Wapakoneta High School
Department of Athletics

1 W. Redskin Trail
Wapakoneta, OH 45895

Phone 419-739-5204
Fax 419-739-5306
Email – kleiki@wapak.org

  

Brad Rex										
Athletic Administrator									
rexbr@wapak.org

April 4, 2018

Sports Physicals for 2018/2019

TO THE PARENTS/GUARDIANS OF MIDDLE SCHOOL/HIGH SCHOOL POTENTIAL ATHLETES

On May 7, 2018 and May 14, 2018 (5:30-7:30 pm), the Orthopedic Institute of Ohio will be offering free sports physicals for our students.  Please note that if your son/daughter wishes to participate in athletics for Wapakoneta City Schools (Grades 7-12) they MUST have a physical on file with the school prior to participating in any athletic activity sponsored by the school.   In accordance with the Ohio High School Athletic Association, each student must have a physical EVERY year in order to participate in athletics, and this will be the only opportunity our students will be offered physicals.  

Again this year: All athletic forms will be completed on-line using the Privit system.  There will be no paper forms available to write on and all forms must be completed online.  Please see below for instructions to complete all forms.  This will include filling out the introductory portion of the physical, all athletes will have to print out the physical form created in the Privit system to take to the physical for the doctor signature.  

For anyone needing computer access, computers will be available in the high school office from 8am-3pm each school day..  

Any student not getting their physical during this time, must make arrangements on their own to have a physical completed prior to taking part in any practice and/or tryout.  Students will not be permitted to try-out without all paperwork completed online and doctor signed physical is on file in the athletic office.  

If you have any questions or concerns, please contact the athletic office.

Sincerely,

Bradley R. Rex
Athletic Director

INSTRUCTIONS FOR COMPLETING ATHLETIC FORMS:

Welcome to Privit Profile!
This document provides instructions to athletes, parents and/or guardians on completing the Privit Profile process. The information can be completed on your mobile device, laptop, tablet or any device connected to the internet.

Before completing the information, we recommend you have the following information on hand:
•	Athlete’s Family Medical History and individual Medical History
•	Athlete's Allergies and Medications Information
•	Primary Health Insurance Information

PREVIOUS PRIVIT USER- FOLLOW THESE TWO STEPS (THOSE WHO HAVE NOT USED PRIVIT, PROCEED TO #3 ON BACK OF THE PAGE FOR INSTRUCTIONS)
1.	Anyone that filled out information last year on Privit: Login in and sign all documents for the 2018-19 school year.
https://wapakonetaredskins-oh.e-ppe.com/index.jspa 
2.	Print physical forms take to doctor for exam and return.

IF COMPLETING PHYSICAL AT OIO, THEY WILL KEEP THE PHYSICAL AND RETURN TO THE SCHOOL.  
IF YOU ARE GETTING YOUR PHYSICAL SOMEWHERE OTHER THAN OIO- YOU WILL NEED TO RETURN COMPLETED PHYSICAL TO THE HIGH SCHOOL OFFICE.

Steps to complete within Privit Profile FOR NEW USERS:

3.	Register an account in parents name here: https://wapakonetaredskins-oh.e-ppe.com 
•	Add athlete(s) to your account
4.	Complete all required forms for your athlete
 Personal Details			E-PPE Questionnaire
5.	Apply parent electronic signature to the following forms:
HIPAA Authorization Form	ODH Concussion Form		OHSAA Eligibility Statement
Athletic Emergency Form	Training Code			Medical Information Release	Drug Testing Policy
6.	Join team(s)
7.	Print Physical Examination Form and Privit Profile Medical History Summary
8.	Apply athlete electronic signature

COMPLETION NOTE: Once the required e-signatures have been applied to the necessary forms, the signed document will become available automatically for the appropriate staff member for review and approval. The appropriate staff member will manually update the Clearance Status for the athlete when they have reviewed the information and when you have turned in the physical form to the school. 

For detailed instructions for each step listed above, please see below.

If you need assistance with Privit Profile™, please contact the Help Center at 844-234-4357 or visit www.support.privit.com.

Step 1: Register a Parent Account.
As a parent/guardian, you are going to register an account in your name, then add your athlete to the account and complete your athlete’s information. Start creating your account by selecting or enter the link https://wapakonetaredskins-oh.e-ppe.com then follow the steps below. 

1. From the landing page, click Register.
2. Please register with your name as a parent, your email address, and create a password of your choice. When you are finished, click Sign Up.  (If you have multiple family members or if you have already registered yourself, you do not need to register again and please refer to #5 below.)
3. Next, a Welcome Message should appear. Click Continue located towards the top of the message. Then you will be taken to the HOME page.
4. On the Home page click the Add Member button on the left side of the page. (This allows you to add your athlete to your account; and this section allows you to add other family members if necessary.)
•	Enter your athlete’s first name (and last name if different), date of birth, and gender.
•	In addition, please check the box that states Enable Login. Then you will want to enter an email address for your athlete (The email address for your athlete MUST be different than the email address you registered with) and create a password. (Enabling a login will allow the athlete to e-sign documents later in the process). The click Add Member.
•	You should be directed to a Copy Data page. Please select the grey Cancel tab at the bottom and you will be taken back to the Home page.
•	You will now see your athlete listed under members. Please click on your athlete’s Name. 

Step 2: Complete all required forms for your athlete
1.	From your athlete’s profile, begin completing the Personal Details by clicking the Start button to the right of Personal Details. Complete each section of the Personal Details section to 100% and click Save and Exit.

2.	When the Personal Details are 100% complete, click Start to the right of the e-PPE Questionnaire. Complete all components of the e-PPE questionnaire and Click Next when finished with a section. We recommend completing the questionnaire all together at once.  You are able to click the Save and Exit button (Located at the bottom of each page in the questionnaire) to allow you to finish at a later date if needed. Complete all the sections to 100% and click Save and Exit.
IMPORTANT: In order for the Personal Details and e-PPE questionnaire to be 100% complete, you will need to answer all mandatory questions, marked with a red asterisk (*). You will not be able to move on until this step is complete.

Step 3: Apply Parent Electronic Signature:
1.	Click Start to the right of HIPAA Authorization Form. When you have finished the HIPAA Authorization Form, click Submit near the end of the form.
a.	A message will appear if you want to review or sign it the document. Click the blue Sign button and you will be taken to a page to create an electronic parent signature. Select the blue Create New Signature tab. 
b.	With your curser on a computer or with your finger from a tablet/mobile device, create your signature or initials then click the blue Save tab. You will see your signature displayed. Select the grey Done tab underneath. Once complete, you will then be on your account management page. Select Home near the top left of the screen. 
c.	Once you have created a parent e-signature, you will not be required to repeat this process. You will be able to apply this parent e-signature to all forms that require a parent e-signature.
2.	From your athlete’s home page, click on Start to the right of ODH Concussion Form. Complete the ODH Concussion Form and click Submit when you have finished. Then you will be able to apply your parent e-signature to the form. You will then be directed to the Manage Documents page, you will want to select Home near the top left to be directed back to Home page. 
3.	Click Start to the right of OHSAA Authorization Form. Complete the OHSAA Authorization Form and click Submit. Then you will be able to apply your parent e-signature to the form. Next click Home in the top left to be directed back to your Home page.  
4.	Follow the same procedure as in #3 for the Athletic Emergency, Training Code, Medical Information Release, and Drug Testing Policy forms. 

IMORTANT: The HIPPA Authorization, ODH Concussion, and OHSAA Eligibility Statement forms require an athlete e-signature. For instructions on athlete e-signature, please see the instructions below for creating an athlete e-signature. Next click Home in the top left to be directed back to your Home page.  

Step 4: Join Team(s)
1.	After completing the forms, you MUST join a team. To join a team, click Update next to Joined Teams, and check the box next to the team(s) your athlete will be participating throughout the school year.
IMPORTANT: You cannot skip this step as it is critical for you to be able to print your physical form. In addition, your athlete's coaches and athletic trainers will be able to review clearance status, emergency contact information, and see your athlete on the team roster.

Step 5: Print the Physical Examination Form and Privit Profile Medical History Summary Forms.
1.	When you have completed all the smart forms on your athlete’s home page and have joined a team, you will want to print the Physical Examination Form (for the doctor to sign) and Privit Profile Medical History Summary for the doctor to review. 
2.	From your athlete’s home page, click Print Documents. 
3.	To print the Physical and Medical History Summary, click Download to the right of the Physical Examination Form and Medical History Summary, each form should appear within a new tab. You can print the forms by right clicking on the form and selecting Print. 
•	When the Physical Form has been signed by the doctor, either turn it in to the appropriate staff member or upload the Physical to your athlete’s profile. It is not required to turn in or upload the medical history summary. For uploading instructions, please see Uploading Physical Form below on this document.

Step 6: Creating and Applying Athlete E-Signature:
1. First, you will want to be certain you have enabled a login for your athlete, so select Manage Account from the home page.
2. From the Manage Account Screen, select Manage Family Accounts.
3. From the family member drop down, select your athlete and check the box that says Enable Login. (If there is an email address already listed next to Current Email, please skip to step number 6)
4. Please type in an email address for your athlete (different from the email address that was used to register) and create a password. Then click Submit.
5. Next, select the name in the top right corner with the circle symbol and from the drop down, select Log Out.
6. Then click Login and login with the email address and password that was just created for your athlete. 
7. After logging in as the athlete, select Manage Documents from the home page. Then click Sign Document where an athlete e-signature is required.

a.	A message will appear if you want to review or sign it the document. Click the blue Sign button and you will be taken to a page to create an electronic athlete signature. Select the blue Create New Signature tab. 
b.	With your curser on a computer or with your finger from a tablet/mobile device, create your athlete signature or initials then click the blue Save tab. You will see your athlete signature displayed. Select the grey Done tab underneath. Once complete, you will then be on your account management page. Select Home near the top left of the screen. 
c.	Once you have created an athlete e-signature, you will not be required to repeat this process. You will be able to apply this athlete e-signature anywhere a athlete e-signature is required.

COMPLETION NOTE: Once the required e-signatures have been applied to the necessary forms, the signed document will become available automatically for the appropriate staff member for review and approval. The appropriate staff member will manually update the Clearance Status for the athlete when they have reviewed the information.