Adding Athletes / Patients (Bulk Upload)

Adding Athletes / Patients (Bulk Upload)

There are a few different ways to add Athletes / Patients in Healthy Roster. You can bulk upload an entire roster using the web platform, or create athletes / patients individually on the web or the mobile app.

This tutorial will walk you through how to bulk upload your athletes / patients to teams and organizations in Healthy Roster.

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.
Video Tutorial

Step-By-Step Tutorial
How to Bulk Upload Athletes / Patients

  1. First, click on Organizations in the left-side navigation and then choose the Organization you’ll be adding athletes to. From there, you can also go to a specific Team if you have one team’s roster.
  2. From the Organization page, click on “athletes” / "patients" then “add athletes” / "add patients"
  3. From the Team page, click on “Upload Athlete” / "Upload Patients"
  4. Once there, you can download the template provided to enter your athlete information into (only these templates will be accepted by the system, you will not be able to use a custom spreadsheet you make)
  5. Once the spreadsheet is done, click on “choose file”
  6. Once you have chosen your file, note you have the option to checkmark the box to send invitations with this upload or to not send invitations.
  1.  If you have prior authorization to share the athlete’s PHI, you will check that box. This step is only applicable in a sports setting.
  2. Click “upload”
  3. Once the upload is complete, a report will generate on that screen detailing how many athletes were imported, how many failed, and how many were updated (meaning they were already in Healthy Roster)

WHAT IS PRIOR AUTHORIZATION?
  • You can use Healthy Roster solely for documentation and never involve parents or coaches, but we encourage this communication with the Care Circle. That being said, we take privacy seriously and that includes whether or not users (i.e. coaches) can see an athlete’s injury information. When you invite a Primary User (I.e. athlete or parent) to use Healthy Roster, they’ll need to accept certain terms and conditions to allow coaches or other users to view their athlete’s injury information.
  • If the Primary User has already agreed to allow injury information to be shared, such as through an acknowledgement at the beginning of the year, you can check this box to allow coaches to view injury information even if the Primary User hasn’t accepted their invite. The Primary User can always revoke this access later on if they want.
WHY DID I RECEIVE AN ERROR MESSAGE WHEN IMPORTING ATHLETES/UNSUCCESSFUL ATHLETE IMPORT
  • Have you deleted any cells/rows/columns that are originally in the template? Deleting anything in the template and then transferring your data over can reconfigure the format of the template.
  • Do you have the latest version of the template (Version 3)?
  • Convert to CSV file prior to uploading
  • Are the birthdates formatted correctly? For example our template accepts 01/01/2001 format
  • Make sure your spreadsheet does not have any extra tabs at the bottom of the sheet


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