Athlete Care Agreement & Privacy Disclosure

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At a Glance: What You’re Agreeing To

This agreement outlines how Altitude Advantage Performance Coaching (AAPC) protects your health information, provides medical support, and upholds your rights as an athlete. Here’s a quick breakdown of what’s inside:

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• HIPAA Compliance
  We follow all federal privacy laws to protect your health information and only share what’s necessary for your safety.

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• FERPA Compliance

       Records are stored securely and used solely for educational and performance purposes. No information will be released to third parties or

       institutional representatives without explicit consent, except where legally required for safety or compliance.​

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• What We Share (and Don’t)
  Basic safety info like allergies or injuries may be shared with coaches/admins. Private details like mental health and prescriptions stay confidential without your written consent.

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• Emergencies & Mandated Reporting
  We’ll act fast in emergencies and are legally required to report any suspected abuse, self-harm, or serious threats to safety.

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• Injury Records & Participation
  We document injuries to support your care and may share basic reports with your school if restrictions or support are needed.

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• Your Responsibilities
  Athletes and guardians must provide accurate info, report injuries honestly, and communicate respectfully.

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• Informed Consent
  Sports involve risk. Our care supports your safety and recovery, but it doesn’t replace emergency or specialist care when needed.

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• Code of Conduct & Staff Oversight
  We hold ourselves to high standards. Our staff follow a strict Code of Conduct. You can report concerns anonymously through SafeSport.

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• Digital Communication
  You may receive secure health messages by email or app. You can opt out at any time.

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• Optional: Academic Support
  With your written consent, we can help share necessary health info with academic advisors (e.g., after a concussion).

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I. HIPAA & ferpa Compliance

 

Altitude Advantage Performance Coaching (AAPC) complies with the Health Insurance Portability and Accountability Act (HIPAA) and all applicable privacy laws to ensure the protection and confidentiality of your personal health information (PHI). As a medical provider for athletes, we are committed to safeguarding your data and only sharing what is necessary for your safety and performance. 

 

All information collected from student-athletes — including health history, performance data, and personal reflections — is considered confidential and will only be shared with authorized individuals (such as licensed healthcare providers, coaching staff, or emergency personnel) as permitted by law or with the written consent of the student.

 

Your Rights Under HIPAA:

As an athlete receiving care through AAPC, you have the right to:

• Access and review your personal health records at any time.

• Request corrections to your health information.

• Know who your information is shared with and why.

• Request restrictions on certain uses or disclosures.

• Receive a written explanation if a privacy breach occurs.

 

How We Use and Share Information:

• Your PHI will only be shared with school administrators or designated coaches when necessary to ensure your safety, such as in the case of allergies, injury limitations, or emergency protocols.

• We do not share detailed medical histories, mental health records, or prescription information without your written consent, except in situations required by law (e.g., mandated reporting).

 

How We Protect Your Information:

• Health records are stored securely using password-protected digital systems and encrypted cloud-based storage.

• Paper documentation, if used, is kept in a locked and secure location with access limited to authorized personnel.

• Only individuals who require access to fulfill their professional duties (such as licensed medical providers or school health administrators) will be granted access to your information, and only for the duration necessary.

 

By signing this agreement, you acknowledge that you have been informed of your HIPAA rights and understand how your information will be protected and used under the care of Altitude Advantage Performance Coaching.

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II. What we Will Share & With Whom

 

To ensure your safety during participation in practices, games, and events, essential health information may be shared with designated school administrators or coaches—but only when necessary and appropriate.

 

Information That May Be Shared Without Additional Consent:

• Allergies (e.g., food, insect stings, medications)

• Injury-related restrictions (e.g., non-contact status, limited mobility)

• Emergency medical needs (e.g., asthma, diabetes, EpiPen use)

• Return-to-play timelines (if medically cleared or restricted)

 

This limited information helps staff respond appropriately in urgent situations and supports a safe training and competition environment.

 

Information That Will NOT Be Shared Without Written Consent:

• Mental health concerns or diagnoses

• Medication details (including prescriptions or supplements)

• Detailed health history or personal medical notes

 

You have full control over the sharing of private information. A written release form is required for anything beyond the essential safety-related disclosures listed above.

 

By agreeing to this policy, you acknowledge and authorize AAPC to communicate only essential health information for safety purposes and understand that all other private medical details will remain confidential unless you provide explicit, written permission.

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III. Emergency & Mandated Reporting

 

As a certified healthcare providers, Altitude Advantage Performance Coaching (AAPC) upholds legal and ethical responsibilities to protect athlete welfare at all times.

 

Mandated Reporting Obligations

We are mandated reporters under state and federal law. This means we are required to report any suspected:

• Abuse or neglect of children, vulnerable adults, or the elderly

• Sexual misconduct or harassment

• Serious threats to personal or public safety (e.g., suicidal ideation, credible threats of violence)

 

These reports are made to the appropriate authorities or designated institutional contacts in accordance with legal standards and organizational protocols. Confidentiality is respected wherever possible, but safety takes precedence when reporting is required by law.

 

Emergency Medical Response

In the event of a medical emergency during training, games, or events:

• We will initiate immediate care within our scope of practice.

• Emergency services (e.g., 911) will be activated if the situation is life-threatening or beyond on-site management.

• Parents/guardians or emergency contacts will be notified as soon as the situation is stable and appropriate communication is possible.

• Basic medical facts related to the incident (e.g., nature of injury, treatment provided) may be shared with designated school officials or team administrators for continuity of care and emergency protocol compliance.

 

Injury Record-Keeping & Communication

AAPC maintains detailed injury documentation in accordance with medical privacy laws. This includes:

• Name

• Date of Birth

• Injury details

• Student ID number (when applicable)

• Relevant care plans, activity restrictions, or clearance status

Injury reports may be shared with designated school administrators, athletic directors, or coaches as needed to:

• Support athlete recovery

• Coordinate academic or training accommodations

• Restrict participation when medically necessary

These reports are limited to essential information and are handled in compliance with HIPAA (Health Insurance Portability and Accountability Act) regulations.

 

Your Rights Under HIPAA

Athletes (or their guardians, if under 18) have the right to:

• View or request copies of their medical records

• Request amendments to inaccurate health information

• Know who has accessed their medical information

• File a complaint if they believe their privacy rights have been violated

All records are securely stored, and only authorized individuals with a legitimate reason will access them.

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Our priority is your safety. All actions taken during an emergency will follow professional standards and documented care protocols.

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IV. Athlete & Parent Responsibilities

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• Athletes and parents/guardians agree to provide accurate and up-to-date health information, and notify AAPC of any changes that may affect care or participation.

• Athletes are expected to report injuries honestly, follow care instructions, and communicate concerns as needed.

• All individuals involved—including parents—are expected to maintain respectful communication and behavior with coaches, medical staff, and peers, both in person and online.

 

Failure to meet these responsibilities may affect participation or access to services.

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V. Informed Consent

 

By participating in club sports and receiving care from Altitude Advantage Performance Coaching (AAPC), athletes and parents acknowledge that:

• Inherent risks are involved in all athletic activities, including the possibility of injury despite best practices and precautions.

• Medical services provided by AAPC are supportive in nature, designed to assist with injury prevention, first aid, recovery guidance, and referral—not a replacement for emergency care or specialist medical evaluation.

• Athletes and guardians understand that follow-up with licensed physicians or emergency services may be required, and are responsible for seeking that care when advised.

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VI. AAPC Code of Conduct & Staff Accountability
 

Altitude Advantage Performance Coaching (AAPC) holds all staff, coaches, volunteers, and affiliates to a high standard of behavior. We adhere to a formal Code of Conduct that prioritizes safety, inclusion, professionalism, and ethical behavior across all settings.

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• AAPC’s Code of Conduct prohibits discrimination, harassment, abuse, bullying, unsafe behavior, and violations of athlete rights.

• Click here for the full Code of Conduct.

• Concerns regarding staff or affiliates may be reported directly to abeattie@altitudeadvantage.com or submitted anonymously via the U.S. Center for SafeSport Reporting Portal.

 

AAPC encourages accountability at all levels and takes all reports seriously in order to foster a safe and respectful environment for all athletes.

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VII. Consent for Digital Communication

• Communication Channels: Athletes and parents/guardians may receive health updates, reminders, or follow-up care guidance via email or secure messaging.

• Consent Acknowledgment: By signing this agreement, you consent to receive digital communications related to your care. You may opt out at any time by contacting us.

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VIII. Authorization to Share Academic Accommodations (Optional)

• If applicable, athletes may authorize AAPC to communicate necessary limitations or recommendations with academic advisors (e.g., for concussion recovery).

• This will only be done with explicit written consent and in coordination with the school’s policy on academic accommodations.

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