Patient Data Export (Individual & Group Level)
Sections
- How to generate an export for an individual patient
- How to generate the export for all patients
The EHI Export functionality serves as a valuable tool for our customers, enabling them to perform a manual one-time export of health data pertaining to one or multiple patients. Our feature extends to group data as well, and it is provided to our customers at no additional cost. Adhering to the ONC 170.315(b)(10) guidelines, our export mechanism ensures compliance and reliability.
The EHI Tables export feature encapsulates the electronic health information contained within a patient's ICANotes record. This data is presented in a computable, tab-separated value (TSV) file format, encompassing PDF and Excel formats for accessibility. These exports are conveniently accessible through public URL links.
For individual patient reports, users can generate them directly from the patient chart interface in real-time. Conversely, security administrators have the capability to initiate group exports from the security center, ensuring the preservation of data integrity in such instances. To guarantee system stability and performance, group exports are scheduled during off-peak hours, mitigating any compromise to system efficiency.
In the following Knowledge Base article we will explain step by step how to export patient information (such as notes, appointments, insurance information, etc.) for an individual patient and for all patients.
Please note that:
- To generate the export at patient level you need to be set up as Group Administrator.
- To generate the export at group level you need to be set up as Security Administrator.
How to generate an export for an individual patient:
1. In the chart room, look for the patient you would like to export the data. You will find the export button 
at the left hand side of the Chart Face:
Classic chart face view:
New chart face view:
2. When you hit 
a loading page will show up:
3. Once completed you will be a confirmation prompt directing you to upload.icanotes.com to download the Export.
Note: If you encounter an error message, place your email and we will be in touch with you in 48 business hours
4. On the left side bar, click in Export and you will be able to download the Exported file (format: .zip). You will be able to find the ZIP folder in the downloads folder in your computer:
5. Double click to open the ZIP folder. The file will contain the following: A 'documents' folder which contains patients notes and documents, 'Events' which is the appointment history, 'PAT' is the demographics information, 'pat_Act_export' is the Patient Accounts information and 'pat_coverage_export' which is the insurance coverage details.
Note: The export will only contain the available information in the chart. If a client has no appointments or doesn't have Notes for example, these folders will not be present in the export.
Each Excel file will contain a list of columns with all of the patient information.
How to generate the export for all patients:
1. In the chart room, go to settings then go into the Security Center:
2. From the Security Center, at the top right side you will find the Group Rules button:
3. The Group Rules screen will now have a new 'Export' tab with the option to request a data export for all patients by clicking "Request Data Export". You will see a confirmation prompt about the request being successful.
You will also find a "Copy Text" button that contains a link for this Knowledge base under the Export tab.
Exports themselves contain all expected data, when present such as Documents: compiled notes or uploaded files, Events: If any appointments exist for the chart, pat_Act_export: Patient Accounts records the chart, pat_coverage_export: Insurance, current or expired for the chart.
This Data export for the group will be conducted outside of business hours to alleviate system load. Once processed you will receive an email containing a URL link to access the exported information. Further instructions will be provided when running this export.
If you any questions, please don't hesitate to reach out to our 24/7 Support Team at 443-569-8778 and chat Support at ehr.icanotes.com
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