How do I export data?

Exporting your data is a quick and easy task!

Required Role: Only the Owner can manage export access. Managers cannot adjust this.

In this Article

Note: once any of this data is downloaded to your local device, TherapyAppointment is no longer liable for its security. You must maintain the proper security over the downloaded data yourself, in line with HIPAA and HITECH regulations concerning the electronic storage of Protected Health Information.

This is a two step process:

  • First, the owner must enable export access for a staff member
  • Then that staff member can export data on a per-provider basis

Please read on for the steps to export data from our system.


Owner: Enable Data Export

The owner must first enable data export for a staff member's account. This can be done for both administrative staff and providers.

To do this as an owner:

On any screen click (top right)

phone_iphone Using a mobile device?

Access settings using the gear icon settings (top right) shown here:

  • Then click Staff (top tab)
  • Click the provider name you wish to enable exporting for
  • Find the section Data Export
  • Click shown here:

 Note: If you need to disable you can return to this section and click shown below:

Exporting Data

Once enabled by the owner, log in to your staff account and:

  • From any screen click your name (top right):

  • From the popup, underneath your name and practice click

Owner or Manager? Need to export another provider's data?

  • Use the dropdown at the top to change to the other provider's profile here:


  • You'll then see your profile
  • Find the Data Export section
  • Read on to the next section to learn how to export, and the export options

movie Video:


Begin Export

From the above screen you have a few options discussed below.

Example showing both states:


For exports that haven't been performed:

  • You'll notice a play_arrow Start option
  • Click to begin the export and close the prompt
  • Refresh the page
  • When ready you'll see two things:
    • A download Download as well as a autorenew Re-Export option
    • You'll also see Last exported: date/time beneath

For exports that have already been exported previously:

We compile exports as needed, and list the last export date.

To ensure you get the most up to date export, follow these steps:

  • You'll notice a download Download as well as a autorenew Re-Export option
  • Click autorenew Re-Export to begin the export again and close the prompt
  • Refresh the page
  • Note the Last exported: date/time beneath
  • Confirm it says today, then click download Download

Exporting Chart Notes

The same steps as above should be used to export chart notes.

Once downloaded, you can open in the spreadsheet program of your choice. Typically the file downloads to your folder_open User Profile/Downloads folder, or something similarly named.

Having issues seeing your chart notes?

Your spreadsheet program may automatically hide some content columns, including dates and chart notes. The good news is the information is still there we just need to reveal it!

Steps:

  • Open the chart note CSV file with your spreadsheet program of choice (ex: Excel, Numbers)
    • The file name should be description dataExport—chart—{your unique system ID}.csv
  • Click the top left button to select all columns and rows:
  • Double click on any column separator to expand
  • Then double click on any row separator to expand
  • You may have to make adjustments, be mindful of the chart_note column (N) width

movie Video: Exporting Chart notes


Export Options

Most exports are provided as a CSV file, which can be opened by any spreadsheet type program (Excel or Numbers).

Each export and type is further explained below:

Export Type Description
Client Appointments All your appointment details like name and date / time (CSV)
Client Charts

Download of ALL client chart notes / records. Organized by client then by date chronologically (text within CSV)

Required Role: Therapist or Records Custodian for that therapist

Client Contacts Any client contacts added (CSV)
Client Files Any uploaded attachments (original filetype) + completed online forms (CSV for each form, 1 row per client that completed the form - within a ZIP file)
Clients Demographic details of all your clients (CSV)
Insurance A spreadsheet of insurance companies accepted (CSV)
Insurance Policies & Benefits Client insurance policies, benefit confirmations, and precerts (CSV)
Treatment Plans

List of client treatment plans (CSV)

Required Role: Therapist or Records Custodian for that therapist


Exporting Financial Information

To export your financial information, you can follow these steps from our Income Journal reporting function: Income Journal

  • Change the date range in the filters to your desired range (top right)
  • Change any other applicable filters you may need
  • Then use the download button (top right)
  • This downloads a CSV (spreadsheet) file of all your financial income


Export Legacy Data

If you migrated to our new system, your legacy data will be available under your profile!

Once exporting has been enabled by your owner:


  • From any screen click your name (top right):

  • From the popup, underneath your name and practice click

Owner or Manager? Need to export another provider's data?

  • Use the dropdown at the top to change to the other provider's profile here:


  • You'll then see your profile
  • Find the Data Export section
  • Immediately beneath that you'll see Legacy Data shown here:


  • Click to download any of the options needed
Your legacy data will be downloaded to your browser's default download folder.