I think the RSVP feature would be more valuable if the Scout profile included certain basics related to Food Allergies/restrictions. This way when you print the report, you can get that information included. Maybe even the emergency contact info as well. I don’t want to have to go back through paper medicals to gather everything I would need for a proper roster.
@MitchellMellin- this was rejected three years ago so not likely that it would be entertained.
@MitchellMellin yes - loss medical info is not a good policy
@mitchell, we were just talking about this over the weekend, that we do not have a database for our troop to note allergies & dietary needs. We have several veg & vegan & non-pork & non-dairy, and the Venn diagram can feel complicated, ESP if those people do not speak up in the planning phases and we end up with mac & cheese + hot dogs since the trip SPL was not aware.
This could probably be achieved with a Google form - if anyone has one to share, I’d appreciate it!
We are just talking Food Allergies and Restrictions nothing major!!
Food Allergies fall under HIPPA guidelines.
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I use a google form for each trip and ask this info. I was trying to convert to using Scoutbook and their tools but this is a limitation to me
Is this info not included on the scouts’/scouters’ Medical Part B? I tend to work with that as the source of truth (which encourages folks to keep them up-to-date). Granted “vegan” or “keeps kosher” aren’t food allergies, but I encourage folks to include dietary restrictions on the Part B so we’re not constantly re-asking the question. The data (# veggie, list of all allergies, etc) goes to the scouts planning food based on what’s on the sheets and who signed up.
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So is someone transcribing from Part B to a spreadsheet?
One time I cooked incredible arepas (savory pancakes with cornmeal) w/ eggs for breakfast, and did grilled shrimp & sweet corn tacos in corn tortillas for dinner. The other leader? Would not eat corn; wish I had known when planning! Would be good to log stuff like this, too! Olives make me want to nope right outta there, too.
Exactly!! If you don’t capture and constantly cross-reference the medicals now you are relying on the individuals to speak up if they can’t eat something. I get HIPAA but this is necessary knowledge for the menu planners to make sure everyone can eat and not get killed.
Nope. The process essentially runs:
- List of sign-ups to scouter responsible for med forms.
- Med forms to lead scouter for event
- List of allergies/dietary restrictions (no names, sorted by patrol where needed) to scouts responsible for food from lead scouter. Menu plans should be back-checked by lead scouter/designee where possible.
The idea is to avoid creating a potential for disclosure of personal information wherever possible.
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We ask before EVERY outing if there are any food allergies, sensitivities, restrictions. This is a teaching moment for the Scouts. If you don’t speak up, we may not have food for you. We explain that dietary restrictions change so we cannot rely on past experience. Yes, we know which Scout has a dairy allergy and which has a cashew allergy but they both notify us EVERY time so that it is not missed. We also encourage any Scout with dietary restrictions to participate in the meal planning.
Personally, I cannot eat onions. I make sure EVERY time I plan to go on an outing, those doing the meal planning know this. It is also on my Part B but I do not rely on that.
Medical Records Management
Our Troop maintains a Medical Records Coordinator (MRC) who oversees all Annual Health and Medical Record (AHMR) forms. This adult volunteer is an American Red Cross First Aid/CPR/AED Instructor and ensures that all medical information is properly maintained, accessible when needed, and kept secure.
The original “wet-signed” AHMR forms are stored in a secured binder. Copies are made as needed for camp staff or event registration.
A Travel Binder—containing only the AHMR forms for participants attending a specific outing—is taken along on every trip. This binder allows quick reference in case emergency medical care is required. After each event, the duplicate records are returned and filed with the main master binder.
To track medical and dietary needs, a confidential spreadsheet is maintained with columns indicating whether each participant:
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Requires issued medication
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Carries an inhaler
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Carries an auto-injector (EpiPen)
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Has food allergies
All adults participating in the activity are briefed on relevant medical considerations and informed of the Travel Binder’s location. Patrols are made aware of members who have food allergies and trained on how to respond appropriately should a reaction occur. Scouts are encouraged to look out for one another, especially during shared meals.
Anaphylaxis awareness is included as a key topic in First Aid and Youth Protection training sessions. Patrol Leaders are responsible for understanding their patrol members’ medical needs under the supervision of the MRC. Here are some other compiled references:
Privacy and Legal Considerations
HIPAA does not apply:
Scouting America and its medical forms fall outside the scope of HIPAA regulations. Scouting is a youth recreation organization, not a healthcare provider, health plan, or healthcare clearinghouse. Therefore, it is not a “covered entity” under HIPAA law.
Volunteers are not covered entities:
Because Scouting volunteers are unpaid and do not provide medical treatment as professionals, they are not subject to HIPAA rules.
Privacy remains essential:
Although HIPAA does not apply, units must still handle medical information with care and confidentiality. All AHMR forms and health information should be stored securely—preferably in a locked cabinet or sealed envelope—and should never be shared electronically or digitized beyond official BSA systems.
Purpose of HIPAA (for context):
HIPAA provides privacy protections for identifiable health information held by healthcare entities. Since Scouting is a recreational program, these federal rules do not apply. However, Scouting America’s policies emphasize maintaining the same level of respect and protection for participants’ personal information.
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This has been brought up multiple times in the past and has been rejected by Scouting America IT.
The SUAC cannot keep brining up suggestions that have previously been rejected. Your only option is to convince your Council staff that this is an important enough issue for them to open a ticket along with the business case as to why this is needed. Even with that, there is no guarantee that it wil be accepted and implemented.
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