When it comes to inviting patients, you have flexibility—you’re not limited to one method or the other. The only requirement for all options is the need for three patient identifiers to create a profile: First Name, Last Name, and Date of Birth.

Option1: Adding/Inviting Patients to Team or Organization - Bulk Upload 

If you have the necessary information available, the bulk import option is our number one recommendation. This feature allows you to create all patient profiles at once and, if desired, send invitations simultaneously.

One of the biggest advantages of bulk import is its flexibility—you can upload the template as many times as needed without creating duplicates. Not ready to send invitations yet? No problem. You can revisit it later, upload the file again, and send the invites when you're ready.

Are you concerned about sharing PHI? No worries. You can hold off on selecting to share that and return to upload the file again when you're authorized to share PHI. This approach ensures both efficiency and adaptability to your needs.

Video Tutorial- Bulk Upload:

Step-By-Step Tutorial - Bulk Upload:

1. Click the Organizations tab on the left navigation bar. It's important to note that you can bulk upload to a Team OR Organization
    

2. Click Patients
    

3. Select Add New drop-down
    

4. Select Import Patients
    

5. Download the import template provided to enter your patient information - First/Last Name and DOB are mandatory fields (only these templates will be accepted by the system; you will not be able to use a custom spreadsheet you make).
    

6. Providers can utilize this template to document insurance information for patient profiles
    

7. Once the spreadsheet is ready for upload, click or drag the file to upload
    

8. Our three patient identifiers are First Name, Last Name, and Date of Birth for patient creation and patient matching. If you’d like, you may add a requirement to include a Unique ID, or alternatively, remove the name and DOB and match only on the Unique ID.

9. Determine the location to search for duplicate profiles - The Organization only searches within the upload location, All organizations will search within all assigned locations

10. Next select if you'd like to send invitations as well as if you've been granted prior authorization to share PHI
     

11. Click OK
     

12. Once the upload is complete, a report will generate on that screen detailing how many patients were imported, how many failed, and how many were updated (meaning they were already in Healthy Roster)
     

Option 2: Adding Patients (Individual): 

There may be times when you only need to create a single patient profile. In these cases, the individual patient profile creation feature is your go-to solution. This option allows you to add patients as needed, send invitations, and grant access to share PHI—all in one streamlined process. It's perfect for handling patient additions on a case-by-case. 

Video Tutorial - Individual Patient Creation: WEB

Step-By-Step Tutorial - Individual Patient Creation: WEB

1. Click the Organizations tab on the left navigation bar & choose the Organization you’ll be adding a patient to
    

2. Select Patients
    

3. Click Add New
    

4. Select Add New
    

5. Type in the patient's information (first/last name & DOB is required) 
    

6. If you intend to send an invitation to your patient, you will need to input an email address. A checkbox will present itself under the patient's email for you to check if you'd like to send them an invite. 

7. Patient's insurance information can be documented in the patient profile creation as well
    

7. Follow the link to learn how to input an international number
8. Click Save at the bottom of the page
    

Video Tutorial - Individual Patient Creation: APP

Step-By-Step - Individual Patient Creation: APP

1. Select the patients tab
    

2. Select + to add a new patient
    

3. Input the patient's information as appropriate. First Name, Last Name, and DOB are required fields.
    

4. Select Save
    

Option 3: Final Forms Export: 

FinalForms and Healthy Roster have partnered to make it easy to export your rosters from FinalForms into Healthy Roster. If you are a FinalForms customer, please send an email request to support@finalforms.com or use their Support Button to request that the free Healthy Roster Export feature be enabled. Once enabled, their Support Team will be able to provide you instructions on how to obtain the export file from within FinalForms.