Medical management and availability
The medical department decides. Everyone else sees what they need.
Clinical records stay with the doctors and physios. Coaches see who is available, who is on modified duties and when an athlete is expected back, and players returning from injury are tracked phase by phase against the running they have actually done.
Two tiers, separated in the database
Injury and illness records are some of the most sensitive data a club holds. In AthleteIQ Labs they live in tables that no browser can read directly; every clinical read goes through the platform's server, and only accounts with the medical role, assigned to the athlete's team, are let in. Doctors and physios share that role. Coaches, analysts and the club administrator do not.
The coaching staff and the administrator get one fixed view, defined in the database itself: availability status, body area, expected return date, a summary the clinician chooses to share, and the clinician's note for the coaching staff from the latest treatment session. Diagnoses, injury codes, clinical notes and documents never reach it, and clinical pages are deliberately left out of the report export.
- Clinical tier: medical role only
- Coach tier: status, body area, expected return
- Shared summary and daily note, written by the clinician
- Diagnosis and documents never shared
Clinical records built for a medical department
Each injury or illness is an episode: onset date, mechanism, severity, an OSIICS injury code, the diagnosis and the availability decision. The zones involved are picked on the same body map athletes use in their morning check-in, so the clinical record and the athlete's report speak one vocabulary. If the athlete has recently reported pain, that zone is offered as a suggestion, never filled in as a finding.
Treatment is recorded as dated SOAP notes, one per session, so the next physio sees what was done yesterday and how the athlete responded. Notes are never edited in place: a correction is a new note that supersedes the old one, and the history stays visible. Scans and reports in PDF, Word, JPEG, PNG and DICOM attach to the episode; photos are stripped of location metadata on upload, and each download opens through a short-lived link.
When a problem returns, the clinician links the new episode to the earlier one as a recurrence, or reopens an episode that was closed too early. They are different clinical facts and are recorded differently, so injury burden and recurrence stay countable.
- Injury, illness, maintenance and screening episodes
- Shared body map vocabulary
- Append-only SOAP notes
- Scans and reports, DICOM included
- Recurrence links and reopen
A caseload organised by squad
The medical area opens on a squad picker. Inside a squad, the caseload lists open episodes by urgency, next to a Needs attention list of signals with no record behind them yet: athletes reporting pain of 4/10 or more, the same zone at consecutive check-ins, or a zone that keeps coming back; athletes training on a rehab programme with no episode open; and athletes declared unavailable who were nonetheless recorded completing a full session.
The athlete's own check-ins reach the clinician before the consultation. The intake view shows each zone they reported, how intense it was, how long it has been sore and whether it is improving. Clinicians also keep read access to the athlete's training context on the athlete passport: load, strength and wellness.
Declared availability, shared with the coaching staff
The clinician's decision, available, modified or unavailable, with an expected return date, is the authoritative answer to whether a player can train. It appears on the coaches' Availability tab, as a marker on the player's avatar on the Squad Board and in the tactical XI, and as a banner on the athlete passport. A player declared unavailable cannot be placed in the line-up; one on modified duties stays selectable, with a marker.
Coaches can receive a push notification when a player's availability or expected return date changes. It carries the name, status, body area and return date and nothing clinical, because a phone screen in a changing room is not a private place.
Training data never overrides a clinical decision. If the tracking shows a full session for a player declared unavailable, both are shown and the disagreement is flagged for the medical team.
- Available
- Modified
- Unavailable
- Expected return date
- Lineup marker and passport banner
- Push on change
Return to play, phase by phase
Players coming back from injury form a return-to-play cohort. Each moves through five phases, from early rehab and linear running to multi-directional work, high speed and full clearance, and the platform suggests a phase from what the player has actually done on the pitch: maximum speed reached, high-speed running, braking load and peak intensity, measured in the GPS data against the player's own matches or pre-injury peak, or the position's match benchmark when their own history is too thin. The card always names which baseline it used.
The injury date comes from the medical record when a clinician has opened an episode, and from the rehab sessions in the tracking data when not, so clubs that do not tag rehab sessions still get the cohort once the injury is logged. While a player is declared unavailable, the suggestion is capped at the first phase whatever the running says, and the card shows both. Staff can always set the phase themselves, with a note.
- Five phases
- Suggested from measured running
- Own or positional baseline, always named
- Declared injury date first
- Capped while declared unavailable
Built for health data
Medical records are special-category data under GDPR, and the module is designed with that in mind: access separated by role, clinical tables closed to the browser, a log of every read and change that concerns a named athlete, location data removed from uploaded photos and a short-lived link for every document.
When an athlete leaves the club, a retention date is stamped on their clinical records. The club administrator logs erasure requests with their statutory deadline and, before anything runs, sees per record whether it will be restricted, kept but hidden from every screen because a legal retention obligation still applies, or destroyed.
The club remains the data controller. These are tools to support its obligations, not a compliance guarantee.
Frequently asked questions
Who can see clinical notes and diagnoses?
Only accounts with the medical role that are assigned to the athlete's team. Coaches, analysts, nutritionists and the club administrator cannot open the clinical record, its notes or its documents.
What does a coach see when a player is injured?
Availability status, body area, expected return date, and any summary or daily note the clinician chooses to write for the coaching staff. Never the diagnosis, the injury code or the clinical notes.
How does the return-to-play tracking work?
It reads the player's GPS sessions since the injury and compares maximum speed, high-speed running, braking load and peak intensity with a named baseline to suggest one of five phases. A clinical declaration of unavailability caps the suggestion, and staff can set the phase manually with a note.
Can we attach scans and medical reports?
Yes: PDF, Word, JPEG, PNG and DICOM files, up to 25 MB each or 50 MB for a DICOM file. The platform stores them; it is not an image viewer, and a full scan series is better attached as the radiologist's report plus key images.
What happens if a player trains while declared unavailable?
The declaration stands, because training data never clears a clinical decision. The disagreement is shown on the availability board and listed for the medical team to review.
Is the medical module GDPR compliant?
It is built for special-category health data, with role separation, access logging, a retention date and an erasure-request workflow. Compliance also depends on how the club operates, so we do not sell it as a guarantee or a certification; we are happy to take your data protection officer through how it works.
See how your medical department and coaches would work together.
We will show the medical caseload, the availability board and the return-to-play cohort on our demo club, and how each role sees only what it should.
More of the platform
- GPS & training loadAthleteIQ Labs turns your GPS units' data into a daily, weekly and season view of training load, built for performance staff. Every number is read against that player's own history on the same day of the microcycle, squad averages leave out anyone who did not train in full, and the week you planned is compared with what the units actually recorded.
- Wellness & readinessAthletes answer your club's own daily check-in on their phones. By the time staff arrive, readiness is scored, pain is mapped, and the few athletes who need a conversation are at the top of the list, each with the reason written down.
- Strength, gym & VBTBuild gym sessions from a real exercise library, send them to the whole squad, a training group or one player, collect what was lifted on the athlete's phone, and read strength, workload, force and velocity on the same squad you train on the pitch. Built for strength and conditioning coaches, fitness coaches and sports scientists in football.
- Training planningPeriodise the season around the matches you actually play, build every session from your own drill library, and see whether the week you planned is the week the squad trained. One plan for the pitch and the gym, one calendar for the staff, and every training day labelled against the next match. Built for head coaches, fitness coaches and performance staff in football.
- Match analysisUpload the match event data you already receive, and AthleteIQ Labs turns it into a match report and a season analysis for your staff: possession, pressing, passing, chances and territory, with each player's GPS load and minutes from the same game on the same page.
- Club managementContracts, wages, payments, transfers and staff — managed by the club administration, with every deadline surfaced before it is missed, and the performance staff seeing only what they need.