How do I export data?

Exporting your data is a quick and easy task!

⚠️ Note: The Owner role is required to manage export access. Managers cannot adjust this.

Please note that once any of this data is downloaded to your local computer, 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.

In this Article

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, navigate to:

  • Practice Settings (left menu)
  • Staff (top tab):

  • Click on the account you wish to allow access to export
  • Locate the Data Export section
  • Click  to allow this user to export data in the system:

⚠️  Note: If you need to disable you can return to this section and click Disable Export:

Export Data

Once enabled by the owner, log into your therapist account and follow these steps:

  • Go to My Profile (left menu)
  • Locate the Data Export section.
  • Then follow the steps down below the image:
⚠️ Note: If you are a practice owner or manager (with access) and you would like to export the data for any of your providers, you can do so by following these steps:
  • Go to Practice Settings (left menu)
  • Click the Staff tab
  • Click on the name of the provider
  • Find the Data Export section
  • Follow the steps down below this image (various exports):

To Begin Export:

Beneath each export type includes a description, may have either one or two options:

  • Select Start which prepares and creates the file on our end, example:

  • You should then see this prompt, close it:

  • Refresh the screen (ctrl+r or cmd+r, or manually click your browser's "refresh" button)
  • Click Download in the section you want to download the file locally to your computer:

  • The file will download to your browser's set default download folder, unless prompted
⚠️ Note: If you've already exported this option, to ensure you have the most up to date information click Re-Export prior to exporting it again, then refresh your screen. Ensure the last exported date & time says today first, then click Download:

📁 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 charts - This is only available to owners, record custodians and the specific provider. Organized by client then by date chronologically (text within CSV)
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)

Exporting Financial Information

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

  • Just change the date range in the filters (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:

  • Click My Profile (left menu)
  • Find the section Data Export
  • Underneath that find the subsection Legacy Data
  • Click the filename to download the compressed zip file:

⚠️ Your legacy data will be downloaded to your browser's default download folder

Are you a Manager or Owner?

To access a provider's legacy data export:

  • Click Practice Settings (left menu)
  • Click Staff (top tab)
  • Click on the name of the provider
  • Find the section Data Export
  • Underneath that find the subsection Legacy Data
  • Click the filename to download the compressed zip file:

⚠️ Your legacy data will be downloaded to your browser's default download folder