A coach would think that announcing to the team and parents, "get your medical forms / doctor examines done in Sept. and Oct." would be enough.
At this point I have burnt any patience afforded me with the nurse's office. I did learn something useful in the process, namely that the NJSIAA official date of medical clearance is the date of the physical exam. At least, that is what I was told. YMMV
I think it is the parents who are primarily responsible for scheduling the doctor appointments that result in the completion of the necessary paperwork. Most high school students, myself at that age and my own kid, would not know how to go about making such an appointment or what paperwork they needed on their own. They would need to be taught the process like anything else. The kids ultimately are consequenced, they don't get to compete in meets where they want to give their best for their team and they have to watch less experienced team members stand in for them and, in some cases, watch their teams lose because of it. Those are the natural consequences.
The rule itself is a pain to manage and self-police. The only time you will get penalized is when you are honest about a kid having 4 or 5 practices instead of 6. Few opposing coaches are likely to agree to count warm-up as the last practice your kid needs so that they can face your complete team. They are more likely to want to take the advantage for themselves and let you compete with the handicap. Of course, if they still lose they have it hanging over them that you could have beaten them by an even greater margin.
The overall issue is one that needs to emphasized to and made simple for parents and for students to be the energy and reminder for them to get it done in a timely manner.
I didn't either for a long time. And transferring records to a new doctor? Forget about it. I take care of the cars, repair the washer and dryer and refrigerator and stove, you get the idea. I don't typically know or handle deductibles, references, annual checkups, etc. Division of labor. We forget sometimes when it is that we learned certain things. Most people can put a knot in their shoelaces, but can't make them stay tied. Most people don't bother to research why their shoes come untied or if there is a better way. They resort to velcro or double knotting. Ian's Shoelace Website will answer all of your questions and teach you the correct way to do it and how to fix your knot with a small change in your tying habit. I don't think this is a case of fragile snowflakes melting at the first hint of difficulty. I think it is a culture of business and losing track of time and schedules, which happens to all of us.
I am with you on those tasks. My kid started doing his own laundry at age 5. He still doesn't solder, but he trains wild mustangs, pays for his own gasoline, board for his horse, even the fee to put his previous horse down after a stroke. I would not have paid the triple fees either. I am likely to emphasise the fencer's personal responsibilities in the next preseason meeting. After team pasta parties we went back to the previous requirement of the parents not doing any of the cleanup, only the team cleans. More responsibility is good.