University of Pikeville Sports Medicine Policy Guide
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University of Pikeville Sports Medicine Policy Guide
MISSION
The University of Pikeville Sports Medicine Department is committed to serving the
Intercollegiate Athletic Department by protecting the health and well-being of its student-athletes
as well as by providing a safe sport environment. The National Athletic Trainers Association’s
Policy Statements are used as a guide in establishing recommendations and procedures for
preventing and managing athletic related injuries at the University of Pikeville.
PHILOSOPHY
The University of Pikeville Sports Medicine Department is committed to providing a dynamic
based protocol for recovery that will focus on flexibility, strength, endurance and sport specific
based functional activities.
CERTIFIED ATHLETIC TRAINER
The Licensed/Certified Athletic Trainer (ATC) will act in accordance with the Kentucky Athletic
Trainers Ace and the BOC Standards of Professional Standards of the National Athletic Trainers
Association (NATA). Current ATC certification and licensure should be on file with the Head
ATC as well as CPR & AED certification.
SPORTS MEDICINE STAFF
Justin Brashear, MAT, ATC/L- Head Athletic Trainer
Erica Pitt, MBA, ATC/L- Assistant Athletic Trainer
Ray Tackett, ATC/L- Assistant Athletic Trainer
Lyndsie Short, MSEd, ATC- Assistant Athletic Trainer
TEAM PHYSICIANS
Jamie Varney, MD- Team Physician
Keith Hall, MD- Orthopedic Surgeon
Shane Hensley, DDS- Dentist
Chad Street, MD- Oral and Maxillofacial Surgeon
SUPPORT STAFF
University of Pikeville Kentucky College of Osteopathic Medicine
Contact: Peachue Farrington @ 218-5398
Sports Medicine Student Workers
Student Health Center
Tanya Edmonds, RN
Armington 201
Phone#: 205-1348
Open Monday-Friday 8:00- 4:30
Closed for lunch
1
STUDENT WORKER POLICY
Student workers are to be consulted only during their scheduled work hours. They are NOT
authorized to dispense medications, tape, or provide treatment while not under the supervision of
an ATC.
SPORTS MEDICINE DEPARTMENT HOURS OF OPERATION
Daily: M-Th 8:30am- 11:30am and 1:00- 3:00 (or end of practices that day)
Fri. 1:00- 3:00 (or end of practices that day)
Other times or weekends by appointment only with ATC
Practices: 1 hour prior to practice and 30 minutes after practice
Games: 2 hours prior to competition and 1 hour after competition
*Schedule subject to change due to athletic seasons. Change of hours will be posted on
Athletic Training Room (ATR) door.
ATHLETIC TRAINING ROOM RULES
1. No athlete may treat him/herself without permission of an ATC.
2. No athletic equipment allowed in the athletic training room.
3. No tobacco products allowed in the athletic training room.
4. Appropriate conduct is expected at all times. Disrespect of the Sports Medicine Staff
will be handled directly through the Athletic Director.
5. Never take supplies without permission of an ATC.
PRE-PARTICIPATION SCREENING
All new student-athletes, prior to participating on a team from the University of Pikeville, must
provide the Athletic Department with current address, emergency contact, insurance, medical
alert and health history information. To expedite this process the University of Pikeville uses an
online data entry system. Existing-athletes must sign into Sportware and update their information
on a yearly basis.
To enter your information follow the instructions provided below:
Instruction Example
Go to www.swol123.net.
Scroll to the middle of the screen and
click the Join SportsWare button.
2
Enter your First Name, Last Name, Email
address and School ID and click the
Send button.
Our School ID is upikebears
Your request to join SportsWare will then
be sent to the Head Athletic Trainer for
review.
Once your request is accepted you will
receive an e-mail with the Subject
“SportsWare request accepted”.
Open the e-mail and click the
www.swol123.net link to continue to
SportsWareOnLine.
Setting Your Password
Instruction Example
Go to www.swol123.net
Enter your Email Address and click the
Reset Password button.
You will receive and e-mail with the
Subject “SportsWareOnLine Password
Request”.
Open the e-mail and click on the link to
reset your password. Enter your e-mail
address, new password and click the
Save button.
Updating Your Information
Instruction Example
3Go to www.swol123.net
Enter your Email Address and click the
Login button.
At the top of the page is the Menu Bar.
My Info: Update your address,
emergency contact and insurance
information.
Med History: Complete a Medical
History questionnaire.
Forms: View/complete required
paperwork. Note: SportsWare will also
display “You have forms to
complete/download”.
Print: Print My Info and Medical History
data.
ALL RETURNING athletes need to turn in a pre-participation physical recertification, either
from their family doctor or from our team physician. This form can be found in Sportware under
the Forms tab at the top of the screen after logging in.
ALL INCOMING FRESHMEN and/or NEW PLAYERS must have their pre-participation
physical form completed by a University of Pikeville team physician prior to participating in any
activity. Physicals will be scheduled by the Sports Medicine Staff.
Any testing or medical follow-up requested by a physician during the preparticipation
physical will be the financial responsibility of the athlete, since testing would be related to a
pre-existing condition or injury possibly preventing participation in our athletic program.
Student-athletes cannot practice/participate in any team activities (including conditioning) until
all appropriate medical and insurance forms are completed and on file in the Sports Medicine
Department. Coaches will be notified in writing of in-eligible participants.
ATHLETIC INJURY REPORTING
The student athlete will notify an ATC of all athletic injuries within 48 hours after the
injury occurs.
An ATC will handle all injury referrals. Student-athletes who seek outside care will be
responsible for any charges incurred.
In case of an emergency when no ATC is present, coaches should call 911 as soon as possible
and handle the emergency based on their training (i.e. first aid, CPR).
4The Athletic Department is only responsible for athletic related injuries. The Athletic
Department is not responsible for payment of injuries incurred during non-sanctioned activities,
non-athletic related injuries, or pre-existing injuries.
INSURANCE INFORMATION
All student-athletes must maintain and provide evidence of a primary insurance policy. Copies of
current insurance coverage cards must be on file at all times with the University of Pikeville
Head Athletic Trainer.
It is the responsibility of each student-athlete to keep their insurance policy current at all times.
Any changes in a student-athletes’ policy must be reported with documentation immediately to
the University of Pikeville Head Athletic Trainer.
Should a student-athletes’ primary insurance policy lapse for any reason, the University of
Pikeville will not be financially responsible for medical treatment.
The University of Pikeville will not be financially responsible for injuries that do not occur as a
result of sanctioned athletics practices, workouts or games.
The University of Pikeville provides a secondary insurance coverage policy for student-athletes.
This coverage is intended as a secondary policy only and will not go into effect until all primary
insurance claims have been met.
DOCUMENTATION OF MEDICAL RECORDS
ATCs must record all medical notes on the student-athletes’ personal record in SportsWare. This
includes required participation forms, therapy notes, equipment issued, etc. This file will be kept
in a secure location with access only for the Sports Medicine staff. Any information pertaining
to an individual during their stay at the University of Pikeville should be in his/her personal
medical file. This file will be kept for 7 years.
Athletes are required to document their daily rehabilitation and treatment in Sportsware on the
computer located in the Athletic Training Room. Any treatment in progress will be immediately
suspended until the athlete has properly documented their arrival.
MEDICAL DECISIONS
All decisions regarding a student-athlete’s medical status or ability to return to play will be made
solely by the Sports Medicine staff.
Recommendations by outside physicians will be considered in all situations; however, final
decisions regarding participation are the sole responsibility of the head team physician and/or the
ATCs.
Coaches are expected to follow all decisions made by the Sports Medicine Department and are at
no time permitted to alter any orders or decisions made in regard to a student-athlete’s medical
status.
5RETURN TO PLAY POLICY
No athlete will be allowed to return to participation following an injury without permission of an
ATC or team physician.
PHYSICIAN APPOINTMENTS & REFERRALS
All physician appointments and referrals will be scheduled by an ATC. If a student-athlete or
coach schedules an appointment without communicating with a member of the Sports Medicine
Staff, the student-athlete and/or the coach will be responsible for all costs.
PARENT/GUARDIAN COMMUNICATION POLICY
Student-athletes under the age of 18
Parents/Guardians will be contacted when an injury has occurred and will be made aware of the
care their child is receiving and any need for further testing.
Student-athletes over the age of 18
Parents/Guardians will only be contacted in case of emergency unless specifically requested by
the student-athlete. It is the responsibility of the athlete to communicate injury information to
their parents/guardians. Emergency care is defined as the need for care outside the scope of
athletic training and/or the need for a specialized physician (ER, neurologist, surgeon, etc).
The Sports Medicine Staff is unable to discuss any student-athlete’s medical situation with a
parent/guardian without first gaining consent from the student-athlete. ATCs cannot disclose
information to coaches if a student-athlete requests that specific information be held in
confidence insofar as doing so does not compromise future care. All communication between
student- athletes and members of the Sports Medicine Staff is confidential with the exception of
information obtained that may cause harm to the student- athlete or others.
COACHING STAFF COMMUNICATION POLICY
The ATCs and the coaching staff will establish the most efficient method of communication on a
sport-to-sport basis. If the method cannot be agreed upon, the Head ATC will decide how injury
information will be communicated to coaches.
The Treatment Log is the only written documentation that the Sports Medicine Staff is allowed
to share with the coaches. The individual athlete’s file is privileged information and cannot be
shared without written permission of the athlete.
Due to the number of athletes and the number of evaluations performed on a daily basis, it is
impossible for the ATCs to report all the information to the coaches. It is the responsibility of
the student-athlete to communicate these recommendations to the coaching staff. Coaches may
always consult the primary ATC for clarification.
PERSCRIPTION DRUGS
The Sports Medicine Department can provide medications to student-athletes for conditions
related to athletic participation. A physician must approve all prescription medications and all
non-prescription medications shall be dispensed in pre-package units. All dispensed medications
must be logged on the Medication Log Sheet.
6ASTHMA POLICY
The asthmatic student-athlete must always have a rescue inhaler with them on the court or field
during practices and competitions. The student-athlete must also provide the Sports Medicine
Staff an additional rescue inhaler to be carried in the medical kit in case their inhaler is
unavailable or has run out.
HEAD INJURY POLICY
All athletes participating in a sport with a high-risk of head injury will be required to take and
Impact test prior to participation in their sport. The test will be administered by AT staff prior to
the beginning of the season and will be used as a tool to assess any head injuries that occur
throughout the year.
Any student-athlete with a suspected concussion may not return to activity until assessed by an
ATC or team physician. Head injuries are assessed on a case to case basis. Every person is
different; therefore every head injury is different and will be dealt with under the Sports
Medicine Department’s concussion protocol guidelines.
METHICILLIN-RESISTANT STAPHPHYLOCOCCUS AUREUS (MRSA)
MRSA is a kind of Staphylococcus (staph) bacteria that is resistant to some kinds of antibiotics.
Without proper referral and care more serious infections may cause further medical
complications that could result in death. Any questionable skin lesions should be checked by an
ATC or team physician so that treatment can begin as soon as possible.
ATHLETIC INSURANCE CLAIM FORM
All athletes that sustain an athletic-related injury that results in a referral must have a claim form
completed. An athletic trainer will complete and submit this form to the insurance company. An
ATC or the athletes will submit the form to the medical facility where services were rendered.
RELEASE OF MEDICAL INFORMATION
All student-athletes shall sign an Authorization/ Consent for Disclosure of Medical Records.
This is protected health care information covered under the Health Insurance Portability and
Accountability Act (HIPAA) that may be released only to certain individuals listed in the
Consent Form.
EQUIPMENT ISSUED
Equipment and/or medical supplies given to a student-athlete by an ATC are the property of the
University of Pikeville Sports Medicine Department. All equipment is expected to be returned
following the completion of treatment or at the end of the athletes’ season. Any equipment not
returned will be charged to the student’s account.
SPECIAL ATHLETIC EQUIPMENT
Basic athletic training supplies are provided by the Sports Medicine Department for all athletes.
Proper and continuous rehabilitation is required for all taping and bracing. If a coach or athlete
requests special athletic equipment for his/her team, the individual will assume all financial
responsibility for the requested items.
7SPORTS MEDICINE COVERAGE
While in season all home athletic events (practices/games) will be covered by the primary ATC
for that sport. Every attempt will be made to cover away games by the primary ATC. It is the
responsibility of that sport to provide proper housing, food and transportation for the ATC during
travel coverage. A basic medical kit will be available for teams traveling without an ATC.
Any alteration to a traditional season practice or game schedule must be conveyed to the Sports
Medicine Staff within 48 hours prior to the event unless due to inclement weather; otherwise,
medical responsibility falls on that team’s coach.
VISITING TEAM PRIVILEGES
All visiting teams will be provided coverage by a member of the Sports Medicine Staff. A
visiting team letter is available on the University of Pikeville’s athletic website that details all
available amenities. The University of Pikeville Sports Medicine Staff cannot perform any
treatments consisting of electrical modalities without a written prescription or plan of care from
that school’s physician or ATC.
EMERGENCY
In case of an emergency the University of Pikeville Emergency Action Plan should be put into
motion immediately with regard to the location of the event. Some type of communication
device should be on-hand for all athletic events.
ENVIRONMENTAL CONSIDERATIONS
Any athletic activity can be suspended at the discretion of the ATC. If a danger exists that could
endanger any or all of the participants of that activity (lightning, heat or cold exposure)
appropriate procedures will be followed.
Severe thunderstorms, especially those reported to contain lightning, will be monitored by the
ATC. Coaches will be alerted to unsafe conditions by the ATC and it is the responsibility of the
coach and/or head official to cancel or alter a practice or game. Our lightning policy is as
follows:
Alert Meaning
Heads up Lightning within 15 mi (13 nmi)
Begin safety procedures Lightning within 10 mi (8.68 nmi)
You are now in danger; safety Lightning within 6 mi (5.2 nmi)
procedures should be
complete
All clear Lightning has not been detected
at 15 mi (13 nmi) for 30 min
Lightning shelters for each outdoor sport are listed in Upike Sport Medicine’s emergency action
plan.
Hot, humid weather will be monitored by the ATC. Coaches will be alerted to unsafe conditions
by the ATC and it is the responsibility of the coach and/or head official to cancel or alter a
practice or game.
8The supervising ATC will be equipped with both a lightning detector and a digital wet bulb
thermometer to measure the heat/cold index.
TRANSPORTATION
Athletic Trainers are not required to use their personal vehicles for any official purposes except
their own transportation to and from fields. Transportation to and from doctor’s appointments,
surgeries, etc. is NOT the responsibility of the Sports Medicine Staff. Athletes should arrange
their own transportation before an appointment is made.
CAMP AND CLINIC POLICY
Working summer camps or clinics run by the University of Pikeville coaches is strictly voluntary
and decided on a case-by-case basis by each individual ATC. An ATC’s primary sport
assignment during the school year in no way obligates them to work any camps run by that team.
Kentucky State Law states that Kentucky Certified Athletic Trainers cannot treat any clinic
participants unless specifically contracted to do so by the clinic.
NAIA-ATA MEDICAL GUIDELINES
The Sports Medicine Department of the University of Pikeville will use the NAIA Medical
Guidelines Handbook as a framework for its policies already listed and those not listed in this
document.
9PLEASE PRINT THIS PAGE
Detach and return the signature sheet below to the Sports Medicine Department either by hand,
by mail (UPike Sports Medicine, 147 Sycamore Street, Pikeville, KY. 41501), or by fax (606-
218-5353).
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By checking this box I am acknowledging that I have read and understand the University
of Pikeville’s Sports Medicine Policy Guide and will abide by the policies and
procedures stated within.
Signature of Student Date
Printed Name of Student Sport
Signature of Parent or Guardian (if student is under 18 years of age) Date
Printed Name of Parent or Guardian (if student is under 18 years of age)
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