Overview

This article focuses on how to export patient data out of the EHR, whether downloading it as a spreadsheet or as a zip file. It is possible to export a patient's chart individually as well as all charts as a package. 


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Details

To Export Individual Patient's Chart

  • Open the patient's chart and go to My Links > Export Patient as Package

          (Note: If you do not see the option under My Links, please contact support@cer.bo so that we can enable this option)

           This will trigger a ZIP file to download. That ZIP file contains:

            1. A "Face Page" with:

              -patient's basic stats and medications list

              -patient SOAP notes

              -patient secure message communications

            2. Links to all documents


            3. Links to all uploaded photos

                            

  • Once the file is downloaded, unzip it (right-click and unzip), and navigate to /var/www/exports/pts_******/[Patient Name and DOB]/
  • This will open their face page and at this point you can remove any file you don't want included (the download includes everything by default).


To Bulk Export All Patient Charts as a Package

1.  Using Advanced Patient Search to Extract Data 
You can extract patient data by using the Advanced Patient Search tool. Export links for your patient data can be found in the upper-right corner of the Advanced Patient Search report after it is generated. Under the Admin tab > Advanced Pt Search will bring you to a window where you can filter the data you want to export. 



Click "GENERATE THIS REPORT" at the bottom of the page.


 In the upper right hand corner you will then see the export links for your patient data.

  • Export Spreadsheet - this option is for demographics only and is provided in CSV format. 
  • Export ENTIRE charts as XML (data) - this option includes complete charts in XML format for all patients who meet the filter criteria. This format is typically used for migrating data into another software platform.  
  • Export ENTIRE human-readable charts - this option includes complete charts in HTML format for all patients who meet the filter criteria. 

Alternatively, you can check the box to "Export as CSV" prior to running any filter options and Generating a Report, if you want a spreadsheet containing all available patient information.

 

Note: If you are transitioning away from using Cerbo, as part of the patient data extraction process you will also want to download your Schedule containing appointment information. You can do this from the Calendar Report. Export your schedule by going to the Scheduling tab > Calendar Report(s). From this window set filters for particular appointment data, or create a spreadsheet report by clicking at the bottom of the window.




2.  Using "Export All Patients as Package" Link

This option exports data for all patients in XML, HTML, and PDF formats, and is accessible via My Links > Export All Patients as Package.  NOTE: This export option includes patient documents, which can cause the exports to run quite slowly. If you are a larger clinic, there is a risk of your device running out of memory storage. Please let us know if you encounter any issues when running this export.


If you need this tool enabled because you will be moving away from Cerbo, please include that information in your request. Keep in mind that we require 30 days written notice for cancellations (email is sufficient). Cancellation requests must be submitted or confirmed by your clinic's assigned Main Contact, or the individual who signed your clinic's contract with Cerbo. 

There are multiple formats for the data-export options on your build, if you are moving away from Cerbo we recommend downloading everything just to be thorough, even if all of them may not be needed. Having this link enabled is part of the closure process for Cerbo accounts. If you would like this option enabled as a link in your build otherwise please contact support@cer.bo. 


TIPS FOR A SUCCESSFUL EXPORT 

  • Do not run the export(s) during business hours. Exports can cause your device to run slowly, so it is recommended to run them when your system is not otherwise in use. 
  • One export at a time! Running more than one export at a time can overwhelm your device and cause the export to time-out, which means that you will have to start over. 
  • Set the 'power off' and 'sleep' options in your device's settings to "Never". Your device must remain active for the entire duration of the export. If it turns off or goes into sleep mode, you will need to start over from the beginning. 


Additional Keywords: Patient Data Extraction, Exporting Chart Data, Cancelling Cerbo Account






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