Medical Documentation

Program Medical Forms

For a weekend program the registration form should require:

  • What medication a youth is taking

  • Medical needs and allergies

  • Medical policy: including need for medications in original containers and on-site storage

For a longer programs and those requiring further travel the registration form should additionally require:

  • Doctor name and contact information

  • Insurance company and policy number

  • Date of tetanus shot if program involves service work

While we don’t require other immunization records, some host sites may require this.

Programs longer than a weekend or which involve service work should include permission options for parents to pre-authorize common over-the counter medical treatments their youth may require. Sample in the Appendix.

Incident Documentation

All injuries and/or medical attention to attendees, youth and adults must be documented in an incident report form.

Medical Documentation Confidentiality

People have an expectation that their medical conditions and treatments will be kept confidential unless they choose to self disclose. For this reason, we expect all medical information provided in the forms will be kept confidential and only shared with those who need the information. And, we expect any incident that occurs and treatment that occurs will be kept confidential.

The adults who require access to a youth’s medical information include: the adult leaders of an event, the person serving as first aid or medical staff, and the youth’s sponsors if any.

Adult medical information will only be shared with the first aid, medical staff or UU staff as necessary.

Dietary allergies will be shared with those responsible for food for an event.