Injury Database

Injury Database

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 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.

Injury Database: Listing Screen

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: 

  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. Click the Delete button. SWOL will ask you to confirm the deletion.
  5. 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 Injury Record, all the linked Treatment, Referral, Medication, Sign-Out, and Surgery records are also deleted. Any records linked to other Injury Records are retained in the database.

Injury Database: Print a Record 

  1. Click Injury Database icon to access the Injury Database.
  2. Select the Injury Record from the Injury Listing Screen.
  3. Click the Print button.

Injury 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 Injury Record you would mark the record with a Task, assign it to someone to review, include a subject, due date, and reason. When someone logs on to SWOL they would see the Task on their Dashboard and could jump to the record by clicking on the link. This procedure is described in detail in the Athlete Database Section.

Injury Database: Filters

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 five 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 grey background 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.


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: Insurance

                                                               
At the bottom of the listing screen there are buttons associated with insurance companies that you are able to click to submit an injury record as a claim to your chosen insurance broker. 

Injury Database: Input Screens

Injury Database: General Tab


Status

Field

Description

Athletic

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

Quick

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.

Hidden

Identifies injury records created via Treatment Database or Quick Treatments. Hidden Injuries are not included in Injury Statistics reports.

Injury Date

Date the injury occurred.

Time

Time the injury occurred

Return to Play

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 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.

Days Out

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

Closed

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.

Days Open

Automatically calculates based on the difference between Injury Date and Date the Athlete stops receiving treatment for the Injury.

Sport

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

Action

Field

Description

ATC

Certified Athletic Trainer or Athletic Training Student recording the injury.

Action

Action Taken.

Referred

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.

Hospitalized

The injury required hospitalization.

Surgery

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

Description

Field

Description

Body Area

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

Body Part

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.

Side

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

Injury Items

Field

Description

Add

Click to add an injury

Move Up/Down

Click to move the injury up and down on the list

Sort

Click to sort

Picklist

Click to open up the injury diagnosis code picklist editor to add/edit injuries into the picklist options

 

Field

Description

Injury

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.


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.

Injury Database: Background Tab

Field

Description

Mechanism

Injury Mechanism, e.g. Rotation, Abduction.

Onset

Injury Onset, e.g. Acute, Chronic.

Level

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

Position

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

Protection

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

Activity

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

Season

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

Location

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.

Injury Database: Pain Tab


You can attach a pain level to the injury by using the pain tab. From the pain tab you can add a new pain level, edit an old pain level, or delete. 

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 can Add, Open, Delete, or Accept an Attachment.

Injury Database: Notes Tab


Note Commands

Field

Description

Add

Click to add a new note

View/Edit/Delete

Click to view, edit, or delete a note


Add Injury Note:  SOAP


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

  1. Top Drop Down Menu:  Use the Pull-down list to select a Body Part or other option. Press Evaluate.

    1. Review the Evaluation Option. Select Positive or Negative for all Evaluations performed. To edit the Evaluate List go to Picklists, Evaluations.

    2. Press Save to insert 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.


Athlete Status

After adding or editing an Injury, Treatment, Referral, etc. record there are four options:

  1. Print: Select to print the injury record
  2. Update Athlete: Select to save and update athlete status for coach report
  3. Save: Select to save and go back to listing screen
  4. Cancel: Select to cancel any changes and go back to listing screen 

Update Athlete: Status

The Status section under the general tab of an Athlete record is used to communicate the Athletes Status on the Coach Report. The Coach Report uses the Practice and Game Status fields to select athletes for report.

The Status Window includes the following fields:

Field

Description

Cleared to Play

General Cleared to Play checkbox. For example once all pre-participation paperwork is in Athlete is Cleared to Play

Practice

Practice Status. To edit the Pull-down list go to Picklists, Status Values. We recommend you keep this list short.

Expected Return

Date the athlete is expected to return to practice.

Game

Game Status. To edit the Pull-down list go to Picklists, Status Values. We recommend you keep this list short.

Expected Return

Date the athlete is expected to return to game participation.

Notes

Notes you want the Coach to see on the Coach Report.















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