Introduction
The General Medical Notes feature is designed for either adding notes that may want to be shared with members of the organisation who do not require a medical PIN (via the Team Status page) OR another use case would be for any notes that are not necessarily related to injuries / illnesses.
Access
To view / add General medical notes, you will need 'Medical Team Status Access' user role.
System Settings
To change any Medical Settings in Sports Office you need the 'Medical Administrator' user role. Certain Medical user roles can be allocated by your club administrators, however, due to the importance of medical settings the 'Medical Administrator' user role can only be allocated by Sports Office staff and any such request must come from a Head of Medical or equivalent before it will be actioned. You can contact your Client Manager directly regarding this or use our Support channels at the bottom of this article.
In System > medical Tab > medical Options you can
Turn ON / OFF general medical notes. General medical notes appear on the Team Status Grid view, with the latest note showing on the right hand side.
Choose to alert a member of staff with every note added
Choose a duration to show the note on the Medical Team Status grid before it removes from the grid view
General Medical Notes
To view / add General Medical Notes go to the Medical Team Status Page from the Medical section of your Nav bar.
From the Team Status grid, you will see the latest note on the right hand side. This shows the latest note added for each player in accordance with the duration settings in Medical Options. If you choose 1 day for example, the Latest note will reset to a empty note every day.
To add a note for a particular player, use the 3 dot ellipsis to the right of said player and click 'General Medical Note'.
This re-directs you to the Medical Note log for that player which allows you to Search for previous notes left or Add a new note with the 'Add Note' tab.
Although you have selected a particular player, if you wish to add the same note to multiple players you can select other players in the 'Players' field.
If 'Coaching Groups' are set up (System > Fitness > Coaching Groups > Give the name of a group and then you can assign players to it), you can add the same note to a group of players by selected said that group form the 'Coaching Group' field.
Once you are happy with the participants, add your note and click 'Save' at the bottom right.
If you wish to make the note private to select staff members, check the Private toggle. A new field should now appear which allows you to share the visibility of this note to the required staff. Only those staff will see said note on the Team Status grid.
Mass Note Entry
To add notes for multiple players quickly, you can use the 'Notes' view from the top right of the Team Status page.
You will now be presented with the list of players down the left and text boxes for each player.
Enter your note and click 'Add note' on the bottom right of the text box. The note will now move across to the right where you can edit or delete it if needed.
Before leaving the page make sure to save your notes > click the 'Save New Notes' button at the very top of the note grid.
*BE AWARE YOU CANNOT MAKE PRIVATE NOTES USING THE MASS ENTRY METHOD
Medical Notes Log
The 'Medical Notes Log' allows you to search / audit the general medical notes added for a player.
We have already seen that you can get to the notes log from the 3 dot ellipsis of any player, however, there is also a launch point from the top of the Team Status page.
From here, you can select a player(s) > select a date range and filter the notes.
You can export the search to a xlsx file if needed.
Another way to export the General Medical notes for a player is by using the 'Medical History Export' and selecting the option to include 'General Medical Notes'. You can see a help article on Medical History Exports here.
The pdf function on the Team Status page also allows for this to be a great reporting page to share in meetings. You can see the pdf icon on the right hand side.
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.