It's not uncommon for a provider user to evaluate a patient who does not belong to their primary organization, but does belong to a partner organization within the same Healthy Roster environment (i.e., within the same overall account).

In these cases, we recommend the following workflow to support documentation in a safe, temporary, and controlled environment.
Please note: this location should serve only as a holding place for documentation and not as a permanent residence for the patient profile. Provider users are responsible for diligently managing and relocating these profiles as appropriate.

📍When to Use This Process

This process is recommended only when:

The patient being evaluated belongs to another organization within the same Healthy Roster account, and

The evaluating provider needs to document care but does not belong to the patient’s primary organization.

⚠️ Example Use Case

If an Athletic Trainer is providing extra event coverage (e.g., tournament, club sport, camp), and a patient is injured:

Do NOT document the patient in this location unless they are already assigned to another organization in the Healthy Roster environment.

✅ Appropriate use:
John Demo is injured during a club soccer event. The covering AT evaluates him and knows John Demo belongs to “Healthy High,” which exists in the same Healthy Roster environment.
→ The AT may use the temporary org to document the encounter, then notify “Healthy High” for proper reassignment.

❌ Inappropriate use:
John Demo is not affiliated with any organization in Healthy Roster.
→ Do not create or document the profile in this environment.

Video Tutorial:

Step-By-Step Tutorial - Visiting Provider:

1. Navigate to the "Visiting Team" Organization.
2. Select “Add New Patient.” Create the patient profile.

   Required fields: First Name, Last Name, Date of Birth. No other information is necessary at this time.

    
3. Select “Save and Add a Problem.”
4. Create the problem and then select “Save and Add Incident Report.”
5. Select “Save.”
6. Navigate to the Messaging tab to notify the Host Provider:
7. Message the provider directly.
   1. If a new chat is needed, select the Directory icon.
   2. Choose “Visiting Team” as the directory.
   3. Select the appropriate provider and type your message.
   4. Click “Send.”

 Visiting Provider actions are now complete.

Step-By-Step Tutorial - Primary Provider:

1. Navigate to the Messaging tab and view the message from the Visiting Provider.
2. Click into the message and then navigate to the Visiting Team Organization.
3. Open the patient profile.
4. Select the “Organizations” tab.
5. Click “Add.”
6. Add the organization(s) the athlete officially belongs to (e.g., school, team).
7. Uncheck the box for the Visiting Team to remove the patient from that organization.
8. Click “OK.”

Check for duplicate profiles:

1. Use the search bar within your organization to find the athlete by name.
2. If duplicates appear, choose to Merging Duplicate Patients.
3. Select the appropriate profile to keep, then click “Merge” and confirm with “OK.”
4. Set a new status update to reflect the athlete's current status in the Host Org.