SportsWareOnLine™ User Manual

SportsWareOnLine™ User Manual

fields from the original record to the new record that were completed on the Address,

Emergency, and Insurance Tabs.

Athlete Database: Print an Athlete Record

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

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

3. Click the Print button

Athlete Database: Assign a Task

SWOL includes the ability to send a request to another User to view a record. We call this Task.

For example if you wanted an associate to review an Athlete Record you would mark the record with a Task, assign it to someone to review, include a subject, due date, and reason. When that person logs on to SWOL they would see the Task on their Dashboard and could jump to the record by clicking on the link.

Figure 34 Athlete Database: Task Page

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

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

3. Click Task.

4. Fill out Task fields and press Insert to send to the receiver.

Figure 35 Athlete Database: Task List

Injury Database

The Injury Database is used to record injuries, the actions taken, and the conditions under which the injuries occurred. Injuries, therefore, are linked to an athlete record. Before an injury can be

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recorded for an athlete, the athlete must have an Athlete Record in the Athlete Database. An athlete can have an unlimited number of injury records.

To access the Injury Database, click on the Injury button on the left sidebar.

Injury Database: Listing Screen

Figure 36 Injury Database: Listing Screen

The Injury Listing Screen shows all of the Injuries in the 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, Group and Date Search. The Show All button clears all of the filters.

Below the Filters are four Checkboxes which adjust what records are displayed or highlighted in the List 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

• Closed Injuries - Shows both open and closed injuries

• Hidden Injuries - Hidden injuries are injuries that were recorded for Treatments without an Injury. For example you record Ice Treatments for an athlete but it is not worth it to record as an injury. Shows both Injuries and Hidden Injuries.

• Dim Records – Shows hidden and closed Injuries in a dimmer font so it is easier to see

Open Injuries.

The Injury Listing Screen includes the following columns: Full Name, ID, Injury Date, Body Part,

Injury, Side, Sport (as in Sport the injury occurred in), Group, Modified, Active, Close, Hidden,

and Quick. 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.

Dates in the Modified Column for all Open Injuries will be colored based on the last time the record was edited. The purpose is to make you aware of Open Injuries that have not been recently updated.

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Modified Column Color Codes

• Black - record has been edited within the last 5 days

• Green - record has not been edited within the last 5 to 10 days

• Yellow - record has not been edited within the last 10 to 15 days

• Red - record has not been edited within the last 15 days

Injury Database: Input Screens

Injury Database: General Tab

Figure 37 Injury Database: General Tab

Status

Field

Athletic

Quick

Hidden

Injury Date

Time

Ret to Play

Description

Use this to identify the injury as being Athletic-related. By default this box is checked when new records are added.

Identifies records entered via Quick Treatments. Athletes typically enter Quick

Treatment records. This checkbox makes it easy for the athletic trainer to find such records, confirm they are correct, and then remove the checkmark.

Identifies injury records created via Treatment Database or Quick Treatments. Hidden

Injuries are not included in Injury Statistics reports.

Date the injury occurred.

Time the injury occurred

Select this field to indicate the athlete has returned to play. The Injury will remain

Open as Treatments can continue to be entered for the Injury.

• When you enter the Return to Play date, SportsWare calculates the

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Field

Days Out

Closed

Days Open

SportsWareOnLine™ User Manual

Description

number of days between the Injury Date and Return to Play Date and inserts it into the Days Out Field.

• To print a report of days out, from the Report menu, select Injury,

Days Out.

Automatically calculates based on the difference between Injury Date and Ret to Play date.

Select this field and choose a date from the pop-up calendar to indicate the injury is closed and is no longer being treated.

SportsWare calculates the number of days between the Injury Date and

Closed Dates and inserts it into the Days Open Field. If you manually adjust the Days Open entry it will not affect the Injury Dates.

To print a report of the Days Open, from the Report menu, select Injury, Days

Open.

SportsWare allows you to select if Closed Injuries and the related records

(Treatment, Medication, Referral, etc.) are displayed. From the View menu, click Closed Injuries if you want to view them.

SportsWare allows you to display Closed Injuries and the related records in a grayed font. From the View menu, select Dim Records.

Automatically calculates based on the difference between Injury Date and Date the

Athlete stops receiving treatment for the Injury.

Indicates the sport the athlete was playing when the injury occurred.

Sport

Action

Field

ATC

Action

Referred

Hospitalized

Surgery

Description

Certified Athletic Trainer or Athletic Training Student recording the injury.

Action Taken.

If athlete was referred to a healthcare provider. Note: If you need to track numerous

referrals for the same injury you should use the Referral Database.

The injury required hospitalization.

The injury required surgery. Note: If you want to record surgery types you should use

the Surgery Database.

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Description

Field

Body Area

Body Part

Description

The Body Area injured, e.g. Upper Extremity, Lower Extremity.

The Body Part injured, e.g. Knee, Hip. The Body Part picklists are linked to the

Body Area. After selecting a Body Area, SportsWare loads the appropriate

Body Parts.

The side injured, e.g. Right, Left, Midline.

Side

Injury 1

Field

Injury

Description

The Injury, e.g. Bursitis, Contusion. The Injury picklists are linked to the Body

Part. After selecting a Body Part, SportsWare loads the appropriate Injuries.

Site

The Injury Site, e.g. Pre-patellar Bursa. The Injury Site picklists are linked to the Injury. After selecting an Injury, SportsWare loads the appropriate Injury

Sites.

ICD-9

The ICD-9 code for the Injury. SportsWare allows you to enter the default ICD-

9 code when editing the Injury picklist.

Severity

The Severity of the injury, e.g. Grade 1, Grade 2, Mild, Severe.

Note:

• There are sections to fill out Injury 2 and Injury 3, if necessary. These sections have the same fields as Injury 1 described above and apply to the same Body Area, Body Part.

Note: If the athlete injured both their shoulder and their knee, two separate injury

records should be entered.

•

To record a condition not associated with a specific Body Part such as influenza, select

General Medical for Body Area and Infectious Disease for Body Part, then in Injury select influenza.

•

If you use the Picklist Editor to delete an entry from Body Area picklist, SWOL will delete all of the Body Part, Injury, and Injury Site records associated with the Body Area entry you deleted. WE STRONGLY RECOMMEND YOU DO NOT DELETE ANY ENTRIES FOR ANY

OF THESE FIELDS.

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SportsWareOnLine™ User Manual

Injury Database: Background Tab

Field

Mechanism

Onset

Description

Figure 38 Injury Database: Background Tab

Injury Mechanism, e.g. Rotation, Abduction.

Injury Onset, e.g. Acute, Chronic.

Level

Position

Protection

Activity

Season

Location

Athlete level when injury occurred, e.g. Varsity, Junior Varsity, Club Sport.

Position in the Sport, e.g. Center, Quarterback. The Position picklist is linked to the Sport picklist.

Protective equipment worn when the injury occurred, e.g. Knee brace, tape.

Activity when the injury occurred, e.g. Practice, Game.

Season when the injury occurred, e.g. Pre-season, In-season.

Playing location where the injury occurred, e.g. Away, Field house, Stadium.

Environment Environment when the injury occurred, e.g. Sunny, Rain, Snow, Facility

Controlled.

Surface Playing surface when the injury occurred, e.g. Mat, Artificial Turf, Grass.

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Injury Database: Attachments Tab

Figure 39 Injury Database: Attachments Tab

You can attach any type of file to an injury record for example an x-ray or movie clip of an injury.

From the Attachments Tab you and Add, Open, Delete, or Accept an Attachment.

Injury Database: Notes Tab

Figure 40 Injury Database: Notes Tab

Note Commands

Field Description

Insert Date

Spell Check

Inserts current date and time.

SOAP

Runs the Spell Checker

Opens the Subjective, Objective, Assessment, and Plan template for recording notes

Injury Note: Evaluate

At the top of the SOAP Notes Template screen is the option to access a list of standard evaluations.

Field Description

Use the Pull-down list to select a Body

Part or other option. Press Evaluate.

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Review the Evaluation Option. Select

Positive or Negative for all Evaluations performed.

To edit the Evaluate List go to Picklists,

Evaluations.

Press Save to inser the results into the

Objective Field of the SOAP Template.

Injury 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.

Injury Database: Actions

Injury Database: Add a New Record

To add a new record to the Injury Database:

1. Click the Injury Database button to access the Injury Database.

2. If the Current Athlete is not correct, use the Select an Athlete Filter the top left corner of the Injury Listing Screen to find an Athlete.

3. Click the Add button to add a new Injury Record.

4. Enter the Injury information.

5. Click the Save button to save the new injury.

Injury Database: Update a Record

To edit an Injury Record:

1. Click Injury Database button to access the Injury Database.

2. If the Current Athlete is not correct, use the Select an Athlete Filter the top left corner of the Injury Listing Screen to Find an Athlete.

3. Select the desired Injury Record from the Injury Listing Screen.

4. Single-click the Update button. SWOL will open the Injury Record.

5. Update the Injury Record with the new information.

6. Click the Save button to save the change to the Injury Record, or click the Cancel button to cancel your changes.

Injury Database: Delete a Record

To delete an Injury Record:

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