Middlebury

 

Parent and Students Guide

Athletic Medical Clearance at Middlebury College

First Year and First Time Athletes

All first year athletes who will be competing in intercollegiate athletics or the club sport of rugby and crew are required to have a physical exam, including documentation of all vaccinations completed by their own physician or qualified health care provider no later than six months prior to the start of their competitive season.  If you are a spring team athlete, please review the NCAA ruling related to the topic and contact your coach with regards to how Middlebury spring teams have adjusted to this ruling. The form Family Medical History and Physical Exam is included in a mailing sent out from the College Health Service usually by May 1. This form needs to be completed by the student athlete's health care provider and returned to Health Services by July 1st. Forms should not be returned to coaches or the Sports Medicine Department.  Once an athlete's physical is received at Health Services, they are reviewed for completeness and accuracy. If there are no unresolved issues with the information provided, the athlete is then added to the Health Service database as cleared to register for academic classes or not cleared. Then the first year athlete must fill out the online NCAA Annual Health Update and deomgraphic form, including complete insurance information located on the Sports Medicine's web page under the online health forms https://herc2.middlebury.edu/sportsmed/index.php. The Athletic Trainer responsible for your team will review the questionnaires and clear the athletes. Problems that appear on the questionnaires will be referred to the appropriate health care provider for final clearance.  Once the questionnaires have been reviewed, the Sports Medicine staff will update the athletic department roster.  All forms must be completed before the athlete will be cleared to participate.  We will only clear athletes who appear on the athletic department database as part of a team's official roster.

 

Returning Athletes

 

All returning athletes are required to complete the on-line NCAA Annual Health Update and Demographic form once each year, which is located on the Sports Medicine web page under online health forms https://herc2.middlebury.edu/sportsmed/index.php. Any changes in health history should be indicated on this form. The Athletic Trainer responsible for your team will review the questionnaires and clear the athletes. Problems that appear on the questionnaires will be referred to the appropriate health care provider for final clearance. Once the questionnaires have been reviewed, the Sports Medicine staff will update the athletic department roster. Again, only those athletes who appear on your official athletic department roster can be cleared. Electronic copies of all forms are kept on file in the Sports Medicine department

Participation Requirements for Student Athletes

Dear Middlebury Student,

The Middlebury College Sports Medicine Staff would like to welcome all incoming students to Middlebury College. The Middlebury Athletic Department offers a wide range of athletic opportunities for students, from Division III varsity and junior varsity teams to club and intramural sports. We would like to take this opportunity to inform you of our policy concerning medical clearance for athletic participation. All intercollegiate athletes, and those athletes participating in the club sport of rugby and crew and meet eligibility requirements, are required to have a sports physical conducted by a physician before participation and prior to their arrival at Middlebury.

Many of our sports teams such as crew, and rugby do not require experience and are popular among first year students, many of who may not have considered participation before their arrival on campus. It is common for first year students to be recruited by crew, and rugby immediately after arrival on campus. If you have not had a sports physical completed prior to your arrival on campus your participation will be delayed until you are able to have a sports physical completed. Therefore we strongly suggest that if you have any inclination that you might join one of these sports, or "walk-on" one of the other intercollegiate sports teams you will need to have your physical completed before arriving at Middlebury College.

With the majority of the Middlebury student body returning in the fall, the Health Service is extremely busy during the first several weeks of the fall term. Students will find scheduling a sports physical in the community difficult once on campus. The Health Service does not provide this service. Please plan ahead and have your sports physical completed before the July 1 deadline and your arrival at Middlebury.

You will find the Middlebury Family Medical History and Physical Exam Form in the College Health Service medical packet, which you should have received in an earlier mailing this summer or you can download a copy from the Health Services website http://www.middlebury.edu/studentlife/services/health/healthtopicsa-z/forms. Please have your home physician fill out and return this form to Health Services; the address is listed on the form.

If you should have any questions concerning whether or not you need to have an athletic physical, please feel free to contact the Sports Medicine Department at (802) 443-2315 or e-mail David Matthews, Director of Sports Medicine at dmatthew@middlebury.edu

Thank you.

Middlebury Sports Medicine Department

A Note Concerning Athletic Insurance Coverage at Middlebury

Dear Middlebury Parent / Guardian, Athletes,

On behalf of the Sports Medicine staff and the Department of Intercollegiate Athletics, welcome Middlebury College. Each of us looks forward to a safe and successful season for all of our student athletes. The Sports Medicine department is committed to providing excellent athletic medical service to Middlebury student athletes as they seek excellence in their chosen sports.

The Middlebury Sports Medicine staff, which reports directly to the Medical Director of Parton Health Services, consists of five full-time certified athletic trainers, each of whom is assigned to specific sports teams throughout the year. In addition, we provide an orthopedic clinic in the Zug Sports Medicine Facility late Monday afternoons each week. The orthopedic clinic is staffed Dr. Ben Rosenberg, the Middlebury College orthopedic consultant. The Athletic Training staff also works closely with the health care providers at the College Health Service, to ensure quality medical care. All traditional services rendered by the Athletic Training staff, are provided free of charge.  Appointment at the orthopedic clinic, any x-rays, lab work or orthopedic appliances are billed.

Despite our best preventative efforts athletic injuries will occur, many of which will require specialty medical services outside of the Sports Medicine department. It is very important that you fully understand the Middlebury College policy regarding medical insurance coverage for athletic injuries.

Procedures for Parents and Student Athletes

The Sports Accident Insurance Policy (Sports Policy), provided by Middlebury College, is offered on an "excess"basis to any other health insurance policy, such as the parent's plan. This means that the Excess Sports Policy will always pay secondary to any other valid and collectible health insurance plan.  It is the student athlete's responsibility to initially submit his/her medical claims to the primary insurance policy.  Once payment is completed, the remaining balance of expenses not covered by the primary insurance is then submitted to the Excess Sports Policy, and will be based on outstanding amounts (including/excluding applicable deductible).

Situation 1: The student athlete IS COVERED under another insurance policy.

The following steps MUST be followed:

1.        An email notification of an injury will be made by a member of the Sports Medicine staff directly to Koster insurance via established departmental procedures.

2.        Obtain an itemized copy of your bill for service(s) relating to the sports injury, usually a HCFA or UB92 form. Keep a copy of this bill for your records. The bill must contain all of the following:

a.       Provider's Name

b.       Provider's Address

c.       Tax Identification Number

d.       Date of Service(s)

e.       Type of Service(s) Rendered

f.        The Fee for Each Procedure

3.        Submit the itemized bill(s) to the primary insurance carrier for processing.  Do not make any payments directly, or send bills to the College for payment.

4.        Once the primary insurance carrier has made payment, you will receive a copy of their Explanation of Benefits (EOB) statement that identifies what was paid/denied.

a.       If there is a balance still due, then you must send the Explanation of Benefits and copies of all the itemized bill(s), to Koster Insurance.  Koster Insurance will submit all of these documents to the Claims Company for the charges to be paid under the Mandatory Middlebury Accident Only plan

b.       The Middlebury Accident Only plan will coordinate benefits with the primary insurance to pay the first $5,000 on the claim.

c.       If the claim is over $5,000 Koster Insurance will then submit all remaining bills to the Excess Sports Accident Plan with a maximum of $75,000.

Situation 2: The student athlete is NOT COVERED by any other insurance coverage other than the Middlebury Mandatory Accident Only Plan and the Middlebury Voluntary Accident and Sickness Insurance Plan

A.       The following steps MUST be followed for submission to the Excess
Sports Policy:
1. An email notification of an injury will be made by a member of the Sports Medicine staff directly to  Koster insurance via established departmental procedures. 
2.Obtain an itemized copy of your bill for service(s) relating to the sports injury, usually a HCFA or UB92 form. Keep a copy of this bill for your records.  The bill must contain all of the following:
a.        Provider's Name
b.        Provider's Address
c.        Tax Identification Number
d.        Date of Service(s)
e.        Type of Service(s) Rendered
f.         The Fee for Each Procedure
3.Submit the itemized bill(s) to Koster Insurance for submission to the Mandatory Accident plan and Excess Sports Accident Policy.
a.The Middlebury Accident Only plan will coordinate benefits with the primary insurance to pay the first $5,000 on the claim.
b.If the claim is over $5,000 Koster Insurance will then submit all remaining bills to the Excess Sports Accident Plan with a maximum of $75,000.

NOTE:  For either scenario, a claim for a sports-related injury can not be processed without:  an itemized bill, an Explanation of Benefits statement or denial letter from the primary insurance.
Do not send cash receipts, balance due, balance forward, or past due statements for claims processing or payment.
Incomplete submission of information will result in claim processing and payment delay.

An insurance carrier can require some verification that demonstrates whether or not the participant was eligible for any other insurance before the claim is processed under the Excess Sports Policy. These plans include; coverage under all group and/or individual, and health maintenance organization plans.

We understand that this is an important issue for our student athletes and their families. However, we do recommend that our student athletes strongly consider the Middlebury Student Health Insurance Plan in order for our sports medicine staff to provide the most efficient care. Many health plans exclude benefits for competitive sports participation. Another possibility is that your insurance may consider injury/sickness and treatment at Middlebury College to be an out of network expense.  Please review your own personal medical insurance policy prior to making this important decision regarding medical insurance. Be aware that when purchasing the Middlebury Student Health Insurance Plan, deductibles and co-payments are still in effect.

More detailed information regarding Middlebury Student Health Insurance and other information detailing College Health Service policies were sent to you in a separate mailing. This information is also available on the web site:

http://www.middlebury.edu/campuslife/services/health/

If you should have any questions regarding this information please feel free to contact us, or if you would like information on the Middlebury Student Health Insurance Plan call (802) 443-5135,

 

Sincerely,

David P. Matthews

Director of Sports Medicine

802-443-5259

*There is a Catastrophic Injury Insurance Program, which covers medical, expenses exceeding $65,000. Coverage would take effect for eligible expenses in excess of;

NCAA Varsity Athletics ­ $75,000

Club Sports - $30,000

Confidentiality Statement

No communication between the counselors, physicians, athletic trainers and the student athletes will be released beyond the health services except in cases of immediate danger or serious harm to someone, or when the student has provided written permission to release information.

When a student athlete discloses information regarding a medical situation, the information should be considered confidential and not discussed with people other than medical professionals. No information should be discussed with team members regarding why a student athlete is not participating, unless the student athlete decides that they are willing to tell the team.

Coaches should notify the certified athletic trainer responsible for their team with any concerns regarding the status of one of their student athletes.