Inviting/Adding Patient Roster - Bulk Upload

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.

• 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

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.

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.

• 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

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

   

2. Click Athletes

   

3. Select Add New drop down

   

4. Select Import Athletes

   

5. 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 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 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.