Therapeutic Use Exemption (TUE) Tracking Software
A TUE tracking system that monitors Therapeutic Use Exemption approval dates, renewal windows and supporting documents and escalates before an athlete's exemption lapses.
Problem
Therapeutic use exemptions let an athlete take a medically necessary substance that would otherwise breach anti-doping rules, and each one carries an approval date, an expiry date and, often, a narrower window in which the renewal paperwork must be filed. Today that detail sits in the team doctor's own file, sometimes a spreadsheet, sometimes a folder of scanned letters, and the renewal date lives in their personal calendar rather than anywhere the department can see. When the doctor is on leave, or the exemption is one of several held by a squad of thirty, a lapse is easy to miss. Nobody outside medical even knows which athletes are currently subject to a substance restriction, so a well-meaning staff member can recommend a supplement or medication that conflicts with it.
Product idea
A register of active exemptions, one row per athlete per substance: issuing body, approval date, expiry date, renewal window and a place to attach the supporting letter. Status shows green, amber or red against the renewal window, and an escalation email goes to the team doctor and the Head of Performance as an amber deadline approaches, then again if it turns red. A separate, restricted summary view tells performance staff which athletes currently have an active exemption and what category of substance it covers, without exposing the clinical detail behind it. It does not manage the exemption application itself, decide whether one is warranted, or file paperwork with the anti-doping organisation; a person still does that. It only makes sure nobody finds out a renewal was missed after the fact.
Where the AI agent does the work
The register earns its place through the escalation it runs unattended: it watches the renewal window on every exemption and messages the team doctor and the Head of Performance as the deadline nears, then again if the status turns red, without either of them having to remember to check. Today that date lives in one doctor's personal calendar, so a lapse is easy to miss the moment they are on leave or the exemption is one of several held across a squad of thirty. A schedule that notifies two people instead of relying on one person's calendar is what removes the single point of failure, not any new judgement about the exemption itself.
- Roles involved
- Head of Performance, Sports scientist, Performance analyst
- Relevant to
- Professional club, Collegiate athletics, Federation / governing body, Women's league
- Systems in play
- Medical and injury records, Spreadsheets, Athlete management systems
A proposal worked through in full
A different problem, taken all the way to architecture, standards and a phased delivery plan — the level of detail any idea here can be developed to.
Sports Sponsorship Activation Platform for Interactive Live StreamingSome athletes require medication containing a substance or method prohibited under anti-doping rules, and may therefore need an approved Therapeutic Use Exemption (TUE). The relevant anti-doping organisation remains responsible for the actual application and approval process.
Once approved, the sports organisation still needs to keep track of the athlete, the substance or category, the issuing organisation, the approval date, the expiry date, the renewal window and the supporting documentation.
This proposed TUE tracking software provides one controlled register for that operational task.
TUE renewal tracking
Every exemption receives a status: current, renewal approaching, or action required.
Automated reminders can notify the responsible medical professional as the TUE renewal window approaches. If no update is recorded, the reminder can escalate to the agreed performance or compliance owner.
The aim is straightforward: do not discover an expired exemption after the deadline has passed.
A restricted anti-doping compliance view
Clinical information should remain appropriately restricted.
Medical staff could access the full TUE record and supporting documentation. Approved performance staff could receive only the limited information required operationally, for example that an active exemption exists, subject to the organisation's privacy and anti-doping policies.
The platform therefore supports anti-doping compliance without turning clinical information into general team data.
What it does not do
The system would not:
- Decide whether an athlete needs a TUE
- Assess medical eligibility
- Submit the application
- Approve an exemption
- Check medication automatically against the Prohibited List
- Replace the medical record
- Replace the systems run by WADA, ADAMS or an anti-doping organisation
Those responsibilities remain with qualified medical staff and the relevant anti-doping organisation. WADA and the International Testing Agency describe TUE applications as formal processes handled through the appropriate anti-doping organisation and, where applicable, ADAMS.
First release
A four to six week first release could include an athlete TUE register, the issuing organisation, approval and expiry dates, the renewal window, document attachment, current, approaching and expired statuses, automated email reminders, escalation, a restricted staff view and an audit history.
No external anti-doping integration would be required initially.
The opportunity
The medical team may already have every TUE document correctly stored.
The operational risk is that the renewal deadline still lives in one person's spreadsheet or calendar.
This TUE management workflow gives the organisation one answer: which athlete exemption needs attention next?
Questions we get asked
What do we need to have ready before this is useful?
A list of current exemptions and their expiry dates, which is normally what the team doctor already holds, whether in a spreadsheet or a folder of letters. Loading that list is the whole setup: there is no athlete roster integration or medical records connection required to start. The register is only as good as that first import, so it is worth having the doctor check the list for completeness before anything is entered.
Does this replace the medical records system where the exemption letters already live?
No. The medical and injury records system stays the system of record for the clinical detail, and the letters can stay there too. This register only tracks the dates and the renewal status, and holds its own copy of the document as a fallback in case the source system is down when someone needs to check a deadline in a hurry. It is a thin layer for one specific risk, not a second medical record.
Our medical lead already has this on a calendar. Why add another system?
A personal calendar covers one person's judgement about what matters and stops working the day that person is on leave or moves on. The register exists so a renewal deadline is visible to more than one person, with an escalation that fires whether or not anyone remembered to check the calendar that week. If your doctor is confident their calendar has never once let a renewal slip, this tool has less to offer them.
Does it manage the exemption application itself or decide whether one is warranted?
No. It assumes an exemption has already been approved and tracks it from that point: the renewal date, the paperwork attached to it, and who gets told when the date is close. Clinical judgement about whether an athlete needs an exemption, and the application process itself, stay entirely with the medical staff and the relevant anti-doping organisation. Building that judgement into software is not something this tool attempts.
Is this your workflow?
Tell us one sports workflow that still runs on paper, spreadsheets, WhatsApp or an outdated system. We will map it and show you what a simpler product looks like.
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