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.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
Export Formats
| Format | Extension | Best For |
|---|---|---|
| Excel | .xlsx | Analysis, formatting, charts |
| CSV | .csv | System imports, raw data |
| Printing, formal reports | ||
| JSON | .json | API integrations, developers |
Format Comparison
Excel (.xlsx)
Excel (.xlsx)
Pros:
- Preserves formatting
- Multiple sheets supported
- Easy to add formulas, charts
- Most users familiar with it
- Larger file size
- Row limit (1M rows)
CSV (.csv)
CSV (.csv)
Pros:
- Universal compatibility
- Small file size
- Easy to import into other systems
- No row limits
- No formatting
- Single sheet only
- Special characters may cause issues
PDF (.pdf)
PDF (.pdf)
Pros:
- Print-ready
- Fixed formatting
- Professional appearance
- Easy to share
- Not editable
- Can’t manipulate data
JSON (.json)
JSON (.json)
Pros:
- Structured data format
- Preserves data types
- Easy for APIs and code
- Requires technical knowledge
- Not user-friendly for viewing
Patient Data Export
Available Data Fields
| Category | Fields |
|---|---|
| Demographics | Name, DOB, SSN (masked), Address, Phone, Email |
| Status | Current status, Status date, Facility |
| Insurance | Primary/Secondary insurance, Member IDs |
| Clinical | Diagnoses, Allergies, Medications |
| Care Team | Assigned provider, Care coordinators |
| Dates | Enrollment date, Last visit, Status changes |
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
Export Templates
| Template | Fields Included | Use Case |
|---|---|---|
| Basic List | Name, DOB, Status, Facility | Quick reference |
| Full Demographics | All demographic fields | Complete patient info |
| Insurance Report | Name, Insurance details | Billing, verification |
| Clinical Summary | Name, Diagnoses, Meds, Allergies | Clinical reference |
| Care Team | Name, Provider, Coordinator | Staff assignments |
Visit Export
Visit Data Fields
| Field | Description |
|---|---|
| Visit ID | Unique visit identifier |
| Patient | Patient name and ID |
| Provider | Assigned provider |
| Facility | Visit location |
| Date/Time | Scheduled date and time |
| Type | Visit type (routine, urgent, etc.) |
| Status | Scheduled, completed, cancelled |
| Duration | Actual visit duration |
| Notes | Visit notes (if included) |
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
Report Export
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
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
Bulk Data Export
When to Use Bulk Export
- Annual audits
- System migrations
- Large-scale analysis
- Compliance reporting
- Data backup
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.
Bulk Export Limits
| Plan/Role | Max Records | Retention |
|---|---|---|
| Standard User | 10,000 | 24 hours |
| Power User | 50,000 | 48 hours |
| Admin | Unlimited | 72 hours |
Scheduled Exports
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
Managing Scheduled Exports
| Action | How To |
|---|---|
| Pause | Toggle off without deleting |
| Edit | Click to modify parameters |
| Run Now | Trigger immediate export |
| View History | See past export runs |
| Delete | Remove scheduled export |
SFTP Export
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
Data Security
Handling Exported Data
Masking Sensitive Data
Some exports mask sensitive data by default:| Field | Masking |
|---|---|
| SSN | Last 4 digits only (XXX-XX-1234) |
| Full DOB | May show year only in some reports |
| Insurance IDs | Partial masking available |
Full SSN and unmasked data requires elevated permissions and audit logging.
Common Export Scenarios
Facility Census Report
Purpose: Patient list for specific facility1
Filter by Facility
Select the facility
2
Filter by Status
Choose Active (or all statuses)
3
Export
Use “Basic List” template
Insurance Verification List
Purpose: Verify patient insurance coverage1
Select Patients
Filter by date range or facility
2
Use Insurance Template
Include insurance fields
3
Export to Excel
For easy lookup and notes
Provider Visit Report
Purpose: Track provider productivity1
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
Compliance Audit Export
Purpose: Provide data for auditors1
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
Troubleshooting
Export timing out
Export timing out
Try:
- Reduce date range
- Add more filters
- Use bulk export for large data
- Try during off-peak hours
File won't open
File won't open
Check:
- Correct application for file type
- File fully downloaded
- Try different browser
- Check file isn’t corrupted
Missing expected data
Missing expected data
Verify:
- Filters aren’t excluding data
- Date range is correct
- You have permission to view the data
- Selected fields include what you need
Scheduled export not running
Scheduled export not running
Check:
- Schedule is active (not paused)
- Email address is correct
- Check spam folder
- Review export history for errors
CSV formatting issues
CSV formatting issues
Common fixes:
- Open in Excel, not text editor
- Check for commas in data fields
- Verify encoding (UTF-8)
- Use Excel import wizard