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Overview

Export tools allow you to extract data from AllCare for reporting, analysis, auditing, and external system integration. This guide covers available export options, formats, and best practices.
HIPAA Reminder: Exported data may contain Protected Health Information (PHI). Handle all exports according to privacy policies. Never share PHI via unsecured email or storage.

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Export Types

Patient Data Export

Demographics, insurance, status, care information

Visit Export

Visit records, schedules, completion data

Report Export

Dashboard and analytics report exports

Bulk Data Export

Large-scale data exports for analysis

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Export Formats

FormatExtensionBest For
Excel.xlsxAnalysis, formatting, charts
CSV.csvSystem imports, raw data
PDF.pdfPrinting, formal reports
JSON.jsonAPI integrations, developers

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Format Comparison

Pros:
  • Preserves formatting
  • Multiple sheets supported
  • Easy to add formulas, charts
  • Most users familiar with it
Cons:
  • Larger file size
  • Row limit (1M rows)
Use for: Analysis, reports for stakeholders
Pros:
  • Universal compatibility
  • Small file size
  • Easy to import into other systems
  • No row limits
Cons:
  • No formatting
  • Single sheet only
  • Special characters may cause issues
Use for: Data transfers, system imports, large datasets
Pros:
  • Print-ready
  • Fixed formatting
  • Professional appearance
  • Easy to share
Cons:
  • Not editable
  • Can’t manipulate data
Use for: Formal reports, presentations, printing
Pros:
  • Structured data format
  • Preserves data types
  • Easy for APIs and code
Cons:
  • Requires technical knowledge
  • Not user-friendly for viewing
Use for: Developer integrations, automated processing

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Patient Data Export

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Available Data Fields

CategoryFields
DemographicsName, DOB, SSN (masked), Address, Phone, Email
StatusCurrent status, Status date, Facility
InsurancePrimary/Secondary insurance, Member IDs
ClinicalDiagnoses, Allergies, Medications
Care TeamAssigned provider, Care coordinators
DatesEnrollment date, Last visit, Status changes

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Exporting Patient List

1

Navigate to Patients

Go to Patients section
2

Apply Filters

Filter to the patients you want to export:
  • Status
  • Facility
  • Provider
  • Date range
  • Insurance type
3

Click Export

Click Export button (download icon)
4

Select Fields

Choose which fields to include:
  • Use template (predefined field sets)
  • Custom selection
5

Choose Format

Select export format (Excel, CSV, etc.)
6

Download

Click Export to download file

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Export Templates

TemplateFields IncludedUse Case
Basic ListName, DOB, Status, FacilityQuick reference
Full DemographicsAll demographic fieldsComplete patient info
Insurance ReportName, Insurance detailsBilling, verification
Clinical SummaryName, Diagnoses, Meds, AllergiesClinical reference
Care TeamName, Provider, CoordinatorStaff assignments

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Visit Export

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Visit Data Fields

FieldDescription
Visit IDUnique visit identifier
PatientPatient name and ID
ProviderAssigned provider
FacilityVisit location
Date/TimeScheduled date and time
TypeVisit type (routine, urgent, etc.)
StatusScheduled, completed, cancelled
DurationActual visit duration
NotesVisit notes (if included)

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Exporting Visits

1

Navigate to Visits

Go to Visits or Schedule section
2

Set Date Range

Select the date range for export
3

Apply Filters

Filter by:
  • Provider
  • Facility
  • Visit type
  • Status (completed, scheduled, cancelled)
4

Export

Click Export and select format
5

Download

File downloads to your computer

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Report Export

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Exporting Dashboards

1

Open Dashboard

Navigate to the dashboard you want to export
2

Set Parameters

Configure date range and filters
3

Click Export

Click Export button on dashboard
4

Select Option

Choose:
  • PDF — Visual snapshot of dashboard
  • Excel — Underlying data
  • Image — Screenshot for presentations
5

Download

File saves to your downloads

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Exporting Analytics Reports

1

Generate Report

Run the analytics report
2

Click Export

Click Export or Download
3

Choose Format

  • PDF for formatted report
  • Excel for data
4

Download

Save file

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Bulk Data Export

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When to Use Bulk Export

  • Annual audits
  • System migrations
  • Large-scale analysis
  • Compliance reporting
  • Data backup

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Bulk Export Process

1

Request Bulk Export

Go to Admin → Data Export → Bulk Export
2

Select Data Type

Choose what to export:
  • All patients
  • All visits
  • All medications
  • Combined dataset
3

Set Parameters

  • Date range
  • Facilities (all or specific)
  • Include archived records
4

Select Fields

Choose fields to include or use “All fields”
5

Submit Request

Large exports are processed in background
6

Wait for Processing

System emails when export is ready
7

Download

Download from provided link (expires in 24-48 hours)
Processing Time: Bulk exports may take 15-60 minutes depending on data size. You’ll receive an email when ready.

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Bulk Export Limits

Plan/RoleMax RecordsRetention
Standard User10,00024 hours
Power User50,00048 hours
AdminUnlimited72 hours

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Scheduled Exports

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Setting Up Automated Exports

1

Navigate to Scheduled Exports

Go to Admin → Scheduled Exports
2

Create New Schedule

Click + New Scheduled Export
3

Configure Export

  • Data type (patients, visits, etc.)
  • Fields to include
  • Filters to apply
  • Format (Excel, CSV)
4

Set Schedule

  • Frequency: Daily, Weekly, Monthly
  • Day/time to run
5

Set Delivery

  • Email recipients
  • SFTP delivery (if configured)
6

Activate

Turn on the schedule

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Managing Scheduled Exports

ActionHow To
PauseToggle off without deleting
EditClick to modify parameters
Run NowTrigger immediate export
View HistorySee past export runs
DeleteRemove scheduled export

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SFTP Export

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For Automated Integrations

1

Request SFTP Setup

Contact IT to configure SFTP connection
2

Provide Credentials

IT sets up:
  • Server address
  • Username/password or SSH key
  • Target folder
3

Configure Export

Create scheduled export with SFTP delivery
4

Test Connection

Run test export to verify
5

Activate

Enable production schedule

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Data Security

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Handling Exported Data

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Masking Sensitive Data

Some exports mask sensitive data by default:
FieldMasking
SSNLast 4 digits only (XXX-XX-1234)
Full DOBMay show year only in some reports
Insurance IDsPartial masking available
Full SSN and unmasked data requires elevated permissions and audit logging.

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Common Export Scenarios

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Facility Census Report

Purpose: Patient list for specific facility
1

Filter by Facility

Select the facility
2

Filter by Status

Choose Active (or all statuses)
3

Export

Use “Basic List” template

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Insurance Verification List

Purpose: Verify patient insurance coverage
1

Select Patients

Filter by date range or facility
2

Use Insurance Template

Include insurance fields
3

Export to Excel

For easy lookup and notes

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Provider Visit Report

Purpose: Track provider productivity
1

Select Date Range

Choose reporting period
2

Filter by Provider

Select specific provider or all
3

Include Metrics

Duration, status, patient info
4

Export

Excel for analysis

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Compliance Audit Export

Purpose: Provide data for auditors
1

Identify Requirements

Determine what data auditors need
2

Use Bulk Export

For large datasets
3

Include All Fields

Comprehensive data
4

Secure Delivery

Use encrypted file or secure transfer

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Troubleshooting

Try:
  • Reduce date range
  • Add more filters
  • Use bulk export for large data
  • Try during off-peak hours
Check:
  • Correct application for file type
  • File fully downloaded
  • Try different browser
  • Check file isn’t corrupted
Verify:
  • Filters aren’t excluding data
  • Date range is correct
  • You have permission to view the data
  • Selected fields include what you need
Check:
  • Schedule is active (not paused)
  • Email address is correct
  • Check spam folder
  • Review export history for errors
Common fixes:
  • Open in Excel, not text editor
  • Check for commas in data fields
  • Verify encoding (UTF-8)
  • Use Excel import wizard

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Best Practices

Dashboards

Real-time dashboards

Analytics

Data analytics

Bulk Operations

Bulk patient operations