What If We Don't Do Mass Physical Exams

Not every school is in a position where they can have mass physical exams for their students.  In some communities, there aren't enough healthcare providers to adequately handle a large-scale event such as this.  In some cases there are enough local providers, but they are not interested in participating due to liability or other business concerns.  It may be that an outside organization or clinic in your community already plans a similar event.  Or maybe you just don't have the time or resources to plan a large screening event such as this.

Whatever the reason may be, DragonFly MAX can still provide you a great benefit in managing the paperwork you receive from your student-athletes.  Since you will not be hosting a mass physical exam, you will need to setup procedures to gather the individual forms coming in from each student-athlete.  There are two easy options for gathering these forms and entering them into DragonFly MAX:

Let's explore those options in further detail.

 

SCHOOL UPLOADS PHYSICAL EXAM FORM

With this option, school officials will collect the physical exam forms from the athlete (or his/her parents) and upload a copy of this form into the athlete's profile in DragonFly MAX.  This essentially lets you keep the process you have always had for collecting paper forms, except you will also have an electronic copy of the same form kept in the athlete's DragonFly MAX profile.

Once copies have been collected from your athletes, uploading them can be done easily through the DragonFly MAX mobile app:

  1. Tap on the Hurricane logo in the bottom tab menu.
  2. Tap on Add/Find User.
  3. Type in the athlete's name to find his/her profile.
  4. Once on the athlete's profile, tap on the camera icon in the bottom right corner.
  5. Choose "Take A Photo", then use the camera to take a picture of the Physical Exam Form to be added to the athlete's profile.
 

 

In the same way, it is easy to upload these copies through the DragonFly MAX website. After scanning the paper files into your computer, login in to DragonFly MAX & follow these steps:

  1. Click in the "Search" field in the DragonFly MAX website's menu.
  2. Type in the athlete's name to find his/her profile, then click on the profile card.
  3. Click the "Physical Examination" row in the athlete's "School Paperwork."
  4. You should now see an "Upload a Copy" button.  Click here to search for the appropriate file and add it to the athlete's profile.
  5. Next, set an "Effective Date" (the date of the exam) for the Physical Examination Form, then click "Done".  The form can now be approved from the Eligibility List.

Once the electronic form has been verified in the athlete's profile, you can decide whether you wish to keep the paper copy on file at the school, destroy the paper copy, or return the paper copy to the parent.

 

Parents Upload Forms

Parents can also upload documents to their child's profile. This can be a time-saving convenience to athletic directors and coaches, because they no longer have to perform these uploads for each individual athlete. Some schools may still want to verify by seeing a paper copy in hand, thus hesitating to encourage this with their parents. If your school is in this position, you can still ask parents to handle the upload while also requiring them to turn in the paper copy. Your school should make the decision that best suits your needs.

The steps for Parents to upload a child's forms are similar to those for schools. On the DragonFly MAX mobile app:

  1. Tap on your child's profile picture from the Today Menu.
  2. Once on your child's profile, tap on the camera icon in the bottom right corner.
  3. Choose "Take A Photo", then use the camera to take a picture of the Physical Exam Form to be added to the athlete's profile.
 

 

If using the DragonFly MAX website, follow these steps:

  1. Click on the Today button in the menu to see your listed children.
  2. Beside your child's profile picture, click the "Upload a Document" button.
  3. On the left side of your child's profile, click the button that says "Upload", then search for the appropriate file on your computer and add it to your child's profile.

With those simple steps you can quickly get any and all physical exam forms (as well as other paper documents) into an athlete's profile. Mass Physical Exams or not, DragonFly MAX has a solution to help you keep your athlete's documents in order.