Welcome to Healthy Roster!

Healthy Roster is a platform you can log into and start documenting with right away. However, to get the most out of the system, there are a few essential components that account owners and provider users should fully understand. In training content, we use a standardized “default” set of terminology that more closely matches general healthcare system terminology.

To make learning easier, use the Table of Contents to navigate to the section that best matches your setup—whether you're in a collegiate, hospital-based, or private practice environment.

Each section is designed to guide you through the most relevant features, workflows, and best practices for your specific needs.

Video Tutorial - Understanding Terminology:

Hospital Based

When operating in a hospital/high school setting, your Healthy Roster account should be structured so that each school is its own organization within the platform.

Account Hierarchy

Top Tier: Organizations
Each individual school should be set up as a separate organization.

Sub Tier: Teams
Teams are subsets within an organization. They allow you to manage smaller groups more effectively—for example, managing rosters and inviting coaches to assist with their own teams.

Example:

• Organization: Healthy Roster High School
  • Teams: Boys Soccer, Girls Soccer, Football

Why This Setup Matters

User Assignment & Privacy:
Providers can be assigned to specific organizations (schools), which helps protect privacy and ensures secure access to records.

Tailored Reporting:
Reports can be generated at the organization level, allowing for more focused insights and support for documentation by each provider.

This structure ensures scalability, supports secure documentation, and provides flexibility for managing multiple schools and teams under one hospital-based account.

College/University

Account Hierarchy

Top Tier: Teams

While our training content often refers to Organizations as the top tier—this applies primarily to hospital based users. For collegiate accounts, Teams should serve as the top tier of your hierarchy.

This means that each individual Team should be set up as its own top tier.
For example, if your system supports 10 teams, each team will be its own top tier

Sub Tier: Units

Units function as smaller groups within a Team. They are not widely used in the collegiate setting but may be helpful in case where you'd like to invite coaches to their positional groups or even track injury trends by positional groups.

Example:

• Teams: Football
  • Units: O-line, D-line, QB's

Why This Setup Matters

User Assignment & Privacy:

Provider users can be assigned directly to their specific Team, helping to ensure proper access, privacy, and security and focus in their work.

Reporting Integrity:

Reports are generated at the team level, ensuring that your documentation and metrics are organized by team. This setup helps you demonstrate your value, track trends, and present findings clearly and concisely.

Document Management:

Documents can only be assigned at the highest level of the hierarchy. Therefore, if you need to assign specific documents to an individual team, the only way to do so is by configuring the hierarchy to support that team at a higher level.

Occupational Health

In the occupational health setting, your Healthy Roster account should be structured to support employer-based services while streamlining documentation, access, and reporting for your clinical team.

Below is a general overview of how your Healthy Roster account is typically structured. Please note: this is just a starting point, not a one-size-fits-all solution. We’re happy to collaborate with your team to customize the platform’s language and functionality to better align with your workflows.

Many occupational health groups benefit from tailoring features such as status options, language packs, and custom background questions to better support their documentation processes. While those elements are not covered here, this guide is designed to introduce you to the “shell” of your Healthy Roster setup—laying the foundation we can build on together.

Account Hierarchy

Top Tier: Employers

While our training content may reference Organizations or Teams as top-level tiers in other settings, in occupational health, Employers should serve as the top tier of your hierarchy.

This means each individual employer or company your clinic serves should be created as its own Employer in the system.
For example, if you work with five companies, you should create five separate Employers—one for each organization you serve.

Sub Tier: Departments

Departments are subsets within each Employer and represent smaller working groups such as “Warehouse,” “Administration,” or “Maintenance.”

However, Departments are not widely used in occupational health due to the fluid nature of employee roles and frequent movement between departments. For most use cases, managing documentation and reporting at the Employer level is sufficient.

Example:

• Employer: ABC Manufacturing
  • Departments: Shipping, HR, Production (optional/subset)

Why This Setup Matters

Provider Assignment & Access:

Clinicians can be assigned directly to specific Employers, ensuring that only authorized staff have access to that employer’s employee records—helping maintain HIPAA compliance and appropriate data access.

Reporting & Documentation:

Accurate and detailed reporting is the top priority for Occupational groups. Configuring your system to support clear data breakdowns will significantly improve reporting outcomes.