Intercollegiate Athletics Policy Manual

4.00 Camp Policy Manual

APPENDIX - Medical 15.30.0 Summer Camp Medical

UNIVERSITY SPONSORED SUMMER CAMPS:
Medico-Legal Aspects

Insurance Coverage. Each year, prior to the commencement of summer camps, the Camp Coordinator and Associate Athletics Director for Business will evaluate, negotiate, and obtain an appropriate excess medical insurance policy covering all camp related injuries or illnesses sustained by participants. The premium costs for such an insurance policy will be allocated to the sports camp accounts.

Excess coverage is considered secondary to all other collectible medical insurance policies carried by the parents or guardians of the campers. Costs of medical services are filed against the primary insurance company in force as held by the parent or guardian, then against the excess insurance policy carried by UT to cover any out-of-pocket costs associated with the primary insurance coverage provisions (i.e., primary insurance deductibles and co-insurance amounts). Any medical costs not covered or allowed by the primary and excess insurance policies in force will be charged to the appropriate camp. In the event that a camper has no insurance, UT's excess policy becomes primary.

Tri-Part Risk Disclosure Form. Prior to enrollment, all prospective campers will receive a memorandum (see 15.30.1, Correspondence to Parents of Prospective Campers - Minor) (see 15.30.2, Correspondence to Prospective Campers - Adult) informing them of the Tri-Part Risk Disclosure Form that must be completed as criteria for participation clearance. This form includes the following:

(1) Express Assumption of Risk (see 15.30.3 - Minor / 15.30.4 - Adult): All camp participants and their parents/legal guardians must be informed in writing on what to expect regarding the rigorousness of the camp activities. Special reference is given to injury risk potential and to any rules, practices, and equipment considerations employed to minimize the risk of injury.

(2) Release and Indemnification Agreement: Securing a signed release from the parents/guardians of prospective minor campers (see 15.30.5) and of adult campers (see 15.30.6) acknowledges that they have been informed in writing, through the Express Assumption of Risk document, that injury is an inherent risk in sport camp participation. This risk is accepted voluntarily, and, therefore, the signatures release The University of Texas at Austin, the Department of Intercollegiate Athletics, and/or the staff involved in supervising the camp activities from liability for any personal injuries incurred as a result of participation.

(3) Informed Consent for Treatment of a Minor (see 15.30.7): Parents/legal guardians of minor campers must complete a consent form that authorizes diagnostic, medical, and/or surgical treatment in the event that an injury or illness is sustained.

Pre-Activity Clearance - Physical Exam/Medical History. Prospective campers must show proof of having a pre-activity clearance examination by a physician within 12 months of the start of camp as criteria for participation. Campers are also requested to complete information regarding their personal health history with special reference to allergies, medications being taken, physical impairments, recent illnesses, surgeries, and other important facts to which a physician should be alerted (see 15.30.8, Minor; 15.30.9, Adult Camper). HIPAA Compliance: If a participant is ever sick or injured during camp, his/her medical treatment will be coordinated by UT medical providers in cooperation with the University Health Services and a network of consulting physicians and credentialed athletic trainers. In order to provide appropriate care, UT "s professional staff, employees, and volunteers must use and disclose the campers " medical information to the extent necessary for treatment, payment, and health care operations. Sharing of this information requires compliance with privacy practices required by the law. These privacy practices dictate how medical information may be used and disclosed, and how the camper or his/her parents/guardians (if a minor) has access to this information. UT sport medicine is required to provide a copy of the "Notice of Privacy Practices" (see 15.30.10) to prospective campers and their representatives and to secure their signatures acknowledging receipt of the privacy notice (see 15.30.11, Minor; 15.30.12, Adult, Acknowledgment of the Receipt of the "Notice of Privacy Practices").

A camper "s personally identifiable health information will not be disclosed unless he/she (adult) or the parents/guardians of a minor sign the appropriate authorization form (see 15.30.13, Release of Medical Information to Camp Staff). It is important to understand that UT staff will respect the privacy of all campers " health information, release only the minimum necessary to protect their health and safety, and take appropriate measures to ensure the confidentiality of medical information.

Adequate Medical Supervision. The supervisor for camps will preferably be a credentialed UT staff athletic trainer who oversees the conduct of the health-care delivery program from the standpoint of first aid and emergency care, evaluation and treatment of injuries and illnesses, and referrals for subsequent physician care and participation clearances. The medical supervisor assumes the following specific responsibilities:

• on-call 24 hrs. a day.
• handles medical crises that involve hospitalization, follow-up care, and parental communication.
• recruits the services of UT student-athletic trainers to assist in the provision of care.
• oversees the conduct of the quality of care provided by UT student-athletic trainers with special reference to record keeping.
• recruits credentialed athletic trainers from the community in the event that UT medical personnel are not available.
• orients medical care givers to emergency response protocols and non-emergency referrals to the UHS (see 15.30.14).
• orients medical personnel to record keeping procedures with special reference to documenting the nature, extent, and date of injury, how it occurred, as well as the treatment rendered (see 15.30.15, Injury/Illness Report Form).
• ensures that the venue sites are stoked with expendable medical supplies, i.e., tape, ace wraps, sterile gauze, band-aids, etc., and non-expendable items, i.e., crutches and splints with the understanding that the cost of used supplies will be charged to the camp's budget.

Compensation - Medical Supervisors/Student-Trainers: The amount of compensation for services rendered by the medical supervisor will be negotiated with the camp director. Student-athletic trainers assisting with the provision of medical care will be compensated for services rendered at a rate determined by the medical supervisor and will be standardized for all camps.

Services Agreement, UHS. Prior to the start of each camp supervisors must submit a formal request to UHS for the provision of medical services (see 15.30.16, Request to Use University Health Services).

last updated: February 11, 2009