Managing Documents: Year 2 and Beyond
Updated 1 year ago
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
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.
- click on your "DOCUMENTS" tab on the left side of your screen
- Click on the 3 gray dots next to the document you wish to edit
- click EDIT
- Update the title to the new academic year at the start of the title. Example: from "2021-2022 SA-Demographics" to "2022-2023 SA-Demographics"
- Next change the expiration date of the document type to new new expiration date. Example: from "7/30/2022" to new academic year expiration date of "7/30/2023"
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.
- Save edits. At this time the document is now set to "auto-roll" when a document has expired on the athlete 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.
- 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 input the academic year in your title.
- On the OLD document type, remove the organizations and delete
- Annually, you will now follow the intended/ideal flow listed above
