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Managing Documents: Year 2 and Beyond

How to manage Auto-Rolling documents annually

Niki Budd
Updated by Niki Budd

Managing Documents: Year 2 and Beyond

These videos and tutorials will teach you how to easily and effectively manage your documents in year 2 of using Healthy Roster and beyond. If you wish to have your annual documents "auto-roll" for completion you will want to follow the flows below annually to set this in action. Please be sure to check your existing document type to find the correct step-by-step tutorial listed below.

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.
Step-By-Step Tutorial
Ideal/Intended flow
Video Tutorial

00:00: Hi, this is Nikki from healthy roster. This tutorial will show you our recommended flow for annual reoccurring documents and the adjustments that you the provider will need to make to the document type as a note you will need to complete these steps per document type. Let's review the ideal flow. It is ideal because our existing document type has an expiration that is more than 31 days away from today. Let's get started. 00:23: Select the document tab on the left navigation. 00:26: First let's review the form itself select forms. 00:29: You will see here. I have an annual document titled 2023 2024 insurance information. This is a form I'd like to edit. I'm going to select the three dots. 00:39: Now select edit 00:42: See, I've changed the name for my form to include this Academic Year in the front. 00:47: Opponent of my form also had the Academic Year listed within the title. I'm going to change that information and you can see here on my preview. I've updated for the 2024 2025 Academic Year. So select save to update this. 01:01: Now that I reviewed and edited my form as appropriate. I'm going to select save to save these edits. 01:06: Now, let's edit the document type itself. 01:10: Select the three dots to the right of the document type you intend to edit and select edit. 01:16: Now update the document type as necessary things such as title description options and notifications can all be edited at this point do note if you change things such as the title these changes will instantly reflect on those documents that have been previously completed for this document type. It will not alter previous documents only those moving forward. 01:38: The most important step of Auto rolling documents is resetting the expiration date. There are a few things. We should mention here document alerts will begin to deliver to the patient 30 days prior to the expiration. It is because of that that you need to update this document type no later than 31 days prior to the expiration. Here in my example my document type was set to expire on one one 2024 meaning I need to update my document type no later than 121 2023 for auto rolling the next year with a new expiration of 112025 when these documents will now expire. 02:15: Here you will see I've adjusted my new document expiration to not expire until 2025. 02:21: Now that you've edited the expiration date you're able to save once you select save new documents moving forward will have the new expiration date and any changes that you've made on the form as well as the document type itself. 02:35: If you have questions or need more help, please visit the help tab on the left navigation or reach us directly at help at healthier.com.

Ask yourself:

  • Does your existing document type have expiration dates set and assigned organizations/teams? If yes, follow the flow below to update your document type annually.

  1. Select the document tab
  2. Review your form for updates, select Forms
  3. Select the three dots to the right of the form that needs review/updating and select Edit
  4. Update the form as appropriate, select Save
  5. Select Document types
  6. Click on the 3 gray dots next to the document you wish to edit, select Edit
  7. Update the document type items as necessary such as Title, description, options and notifications.
Note: Title changes to the document type will instantly reflect on those documents completed previously of this document type. If you wish to have the year associated with your document we suggest adding the date/year on your form
  1. Next, change the expiration date of the document type to the new expiration date. Example: from "1/1/2024" to the new academic year expiration date of "1/1/2025"
As a note, document alerts will begin to push to the patient 30 days prior to the document expiration.
At this time please set a calendar alert for 31 days prior to the selected expiration date for yourself. This calendar alert will be your reminder the next year to follow the above flow to update for the new calendar year.
  1. Save edits. At this time, the document is now set to "auto-roll." When a document has expired on the patient's profile, they will now complete the updated version.

No Expirations or expirations in the past:

Ask yourself:

  • Does your document type have assigned expiration dates? If no, you will need to create a new document type. If expirations are not set on the original document type, there is no association to trigger a new alert once completed the initial time via the patient.
  • Does your document type have an expiration date that it is in the past? if yes, you will need to create a new document type. If a document type is not updated 31 days prior to set expiration, auto-rolling of document types will not trigger and the patient may upload a new version with the old document type still set.
  1. Please reference this HelpDoc to create a new document type: How to Create/ Assign a Document
Ensure you are setting an expiration date as well as revisiting your form for date inputs if necessary
  1. On the OLD document type, remove the organizations and delete
  2. Annually, you will now follow the intended/ideal flow listed above

How did we do?

Understanding Signatures - Form Builder

Screen Pinning for Document Completion

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