if they elect to go to their own physician. 2. The required freshman physical is acceptable for that year only. These physicals will be scheduled in August for returning fall sport athletes and in September for Winter/Spring sport athletes. A screening will be scheduled in February for additional spring sport athletes. 3. The walk-on student-athlete must report to the sports medicine office for their physical examination forms. The student-athlete will then obtain a physical examination at his or her own expense. This can be scheduled through the University health services at a minimal cost.

4 4. All student-athletes will be expected to fill out a "Medical History" form (as freshman) or "Returning Athlete Medical Update" (sophomore-senior) and return it to the head athletic trainer prior to the beginning of their season. These forms will be mailed to the student-athletes during the summer and self-addressed stamped envelopes are provided for their return. Prompt completion of these forms is appreciated. Medical Expenses and Insurance 1. Insurance information is mandatory from the student-athlete or their parents. This information must be submitted to the head athletic trainer before the student-athlete s scholarship will be validated. All information requested is necessary to complete our athletic insurance forms. 2. Family insurance is the primary source of payment for all medical expenses. Philadelphia University carries a secondary athletic insurance policy, at no charge, on every varsity athlete. If the family s insurance coverage terminates during an academic term, the coverage of our athletic insurance company will become primary. If you do not have primary medical insurance the University will automatically enroll you in the Student Injury and Sickness Insurance Plan on the first Friday after classes begin in the fall. The charge for this insurance will be applied to your bill. Families are encouraged to carry a primary insurance; the secondary policy will only cover charges that are considered 'usual and customary'. Typically there are balances that will become the family's responsibility if primary insurance does not cover the excess. 3. Initially, all medical bills are submitted to the athlete's primary insurance company. If a balance remains after primary insurance has reviewed the claim, then the balance is submitted (along with the primary insurance company's explanation of benefits form) to the secondary carrier. Any balance after this is the student-athlete or his/her family's responsibility. The university maintains a $ deductible on their secondary policy. If the primary insurance pays a minimum of $ on any claim, this deductible is met. If the primary does not pay all or part of this $ then the university will accept responsibility for up to the $ deductible. This deductible will be paid or reimbursed after all insurance claims and payments have been completed. As you can see several steps may be necessary for complete payment of some claims. The head athletic trainer is the University s representative in coordinating the payment of medical claims. Cooperation between the student-athlete's family, insurance company, and the athletic trainer is necessary for complete payment of athletic injury claims. 4. Student-athletes with HMO coverage must use their plan's covered services whenever possible. A referral is necessary to see the school orthopedist. In most cases a visit to your primary care physician must precede an orthopedic referral. X-rays or other testing that is prescribed must be referred to the student-athlete's HMO primary physician. The Philadelphia University secondary insurance can be used for some items that HMOs may

5 not cover, but denials from the HMO company itself must be received before claims can be submitted to the secondary carrier. 5. The secondary athletic insurance policy only applies to injuries incurred during supervised games, practices, and/or conditioning sessions that are scheduled by the team's coaching staff. This policy doesn't cover: a. Injuries that occur during intramural competitions, 'pick-up' games, or non-sport accidents. b. Pre-existing conditions, even those that have occurred since your university career has started if it was not a school related athletic injury. c. Dental injuries are only covered if there is damage to a healthy, sound tooth or teeth. Our dental coverage has a $ per tooth maximum benefit. 6. The athletic training department maintains a supply of dispensable medical goods (e.g. tape, Band-Aids, pads, ace wraps, etc...) these are for the prevention and treatment of athletic injuries throughout the entire academic year. We don't supply neoprene sleeves or braces due to cost considerations; however we can order them for individuals at reduced prices through our suppliers. Braces that are prescribed by physicians are ordered through a third party provider and the bills are submitted through your insurance. Medical facilities Health Services. Philadelphia University has a Student Health Center located on the lower level of Scholler Hall. It is staffed by nurse practitioners. Walk In Hours are Monday-Friday from 9:30am to 12:30. Appointments are available until 4:30. Medical care and some preventative services are available. Students are responsible for the cost of prescriptions, medical tests, and specialty care. Hospitals. Philadelphia University is close to Roxborough Hospital and Temple University Hospital. Philadelphia University security will transport any student to Roxborough Hospital, at no charge, for emergency care. Occupational Safety and Health Administration (OSHA) 1. Occupational Safety and Health Administration has mandated health standards and guidelines under which the athletic training rooms must comply. Rules and regulations must be followed by the staff and student trainers. Your cooperation in such matters will be greatly appreciated. 2. There are no known cases of HIV or AIDS being transmitted through athletics at this time. However, report all open wounds, scratches, abrasions, etc. to the head athletic trainer or student assistants immediately for first aid care. 3. The NCAA has specific rules in all sports governing the treatment of open wounds during athletic events; the athletic training staff must treat all wounds in accordance with

6 these rules. This may include removal from the game until bleeding has been controlled and the wound dressed and the uniform cleaned properly or replaced. Athletic Training Room Rules 1. All injuries should be reported immediately. It is very difficult to care for an injury without knowledge of its existence. 2. Everyone must sign-in prior to any treatment. 3. Everyone must have a pre-participation sport screening physical prior to competing/practicing in an intercollegiate sport. There are no exceptions to this rule. 4. Student-athletes will be treated and/or taped in the order in which they come into the athletic training room. During busy periods athletes should allow sufficient time for their treatment based upon all of the teams being treated during that season. Team coaches don't accept daily treatments as excuse for lateness to practices or games. 5. Acute injuries will be treated based upon their severity according to the rules of medical triage. 6. No one is permitted in the athletic training room except (a) while receiving injury care, or (b) by request of a member of the sports medicine staff. If a trainer asks a studentathlete to wait outside the athletic training room, the student-athlete is expected to cooperate since crowded conditions simply slow down the work process. 7. No training items (tape, wraps, scissors, etc.) or rehabilitation equipment should be taken from the athletic training room without the consent of a member of the sports medicine staff. 8. No "horseplay" or other forms of disruptive behavior will be allowed in the athletic training room. 9. No nudity or dressing is allowed; the Philadelphia University training rooms are co-ed, appropriate clothing must be worn at all times. No spikes or cleated shoes are allowed inside the athletic training room. 10. The telephone in the athletic training room is for STAFF USE ONLY.

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