SportsWareOnLine™ User Manual

SportsWareOnLine™ User Manual

SportsWareOnLine™ User Manual

Database

Athlete

Related Database

Injury, Physical, Medical History, Weight

Injury

Treatment, Medication, Insurance, Referral, Dr. Orders, Surgery, Sign-Out,

Concussion

In SWOL each Injury, Physical, Medical History, and Weight record is connected to an Athlete record in the Athlete Database. Similarly, each Treatment, Medication, Insurance, Referral, Dr.

Orders, Surgery, Sign-Out, and Concussion record is linked to a specific record in the Injury

Database.

This structure provides a number of advantages in managing your athlete data, for example:

• You can generate a report showing the number of treatments for each injury.

• When you update information on an injury, the updated information automatically shows in the Treatment, Medication, Insurance, Referral, Dr. Orders, and Sign-Out records.

Warning: When you delete an athlete, all the records downstream; Injury, Physical, Treatment,

Medication, Insurance, Referral, Dr. Orders, Sign-Out, Medical Records, Weight, and Concussion records for that athlete are automatically deleted. For this reason we recommend you leave the

Delete option off for all Users.

Athlete Database

Each Athlete will have one and only one record in the Athlete Database.

Athlete Database: Listing Screen

Figure 23 Athlete Database: Listing Screen

The Athlete Listing Screen shows all of the Athletes in database. Across the top of the Listing

Screen are Filters to narrow the records displayed on the Listing Screen. The Filter choices are

Last Name, Sport, and Group.

200207B SportsWareOnLine User Manual.docx Page 53 of 202

SportsWareOnLine™ User Manual

Below the Filters are two Checkboxes which adjust what records are displayed or highlighted in the Listing Screen. A checkmark in front of the option indicates the option is enabled. No checkmark indicates the option is disabled. SWOL automatically saves and restores your View

Menu settings:

• In-Active Athletes - Shows Injuries for both Active and In-Active Athletes

• Dim Records – Shows In-Active athletes in a lighter font so it is easier to see records for

Active Athletes.

The Athlete Listing Screen includes the following columns: Full Name, ID, Sport1, Sport2, Sport3,

Group, Grad Class, and Active. The athlete’s current sport will be highlighted in bold type. If you click on a column heading SWOL will sort records based on that column. Click a second time on the same column heading to reverse the sort order.

Athlete Database: Input Screen

Note: You can fill in as much or as little information as you need. Think about the reports you want to generate. For example, if you want to create Travel Reports (Athletes, Emergency

Contacts, Insurance, Medical Alerts and Insurance Information) you would need to fill out data on all five tabs.

Athlete Database: General Tab

Figure 24 Athlete Database: General Tab

Background

Field

First Name

Description

Athlete First Name.

200207B SportsWareOnLine User Manual.docx Page 54 of 202

SportsWareOnLine™ User Manual

Last Name

ID

SSN

Class

Gender

Birth Date

Athlete Last Name

Athlete school ID number.

Social Security Number

Year the athlete is expected to graduate.

Athlete Gender (female or male).

The Athlete’s birth date.

Status

Field

Status Record

Release

Expiration

Date

Active

Checkbox

Description

Records the date at which the Athlete’s Information Release form expires.

Note: Use the Report, Athlete, Record Release Expire report to print a report of

Athlete releases which expire during a time.

Indicates Active athletes. Athletes currently in sports programs are set to Active.

Athletes are typically set to In-Active when they graduate or leave the sports program. Setting athletes to In-Active, rather than deleting them allows you to re-call their data if questions arise at a later time.

SportsWare typically only displays and reports on records for Active athletes. Use the

View In-Active Athletes checkbox command located at the top of the Athlete Listing

Screen to view the records for In-Active athletes.

SportsWare allows you to display In-Active Athlete records in a grayed font.

Use the View, Dim Records checkbox located at the top of the Athlete Listing

Screen to dim the records for In-Active athletes

Cleared to Play

Checkbox

Records if athlete is cleared to play. For example, all documentation is in and grade requirements have been met.

Watch

Notes for

Watch

Puts Athlete on a Watch List only the Athletic Trainer can see. The Watch List appears on the Athletic Trainer's Dashboard.

Record reason why Athlete is on the Watch List. Only the Athletic Trainer has access to information recorded here.

200207B SportsWareOnLine User Manual.docx Page 55 of 202

SportsWareOnLine™ User Manual

Field

Practice

Expected

Return

Game

Expected

Return

Notes

Description

SportsWare uses this field to decide which athletes should be included on the

Coach’s Report and Status-Practice Report. (From the Injury Database select

Report, Coach.)

If an athlete cannot practice, record the expected date of return here. It will appear on the Coach’s Report

SportsWare uses this field to decide which athletes should be included on the

Coach’s Report and Status-Game report.

If an athlete cannot compete, record the expected date of return here. It will appear on the Coach’s Report

Notes in this field appear in the Coach’s Report. Each time you edit a record for an athlete SWOL will ask if you want to edit the Practice and Game Status and the Notes.

Online Access

Field

Existing

Password

Description

Online Access

The Athlete’s e-mail address. This is the field SWOL will use for the Athlete Portal.

e-Mail

Each Athlete Record can only have one email address to access it via the Athlete

Portal.

The same email address can be used for more than one Athlete Records (family) but the passwords must be unique for each Athlete Record.

Once an email address is recorded you can initiate an email by selecting the Letter

Icon.

Shows asterisks. Nothing to record

New Password Enter a password for the Athlete to use when logging on to SWOL.

NOTE: If you leave blank (our recommendation), the athlete will have the ability to create a password the first time she logs on to SWOL.

Confirm

Password

Access Level

If you choose to enter a password for athlete enter it a second time to confirm accuracy.

View gives the Athlete the ability to view her Pre-participation information via

200207B SportsWareOnLine User Manual.docx Page 56 of 202

SportsWareOnLine™ User Manual

Field

View

Edit

Description

the www.swol123.net Athlete Portal. Edit gives the Athlete the ability to edit her Pre-participation information via the www.swol123.net portal.

Athlete Picture

Field Description

Browse, Edit,

Press Browse to select a picture to store in the Athlete Record.

Delete

Use Add to store the picture in the Athlete Record.

Use Delete to remove a picture from the Athlete Record.

Sport/Group

Field

Sport1, 2, 3

Current

Group

Description

SWOL will store up to three sports for each athlete.

Select the radio button next to Sport 1, 2 or 3 to signify what is the athlete’s current sport. The current Sport will be automatically inserted when creating new sub-records for the Athlete.

The Group field is typically used to indicate the Athlete’s school or organization. Completing the Group field will enable you to create individual reports for multiple schools or organizations.

If all of your Athletes are from the same school (i.e. all of the records would have the same entry) you can leave this field blank.

200207B SportsWareOnLine User Manual.docx Page 57 of 202

Athlete Database: Address Tab

SportsWareOnLine™ User Manual

Figure 25 Athlete Database: Address Tab

SWOL can store two addresses for each athlete. In the high school setting the second address might be used if the athletes’ parents live separately. In the college setting the addresses may be used for the athletes’ school and home addresses.

Field Description

Address

City

State

Athlete Street Address

Athlete City

Athlete State

Zip

Country

Phone

Athlete Zip Code.

Athlete Country

Athlete Wired Phone number. Note: SWOL does not apply phone formatting so you can enter international numbers. You will need to add formatting characters, e.g. (, ), or – if you want them to appear on your reports.

Athlete Cell Phone number.

Cell

Beeper

Athlete Beeper number.

200207B SportsWareOnLine User Manual.docx Page 58 of 202

SportsWareOnLine™ User Manual

Note: You may enter a secondary address for an athlete with two different addresses. The secondary address includes a space for an additional email address. Make sure to enter the primary email address on the Athlete General tab.

Insert Default Address

To expedite data entry you can set a default address (street, city, state, zip, and phone) in

SWOL. This is especially useful at the high school level where most of the athletes have the same

City, State, ZIP, and Area Codes.

Athlete Database: Emergency Tab

Figure 26 Athlete Database: Emergency Tab

SWOL accepts two Emergency Contacts per Athlete.

Field Description

First

First name of Emergency Contact

Last

Signature on file checkbox

Relationship

Address

Last name of Emergency Contact

When checked indicates there is a signed release to treat the athlete on file.

The Emergency Contact’s relation to the Athlete.

Emergency Contact Street Address

200207B SportsWareOnLine User Manual.docx Page 59 of 202

SportsWareOnLine™ User Manual

Address

City

State

Emergency Contact Street Address

Emergency Contact City

Emergency Contact State

Zip

Country

Emergency Contact Zip Code

Emergency Contact Country

Home Phone

Emergency Contact Home Phone number.

Work Phone

Cell

Emergency Contact Work Phone number.

Emergency Contact Cell Phone number.

Beeper

Emergency Contact Beeper number.

E-mail Address Emergency Contact e-mail address.

Insert Athlete Address

To expedite data entry you can copy the Athlete addresses to the Emergency Contacts. This is especially useful at the high school level where most athletes live with their parents.

To copy the Athlete Address, from the Emergency Contact page, click the Athlete 1 or Athlete 2 button.

200207B SportsWareOnLine User Manual.docx Page 60 of 202

Athlete Database: Insurance Tab

SportsWareOnLine™ User Manual

Figure 27 Athlete Database: Insurance Tab

You can enter a primary and secondary insurance company. When entering insurance claims,

(see Insurance Database), SWOL copies the Insurance Information from the Athlete Record to the Insurance Claim Record.

Field Description

Company

Address

Address

City

Insurance Company name.

Insurance Company Street Address

Insurance Company Street Address

Insurance Company City

State

Zip

Phone

Name

Insurance Company State

Insurance Company Zip Code

Insurance Company Phone number.

The Policy Holder name.

200207B SportsWareOnLine User Manual.docx Page 61 of 202

SportsWareOnLine™ User Manual

Birth Date

ID

Policy

Plan

Type

See First

The Policy Holder birth date.

The Policy Holder ID.

Insurance policy Number

Insurance Policy Plan Number

The Insurance Plan type, e.g. PPO, HMO.

The person the athlete must see for an initial visit and referral.

Phone

The See First contact’s phone number.

Insert Insurance Company Address

To expedite data entry you can the store Insurance Company addresses in the SWOL

Phonebook.

To insert the Insurance Company Address:

1. From the Insurance Contact page, click the Lookup button.

2. SWOL will display a Picklist of Insurance Companies.

3. Select the desired Insurance Company and click the OK button.

To add or edit the list of Insurance Company Addresses:

1. From the Phone Book Database, enter the Insurance Company information and select the record type as “Insurance Company”. Insurance Company information entered in the

Phone Book Database will be available through the Lookup button.

200207B SportsWareOnLine User Manual.docx Page 62 of 202

Athlete Database: Medical Tab

SportsWareOnLine™ User Manual

Description

Figure 28 Athlete Database: Medical Tab

Field

Alerts

Record the athlete’s alerts, e.g. allergies.

Immunizations Record the athlete’s immunizations. Customize this list via Picklists,

Immunizations.

Drugs Taken

Medications the athlete is taking.

Doctor

The Athlete’s Primary Physician and his/her phone number. Note: Use the

Phone Book Database to enter Doctor information. Doctor information entered in the Phone Book Database will be available through the Lookup

button.

200207B SportsWareOnLine User Manual.docx Page 63 of 202

SportsWareOnLine™ User Manual

Athlete Database: Paperwork Tab

Figure 29 Athlete Database: Paperwork Tab

The Paperwork Page includes a list of 5 expiration date boxes for paperwork you may have to track. To enter an expiration date, simply highlight the text box and select a date from the popup calendar.

Athlete Database: Attachments Tab

Figure 30 Athlete Database: Attachments Tab

You can attach any type of Windows file to an Athlete Record. For example, scanned reports, picture of an injury, Word documents. There is a 4MB limit for each file uploaded.

Figure 31 Athlete Database: Add Attachment

200207B SportsWareOnLine User Manual.docx Page 64 of 202

SportsWareOnLine™ User Manual

Item

Add

Open

Delete

Accept

Action

Add a new Attachment. To add an Attachment:

1. Click the Add button.

2. SWOL displays the Windows Open Dialog box.

3. Select the file you want to add and click the Open button.

4. Enter the Description and click the OK button.

Open the selected Attachment

Delete the selected Attachment.

Accept the select Attachment. Once an Attachment is accepted it can no longer be edited.

Athlete Database: Notes Tab

Figure 32 Athlete Database: Notes Tab

The Notes Page allows you to record general information in the Athlete Record. Note: SWOL

automatically copies all changes from the General Tab Practice, Game and Notes Status Fields

into this Notes field, creating a running history of the changes.

Athlete Database: Audit Tab

Figure 33 Athlete Database: Audit Tab

The Audit Tab records each time a record is edited. The Audit Listing Screen shows who accessed the record (determined by the user log-in), the date and time, and what information was edited.

200207B SportsWareOnLine User Manual.docx Page 65 of 202

SportsWareOnLine™ User Manual

Note: Audit tracking does not record changes to Note fields (Status Notes, Medical Notes, and

General Notes). Small changes to long notes would results in long Audit Trails. The user entering the note should record their initials and the date directly in the note field.

Athlete Database: Actions

Athlete Database: Add a New Record

To add a new Athlete to the Athlete Database:

1. Click Athlete Database icon to access the Athlete Database.

2. From the Athlete Listing Screen, click the Add button. SWOL will create a new, blank

Athlete Data Record Screen.

3. Enter the new athlete information.

4. Click the OK button to save the new record, or click the Cancel button to delete the new record.

Athlete Database: Update an Existing Record

To Update an Athlete Record:

1. Click Athlete Database icon to access the Athlete Database.

2. Select the Athlete Record from the Athlete Listing Screen and click Update.

3. Update the Athlete Record with the new information.

4. Click the Save button to save the change to the athlete record, or click the Cancel button to cancel your changes.

Athlete Database: Delete a Record

1. Click Athlete Database icon to access the Athlete Database.

2. Select the Athlete Record from the Athlete Listing Screen.

3. Click the Delete button. SWOL will ask you to confirm the deletion.

4. Click the Yes button to delete the record, or the Cancel button to cancel the deletion and leave the record in the database.

Note: When you delete an Athlete Record, all of the Athlete’s Injury, Treatment, Referral,

Physical, Medication, Sign-Out, Surgery, Medical History, Concussion, and Billing records are also deleted.

Athlete Database: Duplicate a Record

If a family has more than one Athlete in SWOL it may be faster to duplicate an existing Athlete

Record than create a new record.

1. Click the Athlete Database Icon to access the Athlete Database

2. Select the Athlete Record you want to duplicate from the Athlete Listing Screen

3. Click Duplicate. SWOL will create a new record with the word DUPLICATE in the First

Name field, the Last Name from the original records and copy all of the other completed

200207B SportsWareOnLine User Manual.docx Page 66 of 202

Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement

Table of contents