Adding Problems & Incident Reports

Updated by Niki Budd

Adding Problems & Incident Reports: Web - 2.0

Please Note: Terminology is different based on your setting, for example, a clinical setting uses Care Group as Organizations, Patient instead of Athlete, and Visits instead of Treatment, lastly Problems instead of Injuries, but the steps are still the same.

Web Video Tutorial:

00:01: Hi this is Niki from Healthy Roster and this tutorial is going to show you how to create and add a new problem and incident report on a patient profile 00:10: We do recommend if you're creating a new problem as well as your incident report to do so directly from the intern report tab this will take down a step for you and allow you to create your problem at the same time as your incident report 00:24: To add a new instant report select add 00:28: Once you have input your incident date select add to associate problems 00:34: You will now see that you can add a new problem or link an existing I'm going to add a new problem 00:42: A modal box will now populate where you can create your problem 00:47: Because we are creating a new problem we want to ensure we are paying attention to the Privacy foreset problem privacy level set access to users in healthy roster as a reminder the entire care Circle will Encompass all that have access to the patient profile whereas providers and primary users will be the primary user typically that being the patient or under 18 the legal guardian and the assign providers if you assign for providers only this access limits view only to assign providers 01:16: Next you will select the appropriate status for this patient and their problem 01:21: Once you put in the details of the problem and you're ready to move on select ok 01:26: The modal box will now disappear for your problem and you will see your problem is associated with your incident report continue on by inputting information for your instant report here I'm going to next answer my background questions 01:39: We're now going to select the plus button to the right of the note section to add a note to our incident report 01:47: Now I want to attach a document to my incident report I'm going to select the add button to the right of attachments 01:54: You will now see your able to add a resource a new document or link an existing document 02:00: In this instance I'm going to assume I've already uploaded my document my completed documents will now show in a modal box click on the document you wish to attach 02:12: Now that I've created my problem as well as my incident report I can Simply Save however if I do wish to continue to associate this problem with more information such as a referral or an encounter selecting the drop-down Arrow next to save will allow you to navigate directly to those platforms however in this instance I'm simply going to save 02:34: For more help or if you have questions please visit the help tab on your left navigation or register directly at help@healthyroster.com

Step-By-Step Tutorial (Web) - Patient Tab
  1. Navigate to the patient profile
  2. Click incident Reports
  3. Select Add
  4. Associate the injury by selecting to Add New or Link an Existing by selecting the + icon
  1. If creating a new problem, enter the problem details and select the status for the problem
  • Problem Privacy Level:
    • Entire Care Circle: Everyone who has access to the patient such as coaches, AD, the patient (or their legal guardians if they’re under 18), and ATs will all be able to see the injury
    • Providers and Primary Users Only: If the injury is of a sensitive nature and you would like for only ATs, docs, and the patient or patients legal guardian to see the injury
    • Providers Only: If you only want healthcare providers such as ATs and docs to be able to view that injury
    • If the box is checked, the status of the injury will remain the status that was set on injury creation
  • Problem Status:
    • You have multiple status options to choose. It is important to note that “Return to Play and Closed” will remove the patient from your Patient Status list, but selecting “Return to Play as Tolerated” will keep that patient in your patient status list for easy reference if you are still treating that patient and keeping an eye on their injury.
  1. Complete the Background information
  2. Add notes by selecting the + icon
  3. Create note by selecting the type of note and typing or inserting a template for your note
  4. Once the note is complete, select OK
  5. If adding an attachment, select the + and choose your attachment type
  1. Once complete, select Save
Step-By-Step Tutorial (Web) - Global Search
  1. Type the patient's name in the global search
  2. Select the three dots to the right of the patient's name
  3. Select Create Incident Report
  4. Associate the problem by selecting to Add New or Link an Existing by selecting the + icon
  5. If creating a new problem, enter the injury details and select the status for the injury
  • Problem Privacy Level:
    • Entire Care Circle: Everyone who has access to the patient, such as coaches, AD, the patient (or their legal guardians if they’re under 18), and ATs will all be able to see the injury
    • Providers and Primary Users Only: If the injury is of a sensitive nature and you would like for only ATs, docs, and the patient or patient's legal guardian to see the injury
    • Providers Only: If you only want healthcare providers such as ATs and docs to be able to view that injury
    • If the box is checked, the status of the injury will remain the status that was set on injury creation
  • Problem Status:
    • You have multiple status options to choose. It is important to note that “Return to Play and Closed” will remove the patient from your Patient Status list, but selecting “Return to Play as Tolerated” will keep that patient in your patient status list for easy reference if you are still treating that patient and keeping an eye on their injury.
  1. Complete the Background information
  1. Add notes by selecting the + icon
  2. Create note by selecting the type of note and typing or inserting a template for your note
  3. Once the note is complete, select OK
  4. If adding an attachment select the + and chose your attachment type
  1. Once complete select Save
Step-By-Step Tutorial (Web) - Problem Timeline
  1. Navigate to the patient's specific problem timeline
  2. Select Add
  3. Select Add Incident Report

  1. Since you've selected to add an Incident Report from the problem timeline, the associated problem will carry over into the incident report.
  2. Complete the Background information
  1. Add notes by selecting the + icon
  2. Create note by selecting the type of note and typing or inserting a template for your note
  3. Once the note is complete, select OK
  4. If adding an attachment select the + and chose your attachment type
  1. Once complete select Save

Adding Problems & Incident Reports: App - 2.0

Video Tutorial:

00:00: Hi, this is Nikki from healthy roster. This tutorial is going to show you how to create an instant Rapport within the app. 00:07: You are able to create an incident report a few ways one by navigating through the problem timeline or two, by the way. I'm going to show you now by navigating to the patient profile and selecting instant reports. 00:20: Add or create a new incident report select the plus button in the upper right hand corner? 00:25: Start by entering the details of this incident such as the date and if you'd like this to be saved as a draft. The orange toggle that you see here insinuates that I will be saving this as a draft. Next select add or remove the problem. You will be prompted to create the problem within the incident or you will be able to add an existing problem. I'm going to add an existing problem select done to add it. 00:49: Next you will answer the background questions that are specific to your account. 00:53: The next thing you will want to add in is your note select add note. 00:58: Now you will want to denote what type of note this is open the note type dropdown and select the most appropriate option that sits within your account. I'm going to select this is my initial soap. 01:09: You are then able to type in your note As You Wish if you'd like you are able to also insert templates to insert a template select the template icon next choose the appropriate template. And then the insertion of your template will be available continue completing your note as appropriate. 01:25: Let's insert special tests into my note to do so, I'm going to select the special test icon. Then select the body part region and a list of special tests for that body part will now show Insert the special test result and select save to insert them to your note. 01:41: You are also able to preview the end view of your note. This is important. If you're using something such as a note template or formatting that you're unfamiliar with select the preview icon to preview the end view of your note. 01:55: You are also able to add attachments to your instant report. If you so choose once you have completed the creation of your instant report select save in the upper right hand corner. 02:05: He will then be routed back to this patient's incident report tab, you'll see here. My incident report is saved as a draft to change that click on the incident report and then toggle off is draft hit save again, and your instant report will now be completed. 02:22: If you have questions or need more help, please visit the help tab on the left navigation or reach us directly at help at healthy roster.com.

Step-By-Step Tutorial:
  1. From the patient profile select Incident Reports
  2. Select + to add a new incident report
  3. Input the incident date and toggle on/off (orange/grey) to save as a draft. Select add/remove problem to associate a problem. You are able to create the problem at this time or associate an existing.
  4. Answer any background questions
  5. To add a note select Add Note
  6. Select your note type
  7. If you'd like to use a template select the template icon and input your desired template
    Note: if you know the quick phrase, you are also able to type the phrase in to populate the template
  8. To insert special tests, select the special test icon. Next select the body part, and input test results as necessary
  9. To preview your note select the preview icon
  10. Add additional information such as attachments as necessary. Select Save to save.

Adding Injuries& Incident Reports: Web & App - Legacy

Please Note: Terminology is different based on your setting, for example, a clinical setting uses Care Group as Organizations, Patient instead of Athlete, and Visits instead of Treatment, lastly Problems instead of Injuries, but the steps are still the same.

Web Video Tutorial:
Web Step-By-Step Tutorial:
  1. Log in to Healthy Roster, and locate the athlete profile through the Global Search or through the Organizations tab
  2. Click the Incident Reports tab
    Screenshot 4.png
  3. Select + Add Incident Report
  4. Enter the incident report date.
  5. Create New Injury from the incident report, or select an existing injury from the drop down menu
    • Injury Privacy Level:
      • Entire Care Circle: Everyone who has access to the athlete such as coaches, AD, the athlete (or their parents if they’re under 18), and ATs will all be able to see the injury
      • Providers and Primary Users Only: If the injury is of a sensitive nature and you would like for only ATs, docs, and the athlete or athlete’s parent to see the injury
      • Providers Only: If you only want healthcare providers such as ATs and docs to be able to view that injury
    • Injury Status:
      • You have multiple status options to choose. It is important to note that “Return to Play and Closed” will remove the athlete from your Athlete Status list, but selecting “Return to Play as Tolerated” will keep that athlete in your athlete status list for easy reference if you are still treating that athlete and keeping an eye on their injury.
    Screenshot 16.png
    Screenshot 14.png
  6. Complete the Background information
    Screenshot 6.png
  7. Fill out the SOAP notes section
    Screenshot 7.png
    Screenshot 8.png
    Screenshot 9.png
    Screenshot 10.png
    Screenshot 11.png
  8. Click on Save Incident Report

App Step-By-Step Tutorial:
  1. Log in to your Healthy Roster app, locate and select the athlete
    Injuries 1.png
  2. Select Incident Reports within the athlete profile
    Incident Reports 1.png
  3. Select the plus sign in the upper right-hand corner
    Incident Reports 2.png
  4. Add the incident date
    Incident Reports 3.png
  5. Select an Injury from the current injury list, or create an injury by selecting Add New Injury
    Incident Reports 4.png
  6. Add SOAP note, then select Save
Incident Reports 6.png

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