Update on Medical Release Forms from USAV - Sept. 23

CDs - please see below regarding the medical forms and procedures. I will provide any relevant updates after the Oct. 7-9 meetings in Denver. For now, no change in procedure is necessary, other than being more cognizant of the protection of these required papers. 

Jen

Updated forms here: http://badgerregionvolleyball.org/BVContent/BVContent/JuniorMemberForms

---------- Forwarded message ----------
From: Margie Mara <Margie.Mara@usav.org>
Date: Thu, Sep 22, 2011 at 6:24 PM
Subject: FW: new medical release forms

Attached are copies of the medical release forms (with Notary and without Notary) that have been revised.  These forms have been saved on the public page on the USAV website and the RVAA resource site.  The forms generated through the Webpoint registration system have also been updated.  Please note that both the original and the revised forms are acceptable for use this season.  We apologize for making this change after September 1.

The change to the forms includes the addition of the verbiage highlighted below.

“This must be completed - legibly - and signed in all areas by both the player and his/her parent or guardian.  I understand and agree that this document will be kept in the possession of authorized adult team personnel and that reasonable care will be used to keep this information confidential.  By signing this form the participant affirms having read and agreed to the terms and conditions listed below.”   

Several clubs in Great Lakes Region were concerned about the liability of the coach and/or club director, should these forms be lost or fall into the wrong hands.  There were questions about HIPPA regulations.  Subsequently USA Volleyball had several conversations with the ESIX folks, and the Great Lakes Region leadership conferred with its lawyer.  Key points are listed below.

• A Region is not a "covered entry" under HIPPA therefore the policies don't really apply to this situation.
•  Coaches should have the medical information available for a significant injury that could impact treatment.  The most important medical information might be if the player is a diabetic, a hemophiliac or has Hepatitis B or severe allergy…
• The coaches must take responsibility for the information and take reasonable precautions regarding its confidentiality.
• There is a much better possibility of being named in a lawsuit for not having significant, needed, medical information than there is violating the HIPPA policies.
• All blood issues must be handled appropriately - HIV kit
• Clubs should decide how to best have the information available - papers? jump drive? mobile device such as iPad?  (It is suggested that scanned documents should be password protected.)

On the advice of our risk managers, USA Volleyball has added a parental consent statement to the Medical Release Forms.  That is the change to the form that is highlighted above.  It is critical that the coach or authorized team rep have access to this form in the event of a medical emergency.  All precautions must be taken to keep the information confidential.  There will be further discussion about this topic at the RVA Assembly meeting October 7-9.

You can find more information on HIPPA regulations from the U.S. Dept. of Health and Human services website atwww.hhs.gov/ocr/privacy/.   In the upper left menu, click on Understanding HIPAA Privacy and then Consumers.

In the meantime, please contact me if you have any questions.  Please note that both the original and the revised forms are acceptable for use this season.