PLEASE NOTE: This user guide is for users using Sports Office 'Problem Based' Injury system.
All RFU clients are using 'Consultation Based' and should refer to Adding a Consultation User Guide
Access
To access a players medical dashboard to allow you to add an injury you will need to have Medical Status access, which can be assigned to you by your Club Administrator/Superuser. You will also need to have been assigned a Medical PIN, which can be assigned to you by your clubs Medical PIN Manager.
To add a problem against a player you will first need to access the Team Status page which can be found by going to the Medical link in your navigation menu and then selecting Team Status.
Adding a New Problem
On the Team Status page you will see a list of all players who are assigned to the team that you are viewing. The page will show all current problems against the players, their current medical status and key dates related to that problem, and will highlight any restrictions or conditions they may have. The page may also show cardiac status if this has been turned on for your team.
To add a new problem, click the cog menu on the right-hand side of the players name to show more options and then select Add New Injury You will then be prompted to enter your Medical PIN. Once you have entered this, the new injury form will open.
The details entered on the Injury form will vary, depending on what has been set up on your system in Medical Options and/or any Injury Surveillance settings that you may be apart of. There may be some mandatory fields that must be entered which are highlighted with an orange icon next to them (again these are setting dependent). There may also be fields with yellow icons next to them. These are not mandatory to add an injury/problem but are required to be included in the injury surveillance project you are adding data to. Some of these may include:
Problem Type – A drop down list of the type of problem. These will vary depending on what has been set up on your system but could include things such as ‘Injured – Club, Injured – Loan, Injured – International, Illness – Club, Illness – Loan, Illness – International’.
Occasion Category – A drop down list of the occasion category. These will vary depending on what has been set up on your system but could include things such as ‘Match, Training, Other Club Related Activity, Other Non-Club Related Activity’.
Incident Date Status – A drop down list of medical statuses to select what the status was on the day the problem occurred. These will vary depending on what has been set up on your system but could include things such as ‘Injured (Treatment Only), Illness (Not Training), Illness (Training), Training with a Complaint, Training with Modifications’.
Current Status – A drop down list of medical statuses to select what the status of the problem is on the day you are editing/adding the problem. These will vary depending on what has been set up on your system but could include things such as ‘Injured (Treatment Only), Illness (Not Training), Illness (Training), Training with a Complaint, Training with Modifications’.
Incident Date – A date picker which allows you to select the date that the problem happened.
Estimated Return Date – A date picker which allows you to select the date that you think the player will be able to return to play.
Body Part – A drop down/body map selector which allows you to indicate where the problem occurred on the body.
Orchard Code – A drop down list of Orchard Codes to give more specific injury information against the problem.
There are many more fields that could be included in your form, the majority of which will be drop downs/text boxes that can be filled in. If any drop downs are empty then these will need configuring by your Medical Administrator, or through your Client Manager
Once you have completed all fields you will then select Add Injury at the bottom of the form and the problem will be added against the player and their Medical Status will change across the site.
You can edit the fields at any time in the future as you see fit. All field changes are recorded and timestamped for Medico-legal reasons.
Injuries/Problems can be deleted if for a genuine reason you have made an error. Again, for medico-legal reasons, the deleted issue will always remain in the database, it simply gets removed from the Active and Resolved Problem sections.
The Sports Office Contacts
Please use the following support channels to help further with any related questions/issues you may be having with your system.
Telephone:
0330 058 0303 - Our phone line is open Monday to Friday from 8:30am to 4:30pm
Email:
For Clients using the Premier League PMA system:
For all other Client:
For Clients from the IRFU:
Chat:
Our interactive chat bubble in the bottom right of your platform
Someone will aim to reply to your email within 24 hours given it isn’t on a weekend.