Table of Contents
As a parent, nothing matters more than your child’s health and safety—especially when they’re participating in sports. Staying informed about injuries, treatments, and communication with coaches or athletic trainers can often feel overwhelming. That’s where Healthy Roster comes in. Designed to simplify and streamline sports health management, Healthy Roster gives parents a clear, secure way to stay connected, informed, and confident in their child’s care every step of the way.
Quick Start Summary
Tip: download the app at the same time!
If you have assigned documents, they will appear on your athlete’s profile. Documents can be completed in several ways, so be sure to follow the instructions from your provider for each assigned document to avoid having to complete them multiple times.
The What, Why, and How — Plus FAQs
You’ve been invited to Healthy Roster as a primary user—someone with the authority to act on behalf of the patient profile, usually the patient themselves or a parent/legal guardian. But if you’re not exactly sure what we do or how we can help, you’re not alone! We’re here to show you who we are, what we offer, and how we keep you connected with your medical provider, so you’re always informed and in the loop.
1. What Is Healthy Roster
Definition:
Healthy Roster is a secure, HIPAA-compliant communication and injury documentation platform used by athletic trainers, healthcare providers, and organizations to manage athlete/patient care.
Key Features:
- Secure messaging with your care provider or athletic trainer
- Viewing injury or care updates
- Uploading documents (like doctor’s notes, annual forms, or additional documentation)
- Receiving notifications about care status or recommendations from the provider
2. Why You May Be Asked to Use It
Reasons for Use:
- Ensure accurate, real-time communication regarding injuries and care plans between medical professionals, coaches, and administrators
- Complete annual documentation required for participation
- Act as the first point of reporting for injuries or illnesses to the medical provider
- Stay informed about your athlete's/patient’s health status and recovery progress
- Update medications, allergies, and medical alerts associated with the athlete's/patient’s profile
- Securely message your provider directly without needing to contact them externally
3. What to Expect When Joining
Receiving an Invitation:
- You’ll get an email invitation from the provider that's invited you.
- The invitation will be delivered from: no-reply@notifications.healthyroster.com
- Follow the link within the email provided to create your account.
Setting Up Your Account As A Patient/Primary User:
- Begin by Creating An Account As A Patient/Primary User
- Review and accept Terms of Use Agreement
Tips:
- Check your spam folder if you don’t see the invite email.
- Use the same email address that your organization used to send the invite.
Download the App:
Healthy Roster is available on both the iOS and Android app stores, making it easy to access the platform right from your mobile device. It’s a convenient way to keep your child’s health information and updates at your fingertips—anytime, anywhere.
4. Understanding Your Access and Privacy
Access Scope:
- You will only have access to the athlete(s) or patient(s) connected to your account.
- Other parents or users will not see your private health information.
Data Security:
- All communication is encrypted and HIPAA-compliant.
- Only authorized medical staff and your approved contacts can view your information.
Permissions:
- Your provider or organization manages what data you can view or update.
- You can contact them if you think your access level is incorrect.
5. How to Get Help
Within Healthy Roster:
- Use the in-app Help for FAQs and step-by-step guides.
Within our Education platform:
- Submit a search for relevant topics or submit a help ticket
Contact Your Provider/Athletic Trainer:
- For questions about your invitation, access, or athlete/patient information, contact your athletic trainer or care provider directly.
Healthy Roster Support:
- Email: help@healthyroster.com
- Website: www.healthyroster.com
Support Hours: Monday–Friday, 9 AM–5 PM EST
6. Primary User FAQ
I see “Permission not granted”, but I am the parent. How do I fix that?
This indicates that the provider has not designated you as a primary user. To update this, contact the provider directly and request to be marked as the primary user. Once the provider makes the change, your permissions will be updated accordingly.
My Child Transferred to a New School. How Do I Transfer My Profile?
Transferring profiles is possible if both schools are under the same Healthy Roster account. This usually happens when your schools receive medical coverage from the same healthcare provider. If that’s the case, contact the provider at your school and request that your profiles be transferred.
If your schools are not under the same healthcare umbrella, you’ll need to be invited to a new patient profile at the new school. Sharing the email associated with your current account with the provider will help ensure you don’t end up with multiple logins.
How Do I Add Another Child/Athlete?
Only provider users (such as athletic trainers or other authorized staff) can create athlete profiles. You’ll need to contact the athletic trainer at your organization—they can create the profile and add you to your child’s care circle, giving you the appropriate access and visibility.
How Do I Join?
Healthy Roster is invitation-based. If you haven’t received an invitation to join, reach out to your school’s provider to request one.
What is the login URL?
https://dashboard.healthyroster.com
Can I Opt Out?
Yes you can. When the initial invitation is sent, you can select Unsubscribe. This will opt you out of the platform.
How Do I Delete My Profile?
Healthy Roster is considered a medical record, so we cannot delete profiles. You can, however, request to have your or your child’s profile archived. Archiving stops communication and closes the record.
My Child Graduated, but Why Am I Still Getting Notifications?
Providers typically archive athlete profiles after graduation. If you’re still receiving notifications, the profile may not have been archived yet. Contact your child’s athletic trainer to have the profile archived, which will stop further notifications.
I Don’t See All the Documents or Injuries in the App for My Child
This often happens when there’s more than one patient profile. On the Athletes tab, check the athlete’s assignment. For example, if your child is in “Soccer Club A” and also belongs to “High School A,” there may be multiple profiles. Swipe to the left on the patient profiles to navigate between them.
What Can You Do In Healthy Roster?
Primary User: Typically the patient, parent, or legal guardian. This user has the ability to act on behalf of the patient profile.
Capabilities and Access
Patient Profile Access
Want to learn more about how to utilize each function?
Visit Primary User Patient Profile Actions to learn about each function and how to use it!
That's okay, we will be here when you're ready!
Notifications
Document Reminders
If documents are assigned to the primary user, notifications will be sent when documents are missing, nearing expiration, or expired.
Referral Services
When a referral service is shared with the primary user, a notification will be generated to alert them to review the information.
Status Updates
Updates made to the m timeline will trigger a notification to the primary user if the injury’s visibility is set to entire care circle or providers and primary users.
New Problem
When new problems are created, if their permission is set to e or y, the primary user will receive a notification.
Messaging
The biggest benefit of messaging in Healthy Roster is having direct access to your assigned medical providers. It allows you to securely and safely communicate with your care team, helping to foster clear, timely communication.
To learn more follow along with: Sending a Message as a Patient/Primary User
Resources
Has access to view items within the Resource Library.
The Resource Library serves as a shared space to store documents electronically or link to external sources. These resources are created and managed by the Admin Provider user.
Help
Has access to the full Education Platform, available both on the web and within the app.
The Education Platform includes comprehensive training materials and tutorials to guide users through the system. Primary users can also contact help@healthyroster.com directly for additional support.
Your Athlete’s Profile: Step-by-Step
As a Primary User in Healthy Roster, you have access to key tools that help you stay connected, informed, and engaged in your athlete’s care. In this guide, we’ll walk through the main features available to you—such as viewing or creating problems, completing documents, reviewing referrals, managing patient details, and more—so you can better understand how to use each section to support your athlete’s health and communication with their care team.
Viewing/Creating Problems
Problems, also known as injuries, are reports of an injury or illness. They can be submitted by users in Healthy Roster. Each problem includes an injury timeline, allowing you to track the progression of the issue in a clear and organized manner.
Viewing a problem:
Viewing a problem helps you stay informed about your patient’s injury status, recovery progress, and provider updates—all in one place. You can also comment on entries for clarification or acknowledgment.
- Navigate to the patient’s profile.
- Select the problem you’d like to view.
- You’ll now see the Problem Timeline, which displays the progression of this specific problem from start to present.
- To add a comment, select Comments. A text field will appear where you can enter your message and send it directly to the provider.
Creating a problem:
Creating a problem activates a chain of communication and care—allowing you to report an injury or illness to the provider so they’re alerted and can prepare for evaluation.
- From the patient profile select problems
- Select Add
- Next you will create the problem to the best of your ability. Affected Area, Body Part and Problem or Condition are required
- Affected Area: the specific region or part of the body that is influenced or impacted
- Body Part: a further refinement of the affected area
- Condition: often referring to illness, injury, or disorder
- Additional information is always helpful to input such as side, or dates
- Privacy level should be set next
- Entire Care Circle: this will signify you are able to see the problem as the primary user, additional users (organization, and team, as well as assigned provider users) will see this problem
- Providers and Primary: this will signify that you will see the problem along with provider users
- Providers Only: Once the problem is created, your problem will no longer be visible to you
- Next, set the problem's status. The status should be considered the patient's current participation status.
- Now input a description of the problem.
- If you have an attachment you'd like to link you can do so by selecting the + or Add buttons.
- Select Save
Viewing Referrals
A referral, also called a follow-up service, is an appointment or service provided outside the documenting provider in Healthy Roster, such as imaging like X-rays or MRIs, or an initial office visit.
Do you see Referrals/Follow Ups when in the patient's profile?
Viewing Referral information:
- Navigate to the patient profile
- Select Referrals
- You will now be able to view created referrals, select the menu icon to open the referral and view it
- View the referral information
This may be due to a couple of reasons:
- You are not the primary user or do not have admin access enabled. In this case, the provider will need to update your permissions.
- No referrals have been created or shared with you yet.
Viewing/Completing Documents
Completing documents in Healthy Roster can be done in several ways. The method used depends largely on how the provider wants the document to be reviewed. To learn more about completing a document, visit: How to Complete a Document (Web and App)
Viewing Patient Team(s)
You can view the teams your athlete is currently on. If you need to make changes to your athlete’s team listing, it’s best to contact your provider to request updates.
- From the patient profile, select Teams
- View assigned Teams
Note: if you need to add or remove teams, please reach out directly to your provider to make adjustments
Viewing/Editing Patient Details
It’s important to regularly review and update patient details. This section contains key demographic information, contact details, insurance information, and emergency contacts.
- From the patient profile, select Details
- Review/Edit desired information
- Select Save to save any changes made
Manage Users
The Manage Users tab is intended to show who has access to the patient profile.
Viewing users:
- From the patient profile select Manage Users
- View Access:
- Direct Access: Users granted access at this exact point, here you will see yourself, the patient, parent or legal guardian
- Inherited: Users granted access at a higher level. Here will be provider users, organizational users, and team users
Adding Users:
- From the Patient Profile, select Manage Users.
- Click Add.
- Enter the user’s information.
- Tip: Checking the box “Is Primary” grants this user permission to act on behalf of the patient.
- Select OK to save.
Viewing/Creating Patient Allergies
A Primary User might create an allergy alert to ensure healthcare providers, organization, or team users are immediately aware of any allergies, reducing the risk of accidental exposure. This helps keep their patient safe and ensure prompt resolution of a reaction.
Creating an Allergy Alert:
- From the patient profile, select Allergies
- Select + Add
- Input allergy information
- Select OK
- The allergy badge will now be present for users at their own access level.
Viewing an Allergy Alert:
- Navigate to the patient profile
- Select Allergies
- Select the desired Allergy to review
- A modal box will populate showing the details fo the allergy. From here you can edit informaiton if desired.
Viewing/Creating Patient Medications
A primary user would want to view or add their patient's medications in an EMR to ensure healthcare providers have an accurate, up-to-date record. This helps prevent medication errors and supports safe, coordinated care.
Creating an Medication Alert:
- From the patient profile, select Medications
- Select + Add
- Input Medication information
- Select OK
- A Medication Badge will now present for the patient for all users at their own access level
Viewing an Medication Alert:
- Navigate to the patient profile
- Select Medications
- Select the desired Medication to review
- A modal box will populate showing the details fo the medication. From here you can edit informaiton if desired.