Sports Medicine Information
Athletic Trainers:
Cody Fletcher, ATC/LAT     Head of Sports Medicine
Garrett Clouse, ATC/LAT   Assistant Athletic Trainer
Lane Moss, ATC/LAT    Assistant Athletic Trainer

Team Physicians:
West Tennessee Bone and Joint
50 Capital Avenue, Jackson, Tennessee 38305

Welcome to the athletic programs at Freed-Hardeman University. The following is very important information explaining what, when, and how our Sports Medicine Department serves our student-athletes.
The team physicians and athletic trainer are responsible for determining if student-athletes are medically cleared to participate. The below requested information must be completed and submitted to the Sports Medicine Department, initially, at the beginning of the student-athlete’s first semester enrolled and renewed annually every fall semester .  All requested information must be available to the Sports Medicine staff before medical clearance will be granted to each athlete.

You are required to have Primary Medical Insurance that includes intercollegiate sports accident/injury coverage in order to participate in intercollegiate athletics at FHU. You are required to contact the athletic department immediately if there are any changes in the information you provide. If not, there will be a delay in insurance processing and increase possibility of bills being turned over to a collection agency.

PRE-PARTICIPATION REQUIREMENTS
Please complete ALL medical forms prior to your arrival on campus to expedite your medical clearance in order to being practice/conditioning with your team.
Athletes not submitting ALL of the required forms will not be permitted to condition, practice, train or compete until all information is completed.

ATHLETIC DEPARTMENT POLICIES
Insurance Process
No student-athlete will be permitted to participate in practices or games until all required insurance and admission/medical forms are completed. A copy of the student-athlete’s medical insurance should be on file with Healthy Roster (Electronic Medical Records (EMR)) prior to participation.

All athletic injuries MUST be reported to the Athletic Trainer at the time of occurrence. Omission of reporting to the athletic trainer will release Freed-Hardeman University of any financial responsibility. Treatment MUST be provided within 30 days of injury. Reporting injury and receiving treatment from FHU Athletic Trainer is permissible initial treatment; seeing another Health Care Professional MUST receive pre-approval from Athletic Trainer (exception when at an ‘away’ event).

Our secondary insurance, will only cover injuries or conditions that occur as the result of participation in FHU intercollegiate team sports: conditioning, practice or competition.  Injuries that occur outside of Coaches’ scheduled events are not covered. FHU Athletics is not responsible for pre-existing injuries. Injuries that are not covered by the student-athlete’s primary insurance may not be covered by FHU Athletics’ secondary insurance.  Illnesses (sinus infections, flu, and common cold) are not cover under our secondary insurance. It is our experience that heart-related complications exacerbated by conditioning/practice/competition are not covered by our secondary insurance.
It is important that student-athletes and parents understand that they are responsible for getting physicians’ information: itemized bills, HCFAs/UB-04s, and Explanation of Benefits (EOBs) from your primary insurance to FHU Athletic Department or the secondary insurance company.  Our FHU Sports Medicine department work closely with secondary insurance and team doctors to ensure all required documents are submitted.

International Student-Athletes are required to purchase international insurance as their primary health insurance through the Office of International Education. For ALL illnesses and injuries, a claim form must be completed and submitted to the international insurance provider. You must be seen by the Athletic Trainer unless it is an emergency.

Athletic Trainer/ Team Doctor
The Athletic Trainer and team doctors are responsible for the physical welfare of each and every student-athlete. Coaches will follow the recommendations of the Athletic Trainer. Should a disagreement arise concerning the fitness/safety of a student-athlete to participate, the Athletic Trainer will notify the Athletic Director. The Athletic Director will have the final say in the matter.
Should the team doctors recommend that the student-athlete not be allowed to participate in practice or competition, the athlete will not participate.

Student-athletes are not to practice, condition, or play prior to having a physical exam.

Each athlete must have PRIMARY MEDICAL INSURANCE.             
For payable coverage, you must use the authorized medical vendor (clinics, physicians in your network) from the list your Primary Insurance provides you. If you choose not to use the authorized medical vendors of your primary insurance plan or do not receive written permission from your primary insurance to receive treatment from an out-of-network vendor, this Secondary Insurance will not pay the bills incurred.

It is your responsibility to know what vendors are within your primary medical insurance network. FHU Athletic Department is NOT responsible for knowing who is in your insurance network.

Treatment by a licensed practitioner of medicine MUST begin within 30 days of the accident.

All athletic injuries MUST be reported to the FHU Athletic Trainer.
 “Notification of a claim (FHU Athletic Trainer) must be given to Secondary Insurance within one year from the date of the accident. All medical bills must be presented for payment with in fifteen (15) months of the date of the original accident.”  Submit all bills and EOBs to FHU Athletic Department (Athletic Trainers or Administrative Assistant) for processing.

“An Accident is defined as an unexpected, sudden and definable event, which is the direct cause of a bodily injury, independent of any illness, prior injury or congenital predisposition. Conditions which result from participation in sports do not necessarily constitute an accident, illnesses, diseases, degeneration and conditions caused by continued stress to a particular area of the body, and existing conditions aggravated or exacerbated by an accident may not be covered.”

EXCLUSIONS are (but not limited to):
o    Non-prescription drugs
o    Use of electric or bio-medical devices
o    Expenses incurred for the use of orthotics unless used exclusively to promote healing
o    Fighting
o    Sickness or disease in any form
o    Hernia in any form
o    Loss covered by other valid and collectible insurance plan

WHAT YOU NEED TO DO
(Keep this page open as it has word for word instructions)
1.    Provide your coach with your legal name, DOB, and email for EMR communication
2.    After contact with coaching staff or Athletic Trainer, search your provided email address for mail from, no-reply@notifications.healthyroster.com 
New incoming student-athletes 
- Follow the link to Healthy Roster: https://dashboard.healthyroster.com/Account/IdpLogin 
Or download the Healthy Roster Application from Apple App store or Google Play Store
    - Apple: https://apps.apple.com/us/app/healthy-roster/id1030236210
- Google Play: https://play.google.com/store/apps/details?id=com.healthyroster.virtualathletictrainer&pcampaignid=web_share 
- After logging in to your profile, click on your name to proceed to your profile (desktop), then click the “Documents” tab. 
- Under the document tab, there are seven (7) “Pre-participation” documents that ARE REQUIRED to be completed prior to any participation in team activities. If you have questions, contact your coach or Athletic Trainer. You must sign and save each document for them to save and be valid
- Return to the athlete profile and proceed to “Details”
-    In the details tab, please update all appropriate fields, including: 
o    Date of birth
o    Graduation Year
o    Cell Phone
o    Address
o    Primary Insurance and ID
o    Medical Details (if needed)
o    At least one Emergency Contact
?    You may choose to make a unique ID for ease of treatment kiosk use in training room, but not required
- Once documents and details are completed, proceed to the allergies and medications tabs as appropriate and “add” each individual item. Neglecting to add allergies and medications hinders optimal care to be provided in emergency situations.

Returning Student- Athletes:  
- Annually log-in to Healthy Roster on app or desktop
- Complete all Pre-participation documents in the documents tab. 
- Note: All pre-participation documents need and are required to be NEW EACH YEAR, to accommodate for any changes to your personal medical history or information.
- Update all necessary fields in details, allergies, and medications.

NO athlete will participate until they have completed:
1.    Primary Insurance 
-    Note: International Student-Athletes cannot use personal international insurance. Must include the provided policy through Freed-Hardeman University. Contact Isabella Minor for questions.
2. Online Medical Paperwork Completed – Healthy Roster Documents
3. Physical Passed/Clear
4. SWAY Concussion Baseline Complete
      - M/W Soccer, Volleyball, M/W Basketball, Cheer, Baseball, Softball, and Flag Football

Physicals will be on campus in the Fall, and your coach will notify you of those dates as we know them.