Medical Records Coordinator
The Medical Records Coordinator is responsible for managing the collection and maintenance of medical records for youth and adult participants in the troop. Accurate medical records are essential for the safety and well-being of participants. They ensure that leaders and/or medical personnel are informed of any health concerns, allergies, or conditions that may require attention during events, and ultimately that our scouts stay safe on outings.
Reports To
Section titled “Reports To”Committee Chair
Responsibilities
Section titled “Responsibilities”- Collect the completed medical form from each new scout and registered adult as they join the troop
- Collect new copies of the medical forms from all registered members during the troop renewal each October
- Maintain a binder of the medical records
- Answer questions about the BSA medical forms as needed
- Attend the Committee Meetings or provide updates via email to the Committee Secretary as needed
- Before exiting the role, make any needed updates to this manual and help transition in your successor
The AHMR
Section titled “The AHMR”The Annual Health and Medical Record, or AHMR, is the BSA’s medical form for all scouting events. Every scout and adult participating in troop outings must have an AHMR on file with the troop. A completed AHMR is valid for one year.
The AHMR consists of 3 parts:
- Part A: Informed Consent, Release Agreement, and Authorization
- Part B: General Information / Health History
- Part C: Pre-Participation Physical
Parts A and B must be kept on file for all outing participants, including adults. The forms can be filled out by the scout’s parents, or by themselves if an adult. Note that a photocopy of the participant’s insurance card must be attached to Part B.
Part C is only required for outings of 72 hours or more, such as summer camp or high adventure. Part C must be filled out by a medical professional after examining the participant. Events requiring Part C also require Parts A and B.
The AHMR form with Parts A and B only can be found here: https://filestore.scouting.org/filestore/HealthSafety/pdf/680-001_AB.pdf
The Full AHMR with A, B, and C can be found here: https://filestore.scouting.org/filestore/HealthSafety/pdf/680-001_ABC.pdf
More information and FAQs about BSA medical records can be found here: https://www.scouting.org/health-and-safety/ahmr/medical-formfaqs/
Managing the Records
Section titled “Managing the Records”The records are stored in the troop’s Medical Binders. There are two identical copies of the binder, each containing the medical forms of all registered troop members. The binders are kept in the basement of the VFW, in the conference room, inside the filing cabinet. The first, containing the originals, stays in the VFW. The Scoutmaster brings the other, containing photocopies, with them on all troop outings.
The binders should always have the current copies of everyones’ forms. As new members join throughout the year, their forms are added. Additionally, both binders should contain an up-to-date printout of the emergency contacts report from the troop website under Membership / Troop Directories / Emergency Contact List.
In October, during troop renewal, you will receive new copies of the form from everyone. Once the renewal is complete (end of October), remove and shred the old forms and put in the new forms, alphabetized by last name.
While participants may send you their forms digitally, you must delete them after making a paper copy.
Special Events
Section titled “Special Events”The full AHMR including Part C, the physical exam, is required for events of 72 hours or more.
Summer Camp
Section titled “Summer Camp”Before summer camp, work with the Activities Coordinator, or other person in charge of summer camp logistics, to ensure that all scouts attending have submitted their full medical forms with Part C. Some summer camps use an online system called CampDoc, where the participants/parents are given a link to fill out / upload the form directly online. There will be a leaders’ page where you can view the completion status.
High Adventure
Section titled “High Adventure”Coordinate with the high adventure leader on the trip’s medical forms. The official high adventure bases (Philmont, Seabase, The Summit, Northern Tier) each have their own supplemental page that must be provided to each participant, which they then show to their doctor during the physical exam for Part C.