Table of Contents

How to Create & Assign a Document

This tutorial will walk you through creating a new document type for your account that can be assigned to a Patient profile.

Niki Budd
Updated by Niki Budd

How to Create / Assign a Document - 2.0

This tutorial will walk you through creating a new document type for your account that can be assigned to a Patient profile.

Your account will automatically populate with the SCAT-6, SCOAT-6, VOMS, Concussion Symptom Checklist, and Informed Consent for Telehealth Services. These document types will be only available for providers to complete on the patient profile.

Please Note: Terminology is different based on your setting. For example, a setting may use Organization as Location, Patient instead of Athlete, Encounters instead of Treatment, or Problems instead of Injuries - but the steps are still the same.
Video Tutorial:

00:00: Hi this is Niki from Healthy Roster and this tutorial is going to show you how to create a document type document types can then be assigned to organizations from here users can complete documents whether required or non-required on patient profiles 00:15: To begin select the document tab on the left navigation 00:19: Next select document types 00:22: To add a new document type select add 00:25: To input a title for your document type 00:28: Then you are able to put in a custom description or provide instructions for the user when they're adding a document of this type please be explicit here the more information you put the better off it will be for a completed document to be returned and not need to be rejected 00:43: Input and expiration date if this is a reoccurring document or a document that will expire if you intend on updating your documents annually be sure to set an expiration date here expirations will alert the individual that they're document is expiring 30 days prior to the set expiration date to learn more read managing documents year two and Beyond 01:06: Next check this box if you'd like this to be a required document 01:10: Next check the box if you'd like this document to be reviewed and approved after upload 01:16: If you've selected to review and approve after upload you will need to then select who can review and approve healthcare provider will be the default option you can also have an organizational or Team level user review and approved document 01:31: Now select the forms that you'd like to attach this document type here you will see you can select from options within your form Builder 01:39: Or you are able to add a downloadable or fillable template that can be filled out offline it can then be uploaded back to that same document type once the document is completed 01:50: Next set the notification settings you can choose if you'd like to notify the primary when the document is missing or if it's expired or expiring you can then also set the frequency to go along with that and the total number of notifications that will be delivered to the primary user 02:06: Next set the user access this determines who is able to view or add documents of this type entire care Circle will be the default providers in primaries is another option as well as just providers only 02:20: You want to assign this document type to the organizations check the box if you'd like to assign this to all 02:26: Or if you uncheck the assigned all box you can then see the organization's associated with your account you can uncheck them to remove them from this document type 02:36: Once your document type setup is complete select save once you select save keep in mind this document type will now become live in your patient profiles the access will be determined based on how you've set it up on this document type 02:50: 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:
  1. Select the Documents Tab on your left navigation
  2. Select Document Types
  3. Select ADD
  4. Title your Document type
  5. Input directions for the user completing the document if desired
  6. Input an expiration date if this is a recurring document
    If you intend to update your documents annually, be sure to set an expiration date. To learn more, read Managing Documents: Year 2 and Beyond
  7. Check the box if you'd like to mark this document as Required
    If you intend to have your document become a recurring document, select required and always set an expiration date. Expirations will start pushing 30 days before the set date.
  8. Check the box if you'd like the document to be reviewed post-document completion. If you check this box, you will need to set Who Can Review: Health Care Provider, Organization User, Team User
    Signatures created on the form builder can now be "Required". If you are placing signatures on your document we still suggest when creating your document type to select "Require review and approval after upload" to ensure a signed document by all parties.
  9. Next, select how you'd like to attach your form to your Document Type. You can select a form from the form builder if you've created any, or you can add a downloadable template.
  10. Select if you'd like to notify the primary when a document is missing as well as if you'd like to notify the primary when a document is expiring or expired. You will also want to set the notification frequency.
  11. Set the User Access. This determines who is able to view or add documents of this type
  12. Set the Document Types Organization Assignment. You are able to assign to all Organizations by checking the box or Selecting specific organizations from the drop-down.
  13. Select SAVE

How to Create / Assign a Document - Legacy

This tutorial will walk you through how to create a new document type for your account that can be assigned to an Athlete / Patient profile.

Your account will automatically populate with the SCAT-5, VOMS, and Concussion Symptom Checklist, and Informed Consent for Telehealth Services to be available to providers only.

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
  1. On “documents” on the left side of your screen
  2. Click “add a new document type”
  1. Type in the name of the document you are adding
  2. Type in any instructions for how to complete the document
  3. Select an existing/created Form, upload your own document, or skip this section (this applies with something like an insurance card)
  1. Select whether the document is required or not, if the document requires review and approval after uploading, and set a default expiration date if desired.
Signatures created on the form builder can now be "Required". If you are placing signatures on your document we still suggest when creating your document type to select "Require review and approval after upload" to ensure a signed document by all parties.
If you intend to update your documents annually be sure to set an expiration date. To learn more read: Managing Documents: Year 2 and Beyond
If you intend to have your document become a reoccurring document, select required and always set an expiration date. Expirations will start pushing 30 days prior to the set date.
  1. If the document needs to be reviewed and approved, now choose who can review and approve the document
  1. Select if you want reminder notifications sent to the primary account owner when this document is missing or expired/expiring 
  2. Set the frequency and quantity of those reminder notifications
  1. Now select who can add this type of document (if this is a document athletes are required to fill out, you will want to allow everyone to add this type of document)
  1. Assign the document to any organization you want
  2. Click “Save Document Type”

How did we do?

Form Builder - Updating a Form on Approval

Creating a Form and Document Type Based Off Conditional Variables

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