Medical Information

Medical information management is a critical component of dive center operations, ensuring the safety of your clients while maintaining compliance with diving industry standards. DiverDash provides comprehensive tools for collecting, managing, and tracking medical forms, physician evaluations, and health-related restrictions.

What You'll Learn

How to collect and manage medical questionnaires
How to handle physician evaluation requirements
How to track medical form expiration dates
How to maintain medical information privacy and security
How to integrate medical data with course and trip planning

Before You Start

Make sure you have:

Access to Clients section and medical document management
Understanding of diving medical requirements and standards
Knowledge of your local diving medical regulations
Familiarity with physician evaluation triggers
Staff training on medical information confidentiality

Understanding Medical Requirements

Medical Questionnaire System

Standard Medical Screening:

Industry-standard diving medical questionnaire
Automatic risk assessment and physician evaluation flagging
Digital signature capture for legal compliance
PDF generation for record keeping

Medical Question Categories:

Initial Screening: 10 primary health questions
Detailed Follow-ups: Conditional questions based on initial answers
Category Boxes: A-G covering specific health areas:
- Box A: Lungs, breathing, heart, blood, chest surgery
- Box B: Age-related factors (45+ years)
- Box C: Eyes, ears, nasal passages
- Box D: Neurologic conditions
- Box E: Behavioral health
- Box F: Back problems, hernia, ulcers, diabetes
- Box G: Stomach, intestines, dehydration

Physician Evaluation Triggers

Automatic Flagging Occurs When Clients Answer "YES" to:

Exercise tolerance issues
Recent surgery or medical procedures
Prescription medications affecting diving
Any detailed follow-up questions in categories A-G
Age-related concerns (typically 45+ years)

Manual Review Required:

Unclear or incomplete responses
Complex medical histories
Multiple medical conditions
Previous diving accidents or incidents

Collecting Medical Information

During Client Registration

Online Registration Process:

Medical Questionnaire Section: Appears during client onboarding
Progressive Disclosure: Questions appear based on previous answers
Clear Instructions: Explanations for each section and question
Digital Signature: Electronic signature capture for legal compliance

In-Person Collection:

Paper Forms: Traditional medical questionnaire forms
Digital Entry: Staff enters information into DiverDash
Document Scanning: Upload completed paper forms
Verification: Review with client for accuracy

Medical Form Components

Required Information:

Personal health history
Current medications and dosages
Recent medical procedures or surgeries
Exercise tolerance and fitness level
Previous diving medical issues
Emergency medical contact information

Documentation Requirements:

Completed questionnaire with all sections
Digital or physical signature
Date of completion
Witness signature (if required)
Physician clearance (when flagged)

Managing Medical Documents

Accessing Medical Information

Individual Client Medical Records:

Navigate to Clients → Select Client
Click Documents or Medical tab
View medical forms, clearances, and restrictions
Check expiration dates and renewal requirements

Medical Document Types:

Medical Questionnaires: Standard diving medical forms
Physician Clearances: Doctor approval letters
Medical Certificates: Professional medical evaluations
Restriction Letters: Diving limitation documentation

Medical Form Status Tracking

Status Categories:

Current: Valid medical forms within expiration period
Expiring Soon: Forms approaching expiration (30-60 days)
Expired: Forms past expiration date
Pending: Awaiting physician evaluation or clearance
Restricted: Medical limitations or diving restrictions

Expiration Management:

Automatic expiration date tracking
Email reminders before expiration
Dashboard alerts for expired forms
Bulk renewal notifications

Physician Evaluation Process

When Physician Evaluation is Required:

System Flagging: Automatic detection based on questionnaire responses
Manual Review: Staff determination based on medical history
Age Requirements: Typically required for divers 45+ years
Medical Changes: New conditions or medications

Evaluation Process:

Client Notification: Inform client of physician evaluation requirement
Form Provision: Provide medical evaluation form for physician
Physician Review: Doctor completes evaluation and clearance
Document Collection: Receive completed physician clearance
Status Update: Update client medical status in system

Medical Information Privacy and Security

Privacy Protection

Access Controls:

Limited staff access to medical information
Role-based permissions for medical data
Audit trails for medical record access
Secure storage of medical documents

Confidentiality Requirements:

Medical information never shared without consent
Staff training on medical privacy laws
Secure communication about medical issues
Proper disposal of medical documents

Compliance and Legal Requirements

Documentation Standards:

Complete and accurate medical records
Proper signature and witness requirements
Retention periods for medical documents
Compliance with local medical privacy laws

Legal Considerations:

Never provide medical advice
Refer medical questions to qualified professionals
Follow training agency medical standards
Maintain liability protection through proper documentation

Integrating Medical Data with Operations

Course Enrollment Considerations

Medical Clearance for Courses:

Enrollment Requirements: Verify medical clearance before course start
Restriction Awareness: Inform instructors of any medical limitations
Emergency Preparedness: Ensure emergency contacts are current
Equipment Considerations: Special equipment needs for medical conditions

Course-Specific Requirements:

Open Water: Basic medical clearance required
Advanced Courses: Enhanced medical screening for deeper diving
Technical Diving: Comprehensive medical evaluation required
Professional Courses: Strict medical standards for instructor candidates

Trip and Activity Planning

Medical Considerations for Trips:

Destination Requirements: Some locations require specific medical clearances
Activity Restrictions: Match activities to medical limitations
Emergency Planning: Medical information for emergency response
Insurance Requirements: Medical documentation for dive insurance

Special Considerations:

Remote location diving requires current medical forms
Technical diving trips need enhanced medical clearance
International travel may require additional medical documentation
Group trips require medical emergency planning

Medical Form Renewal and Updates

Renewal Process

Standard Renewal Timeline:

Annual medical form renewal for most divers
More frequent renewal for divers with medical conditions
Age-based renewal requirements (typically 45+ years)
Activity-specific renewal for technical diving

Renewal Steps:

Expiration Alerts: System notifications before expiration
Client Communication: Email or phone contact about renewal
Form Distribution: Provide new medical questionnaire
Collection and Review: Process completed renewal forms
Status Update: Update medical status in client profile

Handling Medical Changes

When Clients Report Medical Changes:

Immediate Review: Assess impact on diving activities
New Evaluation: May require new physician clearance
Activity Restrictions: Temporary or permanent diving limitations
Documentation Update: Record changes in client profile
Communication: Inform relevant staff of medical updates

Common Medical Changes:

New medications affecting diving
Recent surgeries or medical procedures
Changes in health conditions
Age-related medical requirements

Troubleshooting Medical Issues

Common Medical Form Problems

Problem: Client confused by medical questionnaireSolutions:

Provide clear explanations before starting
Offer assistance with form completion
Schedule in-person review if needed
Provide contact information for questions

Problem: Physician evaluation delaysSolutions:

Provide clear instructions to physicians
Follow up on pending evaluations
Offer alternative qualified medical professionals
Maintain communication with clients about delays

Medical Clearance Issues

Problem: Client disagrees with physician evaluation requirementSolutions:

Explain safety reasons for medical evaluation
Provide information about diving medical standards
Offer second opinion options
Document client refusal if they decline evaluation

Problem: Medical restrictions affecting planned activitiesSolutions:

Review alternative activities within restrictions
Consult with medical professionals about modifications
Provide refunds or credits for restricted activities
Document restrictions clearly in client profile

Best Practices for Medical Management

Staff Training

Medical Information Handling:

Privacy and confidentiality requirements
Proper documentation procedures
Emergency medical response protocols
When to seek medical professional guidance

System Usage:

Medical form processing procedures
Document upload and storage
Expiration tracking and renewal
Integration with course and trip planning

Client Communication

Clear Medical Requirements:

Explain medical form requirements during enrollment
Provide information about physician evaluation process
Set expectations for medical clearance timelines
Offer assistance with medical form completion

Ongoing Medical Management:

Regular reminders about form expiration
Updates about medical requirement changes
Communication about activity restrictions
Support for medical clearance process

Quality Assurance

Regular Medical Audits:

Review medical form completeness
Verify expiration date accuracy
Check physician clearance documentation
Ensure compliance with medical standards