Pro Circuit Department - Athletic Medicine

USTA National Campus 10000 USTA Boulevard Orlando, FL 32827

Our 64-acre state-of-the-art tennis nirvana with 104 courts, Player & Coaching Development programs, and USTA executive, administrative and HR offices.

Laura Yeager, PT, DPT is the USTA Manager of Pro Circuit Athletic Medicine, and may be contacted by phone: 407-893-0235 or email: laura.yeager@usta.com. The Manager of USTA Pro Circuit Athletic Medicine is responsible for assigning and providing operational & logistical support to the SMT’s for the Men’s & Women’s Pro Circuit Tournaments and serves as the primary contact for the SMT’s. Any questions, comments or concerns of the SMT should be directed to the Manager of Pro Circuit Athletic Medicine.

Sandra Acevedo is the part-time (Tue-Thu) Administrative Assistant for Pro Circuit Athletic Medicine and may be reached at 407-461-4162 or email: sandra.acevedo@usta.com.  Sandy is responsible for receiving your final tournament inventory and expense forms (Laura Yeager should be copied on all communication).

Dr. Brian Daniels is the Medical Director, USTA National Campus and may be reached by phone at 219-617-7072 or email at brian.daniels@nemours.org.  Dr. Daniels collaborates with Pro Circuit personnel to develop best practices for sports medicine therapists, tournament physicians and related medical personnel at USTA Pro Circuit events and tournaments, and provides general oversight and consultation for issues that arise at Pro Circuit events.  

Tournament Physicians are the principal contact for SMT’s and players to address issues that arise at and during the tournament and event when it does not take place at the USTA National Campus.  The Tournament Physicians oversee the day-to-day delivery of athletic medicine treatment by SMT’s at the tournament or event, in conjunction with this Manual, as required by state law if applicable, and other best practices. 

Status of SMT under Agreement

The SMT is not an employee of the USTA but rather, is an independent contractor and is compensated on a fee for service basis as outlined in the Agreement for Services reference below.

Agreement for Services

Please refer to the full Agreement you signed for important terms and conditions in addition to what is highlighted below. 

The SMT will be required to sign an Independent Contractor or Services Agreement (“Agreement”), which identifies the sports medicine services for the tournaments that the SMT is scheduled to cover. Under this Agreement, the SMT is covered by the USTA professional liability insurance policy while engaging in an official capacity in the ordinary course of business for the USTA; however, it is strongly recommended that each SMT also carry personal professional liability insurance.

Certifications

It is the responsibility of each SMT to maintain and to ensure required certifications are current and in good standing. Each SMT is required to submit copies of the following current and valid certifications to Laura Yeager, Manager of USTA Pro Circuit Athletic Medicine:

• NATA Board of Certification documentation as a Certified Athletic Trainer and/or Certification as Sports Physical Therapist/Physical Therapist

• State Licensure as an Athletic Trainer and/or Physical Therapist in his/her respective state.

• CPR and Automated External Defibrillator (AED) Certification.

• Confirmation of Safe Play Approval

• ATP training module

Tournament Assignment Policy

Assignments of USTA tournaments will be completed on a semiannual or quarterly basis. Upon receiving the tournament schedule, the Manager of USTA Athletic Medicine will email the Athletic Trainers with available opportunities. The Athletic Trainers will then have 14 days to respond via the provided tournament availability survey through the link provided or email to laura.yeager@usta.com and inform the Manager of USTA Athletic Medicine of his/her availability and desire to work the tournaments that they indicate in their respective email responses.

Tournament assignments will be based on:

• Compliance and current/up-to-date status with Athletic Training licensure, Physical Therapy Licensure, and Safe Play Approval. These certificates must be on file with the Manager of USTA Athletic Medicine prior to being assigned to any USTA Pro Circuit event.

• Seniority and tennis specific experience as a member of the USTA Athletic Medicine team

• Availability for mentoring onboarding staff members

• Positive performance reviews at previous events

• Following all policies and procedures

• New members of the USTA Athletic Medicine Team who are compliant with all areas mentioned above and who have never worked a USTA Pro Circuit event will be assigned as the Assisting SMT for a minimum of (2) tournaments prior to working a tournament as the Lead SMT.

On-site Work Requirements

Dress Code

SMT’s must be dressed professionally. Each SMT will be provided with polo style shirts for working attire. The SMT may wear chino-style walking shorts or pants. T-Shirts, jeans and sweatpants are not permitted.

Hours

The SMT is expected to arrive in the tournament city on the sign-in day a minimum of 1 hour prior to the start of sign-in.  This will allow sufficient time to be to set up the training room. The sign-in information can be found on the tournament fact sheet. The Manager of USTA Athletic Medicine will upload the fact sheet to the shared drive as soon as it becomes available.

The SMT must be on-site and ready to work a minimum of one hour prior to the start of matches each day of the tournament. Prioritization of treatment is provided to players in competition.  The SMT’s on-site responsibilities are complete when the players competing in the last match have received treatment. If no treatment is necessary, the SMT’s on-site responsibilities are complete 30 minutes after the last match is completed. 

Unless there is an immediate or urgent need, players who are not participating in the last match will be educated on proper treatment room P&P and requested to return the next day. The SMT must communicate with the USTA Supervisor and return the 2-way radio prior to leaving the tournament site each day/night of the tournament.

(***Modification for COVID-19 protocols must be followed***)Players out of tournament: Once a player is out of the tournament he/she may still receive treatment for any injury that occurred during their participation in the tournament or for any condition he/she has been receiving care for during the tournament with the understanding that the players currently still in the tournament receive treatment priority.

The SMT is “on-call” 24 hours/day during the tournament for active players in the  tournament or player emergencies that occur before or after scheduled matches.

Treatment Protocols

Designated Treatment Rooms

Each tournament is required to provide a Designated Treatment Room that is clean, climate controlled with ventilation, stocked with adequate supplies, and private (subject to the below). Tournament Directors should strive to provide a Designated Treatment Area that is in accordance with the ITF Guide to Recommended Healthcare Standards for Tennis Tournaments, (see appendix). The Designated Treatment Area should provide easy access to the locker room and the match courts. It should be equipped with a clean and sanitary padded treatment table, clean towels and sheets, ice, non-carbonated bottled water, dispensed soap (or the equivalent), disinfectant solution, paper towels, and a lockable cupboard. It should be ready for full use one hour before the start of play and maintained throughout the tournament week. The SMT should advise the Supervisor of any problems with the Designated Treatment Area and together discuss such problems with the Tournament Director. If the Supervisor and Tournament Director are unable to resolve the matter, please notify the Manager of USTA Athletic Medicine as soon as possible.

Authorized Medical Care

Only the SMT, the Tournament Physician and Authorized USTA personnel are authorized to evaluate and treat medical conditions in the Designated Treatment Area. Parents (except in connection with a minor as noted above), massage therapists, personal trainers, and coaches are not allowed in the Designated Treatment Area. However, when treating minors, and for other situations as deemed appropriate, parents may be  permitted as an observer into the treatment area by the SMT (unless credentialing limits their access). See appendix: Training Room signage 

Authorization to Provide Medical Services and Treatment Information Sharing

Players may only receive medical treatment at a USTA Pro Circuit event after the 2022 USTA Professional Circuit Consent and Waiver Form is signed (including signature from parent/guardian for players under age 18) authorizing the SMT, the Tournament Physician and all USTA Authorized personnel to provide medical treatment. Additionally, all treatment information must be shared in a manner that is compliant with the terms of the Authorization for Release of Health Information. Treatment information may not be shared unless the Authorization for Release of Health Information form is signed. Both forms are part of a single document and are included in the appendix. It is the obligation of the SMT to verify with the Tournament Supervisor that each player receiving treatment has signed the forms.

Scope of treatment

The SMT is responsible only for the medical treatment of players entered in the tournament. The SMT is NOT responsible for medical treatment of coaches, parents, officials and umpires, ball persons, other tournament staff and spectators; provided, however, the SMT should be prepared to treat any emergency situation. Additional allied health care (i.e. EMT, ATC, PT) designated by the tournament will assume the responsibility for non-player care. 

Medication

• The Tournament Physician is the only tournament representative who is permitted to dispense medications to players. 

• SMTs should not carry or dispense ANY medications. SMTs should not dispense any medications to players, including non-prescription, over-the-counter (OTC) medications. 

• SMTs are not allowed to provide ANY supplements other than individual electrolyte packets during court calls or emergencies.

• *Exception: EpiPen, Benadryl Tablets & Glucose Tablets 

  • Benadryl  is only to be used with potential life threatening allergic reactions and not for any other use. Benadryl does not require a TUE. 

  • Glucose gel/ tablets are used for diabetic emergencies. If either item is issued, the Tournament Physician must be notified immediately and the Manager of USTA Athletic Medicine is to be notified the same day of issue.

  • EpiPen:  Requires training and a TUE.

Modalities

• The USTA does not supply the SMT with treatment modalities (e.g. ultrasound, electrical stimulators, etc.). SMTs may bring and use their own modalities at the tournament if cleared by the Manager of USTA Athletic Medicine. Shipping expenses of SMT-provided modalities are the responsibility of the SMT.

Electrolyte Replacement Beverage

• The USTA will provide electrolyte replacement drinks in individual use powder packets for all Men’s & Women’s Pro Circuit events for Court Calls and/or emergencies at the discretion of the SMT.

• The Tournament Director may provide an electrolyte drink in individual bottles or individual powder packets that complies with the Tennis Anti-Doping Programme.

Students/Interns/Observers

• Allied health and medical profession students and interns may observe the SMT and USTA Authorized personnel during a tournament. They are not permitted to provide treatment and care to tournament players or be alone with any players.

• One week prior to the Sign-In Date of the respective Tournament, student/interns requesting to observe the Sports Medicine Therapist must be approved by the Manager of USTA Athletic Medicine. Approved students/interns must agree to and sign the USTA Confidentiality Agreement (See appendix) provided by the Manager of USTA Athletic Medicine. In addition, the Tournament Supervisor should be notified that a student/intern is on-site. Player comfort with a student/intern in the treatment area must be respected.

• All students/interns must complete USTA Safe Play training prior to arriving at the tournament site as well as TADP training to be permitted in the training room.

Tournament Record Keeping

Medical Forms

• All medical forms are included in the Manual, in the Google drive, and will be included within the tournament supplies case (see appendix). At the completion of the tournament, all medical forms should be returned to the Manager of USTA Athletic Medicine.

• The USTA has agreed to retain all medical forms on behalf of the Tournament Physician. If a player withdraws or retires from a tournament and is entered to play in an ATP event the following week this form may also be filled out and signed by the next Tournament Physician at the subsequent tournament authorizing medical clearance for the player to compete in that tournament. The player who withdrew/retired in Week 1 should be advised that they should see the SMT at the Week 2 tournament with a completed ITF Medical Certificate from Week 1.

• See appendix:

• Medical Staff Checklist: The SMT and the Tournament Physician will read, discuss, sign and date the checklist. A copy of this checklist is sent in the packet to the Tournament Physician, but the SMT should also carry a copy.

• Tournament Physician Assessment Form: This form should be completed by the SMT at the end of the tournament, and is extremely helpful in assessing tournament physicians for possible future Pro Circuit events.

• Daily Treatment Log: The SMT is responsible for maintaining a daily log of each player and each condition treated with appropriate treatment notes throughout the length of the tournament. Each occurrence must be logged in separately, including treatment of the same player for multiple conditions.

• USTA/ITF Medical Treatment Form: This form is to be completed by the Tournament Physician or treating physician/specialist and returned \ to the SMT. The SMT is permitted to share pertinent medical history with the treating physician in a compliant manner subject to the Authorization for Release of Health Information (see appendix).

• ITF, ATP Challenger Withdrawal, (Retirement and Return to Competition Forms (See Appendix): These forms are to be completed when a player retires or withdraws on-site from the tournament and possible subsequent tournaments with a medical condition. The form must be completed by the Tournament Physician. Any cost for seeing the Tournament Physician or seeking other medical care is the player’s sole responsibility. This form must be received by the USTA Pro Circuit Department and/or the ATP Tour by the deadline stipulated in the ITF and/or ATP Rule Book. It is the player’s responsibility to submit the form to the office.

• USTA/ITF On-Site Medication Dispensing Log (See Appendix): The SMT must record all medications given to a player by the Tournament Physician. This includes prescription medications and non-prescription medications. Vitamins and supplements given by the Tournament Physician must also be recorded.

• Tournament Summary Form (See Appendix): This form must be completed at

the end of each tournament and returned with all tournament medical documents, in the tournament notebook, placed in the Supplies Case and returned to the Manager of USTA Athletic Medicine via the FedEx return shipping label also located inside the tournament prior to the start of the Tournament.

Tournament Director

• The Manager of USTA Athletic Medicine will send a Tournament Director information packet (see appendix) no later than 4 weeks prior to the Sign-In Date, which will contain the following information:

  • Tournament Director Introduction letter with responsibilities

  • Tournament Director Packet

  • Finding a Tournament Physician

  • USTA Pro Circuit Tournament Physician Guidelines

  • USTA/ITF Tournament Physician Form

  • USTA Safe Play Program

  • USTA Confidentiality Agreement

Red Flag Players

• Any player with a medical condition that requires ongoing medical, psychological or social welfare monitoring should be reported to the SMT at the tournament where the player will next play and the USTA Manager of USTA Athletic Medicine when an Authorization for Release of Health Information has been executed by the player incompliance of HIPAA. Please notify the Manager of USTA Athletic Medicine in order to facilitate communication with WTA, ATP or ITF. This communication can be completed via phone or through secure messaging in gmail using the steps below:

• On your computer, go to Gmail.

• Click Compose.

• In the bottom right of the window, click Turn on confidential mode . Tip: If you've already turned on confidential mode for an email, go to the bottom of the email, then click Edit.

• Set an expiration date and passcode

• Click Save.

Medical Clearance

• If a player requires Tournament Physician clearance in order to play in a subsequent tournament the Week 1 Athletic Trainer must inform the Week 2 tournament Athletic Trainer, and should also inform that tournament’s Supervisor as early as possible to ensure the player will be seen by the Tournament Physician to be cleared to play. This is especially important when the player is entered in the qualifying.

• In the case where a player is deemed medically unable to play by the Tournament Physician and the SMT, this information is to be provided to the Supervisor and it is the Supervisor’s responsibility to inform the player that the player will not be allowed to play. Please notify the Manager of Pro Circuit Athletic Medicine as soon as a situation like this arises so that the Medical Director, USTA National Campus and any other necessary parties can be notified and consulted.

Media

SMTs may not speak with the media regarding player injuries. For all other media requests, please refer them to the USTA Supervisor on-site. Any contact with the media must be cleared by the Supervisor and the Manager of Pro Circuit Athletic Medicine should be notified immediately.

Athlete Integrity Information Request

• The Manager of Pro Circuit Athletic Medicine must be immediately notified of any requests for treatment information from the ATP, WTA, ITF, or Tennis Integrity Unit. The Manager of Pro Circuit Athletic Medicine will direct the SMT to refer any requests for information to the USTA Legal department:

Rachel Booth, Senior Counsel

United States Tennis Association Inc. 70 West Red Oak Lane

White Plains, NY10604 P: 914-697-2334

Treatment Records Request

• Any request for treatment records must be forwarded to the Manager of Pro Circuit Athletic Medicine regardless of who or where it comes from before any information will be released so that we can confirm the request is compliant with the Authorization for Release of Health Information

Player Welfare (see appendix)

• As part of the ITF’s commitment to enhance player safety, the ITF has contracted a behavioral health care provider, Achieve Solutions, www.achievesolutions.net, to provide health and well-being support and information service for ITF Circuit Players.

  • WTA Player Welfare Programme - Kathy Martin, kmartin@wtatennis.com

  • ITF Player Welfare Officer - Nicky Dunn, Nicky.Dunn@itftennis.com

  • Safeguarding Manager - Gary Bye, gary.bye@itftennis.com

• More information about the Player Welfare Officer and the Player Welfare Policy can be found at:

  • http://www.itftennis.com/media/2522/safeguarding.pdf
    
    

• Achieve Solutions is a service that includes a 24-hour free, confidential, emergency telephone counseling service for ITF Circuit players experiencing a traumatic life event and an accompanying website, Achieve Solutions (www.achievesolutions.net/tennis), which is available for the benefit of players, player support team members and ITF and tournament personnel, and is accessible from any location worldwide. It is important for the SMT to be informed about the ITF Player Welfare program, and to educate players about this important resource. Posters will be available for distribution, as noted below.

Receipt Pro Circuit SMT’s Policies & Procedures Manual

I have received and read the Pro Circuit Policies and Procedures Manual for Sports Medicine Therapists which forms part of the Agreement entered into with the USTA. I agree to abide by all policies and procedures set forth in this manual.

Name:                                                 

Signature:  

Date: 

Return this signed and dated form to: Laura Yeager PT, DPT

Manager – Pro Circuit Athletic Medicine

10000 USTA Boulevard

Orlando, FL 32827 laura.yeager@usta.com