Inviting/Adding Patient Roster - Bulk Upload

Updated by Niki Budd

How to Add/Invite Patients - Bulk Upload - 2.0

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.

We recommend you download a new template for each new upload to avoid errors.
There is a limit of 1,000 individuals you can upload at one time.
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.
  • 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 4)?
  • Convert to CSV file prior to uploading
  • Are the birthdates formatted correctly? For example, our template accepts 01/01/2001 format
  • Are the phone numbers formatted correctly? For example, our template accepts 10 digits; at this time, international numbers beyond 10 digits are not supported on this template
  • Make sure your spreadsheet does not have any extra tabs at the bottom of the sheet
Please Note: Terminology is different based on your setting; for example, patient could be used instead of athlete, but the steps are still the same.
Video Tutorial

00:00: This is Niki from Healthy Roster. This tutorial is going to walk you through inviting or adding patients to a roster via the bulk upload. There are a few ways to add patients, the bulk upload will allow you to ability to create patients in mass or send invitations in mass 00:17: Depending on the location that you would like to import your patients to you can select organizations or teams for this video I'm going to select organizations 00:27: Now select the organization to which you would like to add your import to 00:32: Now, you will sit on the patient's tab for your organization. Select the drop-down to add new 00:39: The complete a bulk upload, you're going to select import patients from the drop-down 00:45: If you have not done so already, you will need to download our import template. To do so select the download template button in the lower left corner of the patient import modal box. Please note, our template cannot be modified in any form and you are unable to bulk import using your own spreadsheet. As a reminder, to create a patient profile, you will need at a minimum, the patient's first name, last name, and DOB. Graduation year is a highly recommended field if you have it as well to help with bulk archive. If you intend on sending invitations, you will also need to include an email. If your patients are under 18, Healthy Roster will not send invitations, you will need to input an emergency contact name and email. 01:28: Once your file is ready for upload select the import file box and select your file. 01:35: Next check the box if you'd like to send invitations to the patients or their legal guardian 01:42: Check the box if you have received prior authorization to share PHI for these patients within Healthy Roster. By checking this box you are attesting that you have received permission from the patient or their legal guardian to share PHI with other users within Healthy Roster, typically this is for admins, coaches, or employers. If you have not received prior authorization do not check this box as it could result in HIPAA violation for your cover identity 02:10: Click okay when you're ready to import patients 02:15: Once the upload is complete, a report will generate on that screen detailing how many patients were imported, how many failed, and how many were updated (meaning they were already in Healthy Roster) 02:27: You now can view your import history. This feature allows you to download the upload or roll back the import should there have been errors on the import. For more information, follow along with our Understanding and Reverting Import History HelpDoc. 02:43: 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
How to Bulk Upload Patients
  1. Click the Organizations tab on the left navigation bar. It's important to note that you can bulk upload to a Team OR Organization
  2. Click Patients
  3. Select Add New drop-down
  4. Select Import Patients
  5. Download the import template provided to enter your patient information - First/Last Name and DOB are mandatory fields (only these templates will be accepted by the system; you will not be able to use a custom spreadsheet you make).
  1. Providers can utilize this template to document insurance information for patient profiles
  1. Once the spreadsheet is ready for upload, Click or drag the file to upload
  2. Next select if you'd like to send invitations as well as if you've been granted prior authorization to share PHI
  3. Click OK
  4. Once the upload is complete, a report will generate on that screen detailing how many patients were imported, how many failed, and how many were updated (meaning they were already in Healthy Roster)
Please note: you now can view your import history. This feature allows you to download the upload or rollback the import should there have been errors on the import. For more information follow along with our Understanding and Reverting Import History HelpDoc.
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 acknowledgment 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.

If you wish to add primary users one by one here is a link to that process: https://healthyroster.helpdocs.io/article/1qz8i44ct1-adding-athletes-individual

How to Add/Invite Patients - Bulk Upload - Legacy

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.

We recommend you download a new template for each new upload to avoid errors.
There is a limit of 1,000 individuals you can upload at one time.
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.
  • 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 4)?
  • Convert to CSV file prior to uploading
  • Are the birthdates formatted correctly? For example, our template accepts 01/01/2001 format
  • Are the phone numbers formatted correctly? For example, our template accepts 10 digits; at this time, international numbers beyond 10 digits are not supported on this template
  • Make sure your spreadsheet does not have any extra tabs at the bottom of the sheet
Please Note: Terminology is different based on your setting; for example, patient could be used instead of athlete, but the steps are still the same.
Video Tutorial
Step-By-Step Tutorial
How to Bulk Upload Athletes
  1. Click the Organizations tab on the left navigation bar. It's important to note that you can bulk upload to a Team OR Organization
  1. Click Athletes
  2. Select Add/Import New Athletes
  3. Download the import template provided to enter your athlete information into - First/Last Name and DOB are mandatory fields (only these templates will be accepted by the system, you will not be able to use a custom spreadsheet you make).
  1. Providers can utilize this template to document insurance information for athlete profiles
  1. Once the spreadsheet is done, click on “choose file”
  2. 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.
  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 acknowledgment 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.

If you wish to add primary users one by one here is a link to that process: https://healthyroster.helpdocs.io/article/1qz8i44ct1-adding-athletes-individual

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