Archiving patients in Healthy Roster is essential for maintaining an organized and efficient system. By archiving inactive patients, you preserve their data while keeping your active roster uncluttered, making it easier to manage current patients. This also speeds up patient searches and enhances system performance.

Importantly, archiving does not delete patient profiles. Instead, it allows providers to access historical data when needed for legal, compliance, or reference purposes. This process ensures that only relevant patient information remains actively visible, reducing privacy concerns and aligning with best practices for data management.

Due to HIPAA regulations, patient records cannot be deleted for at least seven years, but archiving effectively removes them from your active roster while preserving their information for compliance and future reference.

We offer three ways to archive patients: by graduation year, by date of birth (DOB), and individually. Additionally, we provide methods to unarchive patients when necessary!

Bulk Archiving Patients by Graduation Year

A great use case for this process is archiving graduating seniors at the end of the school year to keep your active patient list up to date. If graduation years are entered in patient profiles, you can quickly and easily archive an entire graduating class at once. Remember, archiving does not delete patient information—it simply removes them from your active roster while preserving their records for future reference.

Video Tutorial

Step-By-Step Tutorial

1. Navigate to the organization page that you wish to archive patients within

2. Select the Graduation below the organizations search bar
    

3. Select the graduation year you need to archive
    

4. Click on the Add New drop down and select Archive
    

5. Select if you'd like to delete pending invitations
    

6. Click OK to confirm the archive
    

Bulk Archiving Patients by Birth Date

A common use case for bulk archiving patient profiles based on birth date is managing groups with age-based eligibility. For example, in a youth sports league, athletes may "age out" once they turn 18. Archiving based on date of birth ensures that only eligible participants remain active while preserving records for compliance, reporting, or future reference.

Video Tutorial

Step-By-Step Tutorial 

1. Log into your Healthy Roster account and select the “Organizations” tab on the left side of the screen. 
    

2. Select the organizations you need to archive patients from 
3. Click on Patients
    

4. Select either Born Before or Born After and select the month and year
    

5. Click the Add New drop down and select Archive Patients
    

6. Select if you'd like to delete pending invitations
    

7. Confirm the archive by selecting OK
    

Archiving Patients

If a patient is no longer under your care, archiving their profile helps keep your active roster streamlined while ensuring their records remain accessible when needed. This process hides the profile from view for those who don’t require access but preserves all documentation for future reference.

A great use case for this method is managing team tryouts. If you start with a large roster for evaluations and document collection, but an athlete doesn’t make the final team, archiving their profile individually helps maintain a clean and organized system.

Video Tutorial

Step-By-Step Tutorial

1. Login to your Healthy Roster account and navigate to the organizations tab
    

2. Click the Organization the patient belongs to
3. Click on Patients
    

4. Click on the three dots to the right of the patient's name and select Archive
    

5. Confirm the archive by selecting OK
    

Unarchiving Patients 

If you manage consistent rosters, you may need to unarchive a patient profile when they become active again. Mistakes may also happen—you might accidentally archive a patient you didn’t intend to. No worries! Unarchiving is a quick and easy process. This tutorial will guide you through the steps to restore a patient’s profile and return them to your active roster.

Video Tutorial

Step-By-Step Tutorial

1. Go to the organization that the archived patient is located within that you want to bring back.

2. Within the organization's page, click on Patients
    

3. Toggle on Archived
    

4. Archived patients will show with an archived dot to their initial icon, if you hover over the icon you will see when they were archived
    

5. Click on the three vertical dots on the right hand side of the patients profile and select Undo Archive 
    

6. Confirm the undo by selecting OK
    

Accessing Archived Patients

This tutorial will guide you through the process of reviewing archived patient profiles. There are several reasons you may need to access them—for instance, if a previously archived patient returns for care and you need to reference past treatments. You may also need to retrieve records for legal or compliance purposes, assist with insurance claims or payment processing, or simply correct an accidental archiving. Whatever the reason, this tutorial will walk you through the steps to easily access archived patient profiles.

Step-By-Step Tutorial: Organization Route

1. Begin by navigating to your organization/team that the patient initially assigned to 

2. Select the Patients tab 

3. To view Archived patients, toggle on Archived 

4. Archived patients will have an archived symptom attached to their initial icon, as well as have an archived date listed 

Step-By-Step Tutorial: Patient Tab Route

1. Select the patient tab on the left navigation 

2. Toggle on archived 

3. Archived patients will show only their Name, DOB, and Graduation Year. Organizations will not show, as the all patient tab will include all patients to which the provider is assigned. Patients cannot be unarchived from this location.