Athletic Medical Clearance

AMS (also referred to as Smartabase) is the electronic medical records system utilized by Millersville University Athletic Training Faculty and team physicians. It securely houses all student-athlete medical information including medical history, participation statuses, as well as injury and rehabilitation records. Student-athletes need a complete account to house their information. Click "get started" below to follow a step-by-step guide to complete your account.  Questions regarding your AMS/Smartabase account can be directed to Heather Wolfe (heather.wolfe@millersville.edu) 

*Please note we are currently waiting on further guidance from the NCAA regarding exact requirements.*  

All students are required to provide proof of sickle cell status in order to be medically cleared for athletic participation. We can no longer accept medical provider notes stating the student does or does not have the sickle cell trait; the NCAA requires record of a test being performed. We can accept birth records that note presence or absence of hemoglobinopathies at this time; however, the NCAA may dictate that a specific test is required for the 2025-2026 year and forward.  We understand this testing and/or obtaining your birth records takes time  and highly recommend students contact their primary care providers to obtain their results as soon as possible. 

To avoid delays in medical clearance, students should obtain their test results prior to arriving at Millersville University. Millersville University DOES NOT routinely offer this testing. Any financial obligations related to obtaining sickle cell status are the responsibility of the student-athlete and/or their primary insurance. Millersville University is not permitted to assist in coverage of test costs.   

These new requirements apply only student-athletes new to Millersville (both transfers and first year students) for the 2025-2026 academic year. Student-athletes who have previously been cleared do not need to take any action as they have previously provided proof of sickle cell status that meets NCAA requirements.  

Any questions related to sickle cell status and hemoglobin solubility testing can be addressed to Heather Wolfe (heather.wolfe@millersville.edu) 

In accordance with best practices, NCAA and PSAC guidelines, all Millersville University student-athletes are required to carry primary medical insurance. Millersville University routinely verifies student-athlete insurance coverage; all student-athletes are required to enter their primary insurance information in the AMS/Smartabase system. To avoid delays in medical clearance, Fall Season student-athletes should have their insurance information uploaded no later than July 15, and all other student-athletes should have their primary insurance information entered no later than August 1. Insurance information provided after these dates may result in delays in medical clearance.  

It is the responsibility of the student-athlete to ensure their primary medical insurance information is accurate and coverage is active. If a student-athlete's insurance information does not pass verification, they will not be permitted to participate in athletic activities until updated insurance information is provided.  

Student-athletes without primary medical insurance must obtain it in order to be medically eligible. Millersville University does not endorse any medical insurance plan, and student-athletes are free to purchase any plan that provides coverage. Student-athletes are encouraged to shop and compare plans to find one that best suits their needs. The athletic department has been made aware of the following resources that may assist student-athletes in obtaining primary medical insurance coverage:  

Domestic Student-Athletes 

• Pivot Health Short Term Insurance Plans 

International Student-Athletes 

• World Trips Secure Student Plan - “Elite” and “Select” plans include a $5,000 sport benefit 

• The Diplomat America by Global Underwriters - “Athletic Sports & Hazardous Activity” rider available. Coverage for expenses under these activities is limited to $20,000 maximum. Please ensure the sport you participate in is listed as covered.  

When reviewing primary insurance coverage, it is important to be informed of the Millersville University Intercollegiate Athletics Secondary Insurance Policy. Millersville University Intercollegiate Athletics carries a secondary insurance policy to assist in the medical costs associated with injuries sustained during athletic activities. There is a $1,000 deductible per injury that is the responsibility of the student-athlete and/or their primary insurance that must be met BEFORE the secondary insurance will cover associated medical costs. Additionally, secondary insurance can only be applied to athletic injuries sustained as a direct result of athletic participation. Injuries sustained outside of Millersville University Intercollegiate Athletic Countable Athletic Related Activities (CARA) are NOT eligible for coverage. Pre-existing conditions are also excluded from coverage. Communicable diseases/infections such as MRSA and COVID-19 are excluded from coverage. Student-athletes must report athletic related injuries to the Millersville University Athletic Training Faculty PRIOR to seeking medical care (with the exception of life or limb threatening injuries) in order for the injury to be eligible for coverage. Any falsification or omission in the annual medical history completed by the student-athlete will void coverage. More information regarding the secondary insurance policy is provided in the Smartabase/AMS forms completed annually by student-athletes.  

All student-athletes are encouraged to review the Insurance Information section of the Millersville University Athletic Training Website for more insurance information and resources.  

Questions regarding the secondary insurance policy can be addressed to Heather Wolfe (heather.wolfe@millersville.edu).  

More insurance information is available on the AMS/Smartabase system and the athletic training website. 

The pre-participation physical examination (PPE) is an annual medical evaluation consisting of a medical history review, cardiac screening and orthopedic screening to determine that it is medically safe for student-athletes to participate in athletic activities. This exam must be completed with a member of the Millersville University Sports Medicine Team. Exams completed with other health care providers do not meet this requirement. Returning student-athletes with no significant changes in medical history can complete this exam with one of the faculty athletic trainers; these appointments can be scheduled via Teamworks sign-ups.  First-year student-athletes (including transfers) need to see the team physicians for their exam. There are two PPE dates scheduled for the summer for fall season student-athletes: July 17 and July 24. Once you have completed your Smartabase/AMS account, you can email Heather Wolfe (heather.wolfe@millersville.edu) with your preferred date to schedule. Appointments must be made at least two business days prior to the exam; we are not able to accept walk-ins. Winter and spring sports will complete their PPEs upon arriving on campus at the start of the fall semester. Local winter and spring sport student-athletes can attend one of the summer PPE dates if they wish, but it is not required.  

 

Note that any follow-up examinations deemed necessary for medical clearance by the supervising physician during a PPE are not eligible for coverage by Millersville University Intercollegiate Athletics secondary insurance policy. Common referrals include but are not limited to cardiology, hematology, and orthopedic consults. 

In compliance with NCAA and PSAC requirements/best practices Millersville University student-athletes are required to complete a concussion baseline. This neurocognitive testing is completed with the athletic trainers on your PPE date.