Sharing PHI: Step-By-Step

Updated by Niki Budd

Sharing Private Health Information - 2.0

One of the great things about Healthy Roster is our ability to communicate with Athletic Trainers, Coaches, Athletes, and their Parents. Within the system, patients/primary users have the option of sharing their health information with Organization or Team level users.

NOTE - This process should only be followed if you have prior authorization from patients/primary users/legal guardians to share this info! This tutorial will show you how to share a patient's health information with Organization or Team level users.
Video Tutorial: - Understanding PHI Sharing - Patient Creation (Bulk/Individual)

00:00: Hi this is Nikki from healthy roster and today I'm going to help you understand Phi sharing within healthy roster this tutorial is going to walk through patient creation whether bulk or individual 00:12: Healthy roster is built in a way that users can be assigned at different access levels when you create patient profiles you will need to determine if those additional users are able to view Phi for patients they can access the way you grant set access will be driven by patient creation 00:28: Whether you are creating your patient profile one by one or using the bulk import you will be asked if you've been granted the ability to share Phi let's walk through both processes 00:38: This is the view you will see when you are completing a bulk import you will check the box if you've been granted permission to share Phi do not check the box if you have not by checking this box you are testing that you've received prior authorization to share Phi with other users in healthy roster at their own access level this approval was granted by either the patient or the legal guardian as a note if you are unsure if you have access to share Phi we recommend not checking this box when you are sure you can always return to the bulk import and upload the same template to then Grant access 01:12: This is the view you will see if you are creating an independent patient profile at the bottom of the screen you will see the same a testament to Grant Phi for this patient profile check this box if you've been granted permission to share Phi but do not check this box if you have not been granted it if you are unsure you can always return to the patient's details Tab and Grant access down the road

Step-By-Step Tutorial - SHARING PHI WITH OTHER USERS DURING BULK IMPORT
  1. If you're uploading an Excel document for a bulk upload of patients, all you need to do is check the box stating I Have Received Prior Authorization to Share the Personal Health Information of these Patients via Healthy Roster  during the upload process. After checking this box, all coaches and Athletic Directors attached to these athletes will instantly have access to their health information. 

Step-By-Step Tutorial - SHARING PHI WITH OTHER USERS WHEN CREATING A PATIENTS
  1. When creating a new patient, click the check box for I Have Received Prior Authorization to Share the Personal Health Information of these Patients via Healthy Roster before creating the new patient. Any team or organizational level user connected to this patient after creation will now have access to their health information. 

Step-By-Step Tutorial - SHARING PHI WITH OTHER USERS FOR PATIENTS WHO ALREADY EXIST
  1. If you've already created a patient and have now received permission to share their health information with the other users not covered under HIPAA, go to that patients profile
  2. On the patient's profile, click on Details
  3. At the bottom of the page you will see the checkbox: I Have Received Prior Authorization to Share the Personal Health Information of these Patients via Healthy Roster, click that and then Save. The health information for that patient will now be shared with their Organization and Team level users. 
Video Tutorial - INVITING USERS TO MANAGE AN ORGANIZATION

00:00: Hi, this is Niki from Healthy Roster and this tutorial will walk you through adding an Organizational level user. Adding an organizational-level user (generally an Athletic Director) to an organization allows them access to all teams/patients. It also allows the User and the Provider to communicate within the app to help improve communication. 00:18: To begin once you're logged into healthy roster Select the organization tab on the left navigation 00:25: Now click on the three dots to the right of the organization you wish to add user to 00:31: Now select manage users 00:34: To add a new user, select add 00:38: Now input your users email, first name, and last name 00:43: Now select your users role 00:46: Check the box if you like this individual to be an administrator for the organization. Grant administrator access to an org user will increase access to a patient profile. For more information please visit our helpdoc titled: Capabilities and User Access 01:01: click okay when you're ready to send the invitation 01:05: You will now see that the invitation has been sent. It is listed on invitations for the organization. 01:12: Once your organizational level user has accepted their invitation you will see them listed under direct access 01:19: If you have questions or need more help please visit the help tab on your left navigation or reach us directly at help@healthyroster.com

Step-By-Step Tutorial - INVITING USERS TO MANAGE AN ORGANIZATION
  1. Select Organizations
  2. Select the desired organization
  3. Click on Manage Users
  4. You will now see who has Direct Access, Inherited Access, or Invitations
  5. Select Add
  6. Input desired information and select OK

Video Tutorial: INVITING USERS TO MANAGE A TEAM

00:00: Hi, this is Niki from Healthy Roster and this tutorial is going to walk you through adding Team level users. Team-level users are typically a coach. It allows them the ability to monitor their active roster easily and also provides a HIPAA-compliant space for their athletic trainers to communicate with the Coach via the injury timeline or chat feature. 00:21: There are two ways that you can add team-level users. One of which is from the team's tab on your left navigation or from the organizational page. Here I am in the organization and I can select team. 00:35: Now select the three dots to the right of the team you wish to add a user to. 00:41: Now select manage users 00:44: Now select add 00:47: You will then be prompted to input the user's email, first name, and last name. 00:53: Next, select the roll for this user. 00:56: You will then check the box if you'd like this user to be an administrator for the team. Granting administrator access to the team increases this user's ability to view patient profiles 01:09: Select okay when you're ready to send the invitation to this team level user 01:14: While your imitation is still pending acceptance it will sit under the invitations tab for this team 01:21: Once your T-Mobile user has accepted their invitation you will see them listed under direct access 01:28: If you need help or have more questions please visit the help tab on your last navigation or reaches directly help that healthy roster.com

Step-By-Step Tutorial - INVITING USERS TO MANAGE A TEAM
  1. From your Organization, select Teams
  2. Using the three dots to the right of the team, select Manage Users
  3. You will now see who has Direct Access, Inherited Access, or Invitations
  4. Click on Add
  5. Fill in the information and click OK

Sharing Private Health Information - Legacy

This is typically used for sports providers to share information with Coaches and Athletic Directors at the schools they work with.

Step-By-Step Tutorial - INVITING USERS TO MANAGE AN ORGANIZATION
  1. Sign in to your health roster account and go to ‘Organizations’
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  2. Select an organization
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  3. Click on ‘Manage Users’
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  4. Click on ‘Invite User to Manage this Organization’
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  5. Fill in the information and click ‘Send Invite’
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Step-By-Step Tutorial - INVITING USERS TO MANAGE A TEAM
  1. Click on ‘Teams’ tab on the left side of your dashboard
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  2. Select a team
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  3. Click on ‘Manage Users’
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  4. Click ‘invite user to manage this team’
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  5. Fill in the information and click ‘Send Invite’
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