Data export

“Export clinic data as CSV or ZIP. Large exports run in the background — you can navigate away and check back.” Use it for finance, a migration, a regulator, or your own peace of mind before a big change.

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What this tab controls

Under Clinical Records, Follow-up Notes exports each follow-up note a colleague added under a note — what it says, which kind of note it was added to, who wrote it and when they signed it. A follow-up note under a record marked sensitive that you could not open on screen is left out. A hospital’s picker is the widest in the product: as well as consultations, prescriptions and appointments, it carries every part of an inpatient stay under Ward & Inpatient (below), Insurance Claims, Pre-Authorizations, Patient Coverage and Pharmacy POS Sales.

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Ward & Inpatient

Everything recorded about an inpatient stay can be exported, one file per module: Clinicians are named beside their IDs. Someone who has since left the clinic shows an empty name rather than a guess, and the ID still says who it was. A Date range selects records by when they happened: stays by the day of admission, team members by the day they joined, doses by when they were due, fluid entries by when they occurred, and so on. Your ward setup and rates are always exported whole, whatever the range, so a “last quarter” export still carries every ward you have. A record marked sensitive that you could not open on screen is left out of the file, and so is any dose or reconciliation decision about a sensitive prescription you could not open.

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Triage

Clinical Records carries triage as several modules, not one file, each covering a different part of what Triage records: Administrative also holds your calendar: Calendar Events (events and Out of Office blocks, with their times and dates), Event People & Resources (who and which rooms or equipment each one applies to), Calendar Tasks, and Clinic Locations (the sites or premises configured under Settings → Locations). Audit Logs only appears for owners and managers. One module downloads as a single CSV; more than one arrives as a ZIP of CSVs.

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Run an export

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What changes once you save

Nothing in the hospital changes — an export reads, it never writes. What changes is that a file now exists outside the product.

• The file contains PHI. The tab says so: “Files contain PHI. Handle securely per HIPAA.” A ward vitals CSV on a shared drive is the same disclosure risk as a paper chart left in a corridor.
• Download links expire. “Links expire in 24 hours.” After that a job in Recent Exports shows as expired and Re-download disappears — run the export again rather than hunting for the old link.
• Large exports queue and notify. You do not have to sit and watch; the job carries on if you navigate away, and you can find it again in Recent Exports.
• The picker respects your role. An accountant can export billing and administrative modules but never sees Audit Logs.

Export before you close an account. Deleting a workspace cancels billing immediately and removes the data after a 30-day recovery window — after which nothing can be produced for a regulator, a patient or a court. Take the export first, verify it opens, and store it under your own retention policy. See Delete your account.

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Check it worked

The progress panel reaches Export ready and names a file with a plausible size — a few kilobytes for a module you know holds thousands of rows means you exported the wrong thing. Open the file: one module gives you a CSV with a header row and your data; several give you a ZIP with one CSV per module. Spot-check a record you recognise, and confirm the date range did what you expected.

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Common issues