Team Management
Written by Niki Budd
Updated at March 31st, 2025
Table of Contents
Whether you're creating a team, building its roster, managing members, or removing a team, this guide has you covered.
In this article, we'll walk through the best practices for effectively managing your team within Healthy Roster no matter the type of user you are. Keep in mind that teams function as subunits within your organization.
Creating a Team
Please Note: Terminology is different based on your setting. Organization is the top tier of patient organization in this training, and Team signifies a subset of the organization. If in the collegiate setting, you would create a Unit; if in the occupational setting, you would see Departments.
Creating a team in Healthy Roster helps streamline patient management by organizing patients into specific groups for better tracking and record-keeping. It also improves communication by allowing staff to quickly send updates and alerts to team members while ensuring that only authorized personnel have access to relevant athlete information. Additionally, it enhances injury and care management by centralizing treatment tracking and enables data-driven decision-making through team-specific reporting and insights.
Video Tutorial:
Step-By-Step Tutorial:
- Log in to Healthy Roster and select the Organizations tab on the left navigation bar
- Select the organization that you would like to add, then click Teams
- Click Add
- Name the team, and add a logo if desired. Select Save to create the team
Building a Team Roster
There are several ways to build team rosters, with options varying slightly based on your user type. Select your user type below to explore the step-by-step process for adding patients to your roster!
Roster building for Provider User
Provider Users should refer to Patient Creation Options for guidance on uploading patient rosters. When performing a bulk upload to a team, the primary difference is the location of the bulk import option. Instead of selecting Add, navigate to the team patients page and click the waffle icon to initiate the import.
Video Tutorial:
Step-By-Step Tutorial:
- Select the Team
- Select the Patients tab
- To add patients in Bulk, select the waffle icon
- Select Import Patients
- Download the import template
- Input your patient information onto the template
- To upload your template, click or drag it to the import location
- If you'd like to send invitations or if you've been granted access to share PHI be sure to check the boxes
- Select OK to upload
- To add an existing patient
- Select the waffle icon
- Select Add Existing
- Search for and select the desired patient
- Select OK
- To add Patient on-by-one, select ADD
- Input patient information. First Name, Last Name, and DOB are required to create a profile
- Input additional information as available, i.e. contact information, insurance information, medical details, and emergency contacts
- If you intend to send an invitation, check the box to do so
- Check the box if you've been granted access to share PHI
- Select Save
Roster building for the Organizational Admin
Note: Organization Admin Users can upload rosters and create patient profiles, but they do not have the ability to grant access to share PHI—this responsibility lies with the Provider User. If you choose to have Organization Admin Users create patient profiles, the Provider User will need to grant PHI access, or alternatively, the primary user must grant access before other users can view the profiles.
Video Tutorial:
COMING SOON!
Step-By-Step Tutorial:
- Select the Team
- Select the Patients tab
- To add Patient on-by-one, select ADD
- Input patient information. First Name, Last Name, and DOB are required to create a profile
- Input additional information as available, i.e. contact information, insurance information, medical details, and emergency contacts
- If you intend to send an invitation, check the box to do so
- Select Save
- To add patients in Bulk, select the waffle icon
- Select Import Patients
- Download the import template
- Input your patient information onto the template
- To upload your template, click or drag it to the import location
- If you'd like to send invitations, check the box
- Select OK to upload
Roster building for the Team Admin
Note: Team Admin Users can upload rosters and create patient profiles but cannot grant access to share PHI or add existing patients to their team. As a result, Team-level users building rosters may create duplicate profiles, which the Provider User will need to merge. Additionally, Team Users cannot share PHI, as that responsibility lies with the Provider User.
If Team Admin Users create patient profiles, the Provider User must grant PHI access. Alternatively, the primary user must grant access before others can view the profiles.
Video Tutorial:
COMING SOON!
Step-By-Step Tutorial:
- Select the Team
- Select the Patients tab
- To add Patient on-by-one, select ADD
- Input patient information. First Name, Last Name, and DOB are required to create a profile
- Input additional information as available, i.e. contact information, insurance information, medical details, and emergency contacts
- If you intend to send an invitation, check the box to do so
- Select Save
- To add patients in Bulk, select the waffle icon
- Select Import Patients
- Download the import template
- Input your patient information onto the template
- To upload your template, click or drag it to the import location
- If you'd like to send invitations, check the box
- Select OK to upload
Bulk Removal Of Patients Within A Team
This feature is useful for managing rosters, whether you’re removing a single individual or a group or clearing an entire roster. It simplifies the process and ensures your team list remains up to date. Bulk removal is available to provider users, organization admins, and team admins alike.
Video Tutorial:
Step-By-Step Tutorial:
- Begin By Navigating to your desired Team
- Select the Patients Tab
- Select the Waffle Icon
- You may now select which route you'd like to take
| Import Patients: Please visit Managing Patient Organizations - Bulk and Singular to learn more! | |
| Remove: This route allows for the singular or multiple removal of patients. It also gives you the power to apply filters to help streamline who you are removing. |
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| Remove - To Remove All: Removes all patients within your team roster |
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How to Archive a Team/Unit
Archiving a team in Healthy Roster removes it from the active roster and deletes its reportable, historical data, helping to declutter your dashboard and keep your system organized. This is useful when a team is no longer in use, such as after a season ends or when restructuring your organization. Be sure to archive only when you're certain the team's data is no longer needed, as this action is permanent.
If you archive a team the individuals will stay in that organization. It will only archive the team/unit it will not archive the individuals.
Please note: Terminology is different based on your setting, for example, a college setting uses Teams as Organizations, Units as Teams, but the steps are still the same.
Please note: Archiving a team will result in a loss of information for reporting.
Video Tutorial:
Step-By-Step Tutorial:
- Click on the Organization
- Click on Teams
- Click on the three dots next to the team you would like to archive and select Archive
- Confirm the Archive by selecting OK
