With the Salesforce Winter ’25 release, Roster File Management has made its debut in Health Cloud. But before we dive into what this feature offers, let’s step back and understand why the healthcare industry needed it in the first place. After all, as the saying goes: Necessity is the mother of invention.

The challenge in HealthCare -

The healthcare industry thrives on accurate and timely data exchange between payers, providers and care teams. However, without a standardized way to share information, gaps in provider directories lead to confusion and poor patient experience. This is where the Roster File comes. It acts as a bridge between payers and providers by offering a consistent way to share information.They capture important updates such as a provider’s relocation, change in specialty, or availability. By doing so, roster files ensure that provider directories remain accurate and up to date.

How it Works -

Roster File Management is built on the top of the Provider Network Management framework. It uses health cloud objects and mapping flows to ingest and transform roster files.

Now let's see how it's been implemented in Salesforce. We need to make sure we have the following licenses.

• HealthCloud and healthcloud PSLs License
• Provider Network Management add-on
• Experience cloud license (For provider Portal User)

Note - Data cloud we can have to segment the data.

Implementation Part -

To set up Roster File Management in Health Cloud, follow these steps:

• Prepare CSV Files
  
  • Create two CSV files: one for the header template and another with data.
  • Make sure your header columns do not contain spaces. For example, instead of Last Name, use LastName.
• Assign Permission Sets
  Ensure that your user has the necessary permissions:
  • Health Cloud Foundation
  • Health Cloud Provider Network Management
  • Use Data Processing Engine
  • Data Cloud Admin
  • Prompt Template User (optional – used for enabling GenAI field mapping recommendations for roster files)
• Configure Case Object for Roster Tracking
  Roster files use the Case object to track issues, exceptions, and follow-up actions.
  • Create a new Record Type for roster files.
  • Add Case Related Files to the page layout.
• Enable Provider Network Management
  
  • Navigate to Provider Network Management settings and enable the roster file feature.
• Automate File Tracking with Trigger
  
  • Write a trigger on ContentDocumentLin to automatically create case-related file records from portal uploads or email-to-case submissions.
• Optional: Data Cloud Integration
  
  • If Data Cloud is part of your setup, you can create Data Lake Objects and generate Data Processing Engine (DPE) definition templates for advanced data ingestion.
• Community Setup for File Upload
  
  • Build an OmniScript to allow users to upload provider roster files in the community.
  • Drag and drop the OmniScript into your community page.

After completing the configuration, the system is ready to ingest a roster file into Health Cloud.

Go to your community and use the upload feature to submit the CSV file. Once uploaded, the system will first create a Case and a Case Related File record.

Note: If Data Cloud is enabled, the system will generate one Case Related File for each DPE definition.

After processing, the data from the roster file will be successfully ingested into the appropriate Health Cloud objects.

Summary

The Salesforce Winter ’25 release introduces Roster File Management in Health Cloud, addressing a long-standing challenge in healthcare: the lack of standardized provider data exchange. Traditionally, inconsistent updates about provider details—such as relocations or specialty changes—led to outdated directories, confusion among care teams, and poor patient experiences. Roster files solve this by creating a consistent framework for payers and providers to share accurate, timely information.

Built on the Provider Network Management framework, Roster File Management leverages Health Cloud objects and mapping flows to ingest and transform CSV-based roster files. Implementation requires Health Cloud, Provider Network Management, and (optionally) Data Cloud licenses, along with specific permission sets. The setup process includes preparing CSV templates, configuring the Case object to track roster file issues, enabling Provider Network Management, and automating file tracking with triggers. For advanced use, Data Cloud integration enables deeper ingestion through Data Lake Objects and Data Processing Engine templates.

Finally, through Experience Cloud communities, providers can upload roster files via OmniScript. Once uploaded, the system creates cases, tracks exceptions, and ingests the data into Health Cloud objects—ensuring provider directories stay accurate and up to date.

Have any questions? Feel free to drop an email to support@astreait.com or visit astreait.com to schedule a consultation.