Medical Process

November 10, 2009: More than 34,000 Jamboree Health and Medical Record forms are in the inboxes of staff and participants.

Don’t have one? Read below for more information. There is not a paper or a mailing option. Just like your registration, it will come via e-mail only.

Staff

You must have received and returned a signed Letter of Appointment (LOA). A medical record will not be sent prior to the completion of the LOA. Once the LOA is processed, a medical record will be generated automatically in about two weeks. It will come to the e-mail you have entered in your registration, the same one where your LOA was delivered. If you do ask for a resend, we request it include your name and member ID, not your registration code. Please request this via jamboree.medical@scouting.org. Due to high volume, please allow up to two weeks for processing.

The deadline for staff to fax in a medical record is March 1, 2010. Due to high volume, Jamboree medial can not confirm receipt of your fax. Please use the confirmation from your fax machine. Mailed or e-mailed medical records will not be valid.

Troop Leaders and Scouts

You must be approved by your local council in the registration system. This is separate from registration and payment functions. Once the registration system is updated with council approval, a medical record will be generated automatically in about two weeks. It will come to the e-mail you have entered in your registration. YOU control what that e-mail is. You may verify it yourself via www.myscouting.org.

  • Log on to your MyScouting account.
  • Select Event Registration.
  • Select National Scout Jamboree.
  • Select the appropriate EDIT form.
  • Enter your registration code, including the dashes (the 20-digit number on your confirmation).
  • This will open your application and you can update your e-mail, etc.

Parents or troop leaders, if you do ask for a resend, we request it include the name and member ID of you or your son, not the registration code. Please request this via jamboree.medical@scouting.org. Due to high volume, please allow up to two weeks for processing. Parents and troop members, ask your troop leader what the council’s deadline for the medical record is, and turn in the completed medical record to your Scoutmaster. Jamboree Medical does not know who your Scoutmaster is, but your council will. The local council must input medical records by March 1, 2010.

Other hints for making this a better experience:

  • If you did not set up jamboree.medical@scouting.org as a safe sender, you need to check your junk mail and spam filters now.
  • Mac users, please open the medical record with Adobe Reader 9, not in preview mode.
  • The password that you will receive is case-sensitive. Many users have found cutting and pasting the password is easiest for them. To date we have yet to find a technical issue that does not allow the medical record to be opened with the assigned password when entered correctly.
  • We suggest you download Adobe Reader 9 if you do not have it. It’s available for free; we consider that pretty thrifty: http://get.adobe.com/reader.
  • If you have your spam filter in place and have not added jamboree.medical@scouting.org to your sender list, please correct this issue before you ask for another record.
  • The confidentiality of your information is important to us. Thus, the medical record is password-protected and encrypted. If you have a .mil address or a policy in place that does not allow encrypted password-protected documents to pass, we suggest you update your or your son’s registration to include a personal e-mail address that will allow the attachment through. We know the Army is filtering these records.
  • If you notice incorrect information after you open the file, type over it and print out the record.
  • Please complete the record as it was current at the time the physical exam is performed.
  • Parents, you should get a copy of your son’s medical record. If you used the same e-mail address for both of you, that is why you got two copies.
  • Leaders, if you let your youth use your e-mail address, then you get theirs as well. Each record is bar-coded with the participant’s member ID.
  • Council contacts, you get a copy of all contingent members’ forms.
  • Council contacts or coordinators, please contact the registrar at 2010Jamboree@scouting.org if you need to remove a youth from your attendees list. Parents, please contact your council if your son will not be able to attend.
  • We understand some of you inadvertently deleted the forms. This is not a problem. If you cannot recover it, send us an e-mail and we will resend. We ask your request include the name and member ID of you or your son, not the registration code. Please request this via jamboree.medical@scouting.org. Due to high volume, please allow up to two weeks for processing.
  • Please review the FAQs for further information about the Jamboree Health and Medical Record form.

Jamboree Health and Medical Records have begun to be distributed; check your mailbox and spam filters. You will receive two e-mails, one with your medical record and one with a password to open it. Thanks for your patience and understanding to date. We do not recommend scheduling a medical exam prior to the arrival of your personalized record. We look forward to seeing you at the “BEST, most EXCITING, FUN-FILLED, SAFEST jamboree EVER!”

The process

Youth participants and adult leaders who have registered and been council-approved, and staff who have returned a signed LOA, will receive a personalized bar-coded medical record via e-mail from Jamboree.Medical@scouting.org. A second e-mail will contain a password to open your medical record. Please set this address as a nonfiltered one now; don’t wait to find these e-mails in your spam and junk mail folders in case your system perceives this message as such. Because this is a personalized medical record, it is critical that you:

  • DO NOT allow anyone else to use your form.
  • DO NOT use anyone else’s form.
  • DO NOT download a form from Scouting.org or use a form without your specific bar code.
  • Use ONLY the form sent to you that has your specific bar code. DO NOT submit any other medical record (including the one from summer camp).
  • DO NOT obscure or deface the bar code or any of the numbers around the bar code of your record.
  • COMPLETE the entire medical record and insurance and additional information sheet. Your completed record should be a total of four pages.

Jamboree contingent members and staff will need to complete and print the medical record, and then schedule a physical with a health care provider to get the form completed and signed. The process for record submission is as follows:

  • For council contingent members:
    • Return the completed record to the Jamboree Scoutmaster. Parents, if you do not know who this is, ask your council. Please DO NOT e-mail jamboree.medical@scouting.org with this question; we do not assign that role and we do not have that information.
    • The Jamboree Scoutmaster will submit the medical records to the council.
    • Councils are then responsible for scanning or faxing in the records. Before this is done, medical services highly encourages having a physician prescreen each record to confirm that the following criteria are met.
      • The medical record is complete—no empty spaces.
      • Signatures are properly filled out.
      • Recognize and screen potential health risks, including:
        • Obesity.
        • Difficult-to-control heart disease.
        • Difficult-to-control hypertension.
        • Difficult-to-control diabetes.
        • Newly diagnosed seizures (within the last six months).
        • Difficult-to-control asthma.
        • Sleep apnea requiring a CPAP machine.
        • Severe allergies susceptible to frequent and extreme anaphylaxis.
        • Recent (within six months) orthopedic surgery.
        • Difficult-to-control psychiatric, psychological, or emotional difficulties.
        • Sickle-cell anemia, hemophilia, current cancer treatment, and those with blood-borne pathogens.
        • Councils will then return the records to the Jamboree contingent leader.
        • For staff members:
          • Fax the form to the number provided.

          Each council and staff member has until March 1, 2010, to scan or fax in medical records. The longer one waits to send in medical information, the longer it will take for it to be reviewed.

          As the records are received by Medical Services, they will be reviewed and accepted or denied. If accepted, each individual will be notified by the Jamboree Department via e-mail. The denial process includes three levels of review by three separate physicians. At each level, the local council will be notified for contingent members and staff will be notified on an individual basis. After the third denial, the decision is final. The levels are as follows:

          1. First review by the chief medical officer (CMO) of the subcamp or the staff facility.
          2. Second review by the CMO over the region or the staff.
          3. Third and final review by the CMO of operations, the assistant CMO of the jamboree, and the jamboree CMO.

          Keep the excitement building. Continue to Be Prepared!