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.

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.

Exporting Data 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