Exporting the patient list
Pull a CSV or data file export of patients for backup, marketing, or compliance.
Overview
Export the patient list to a file for backup, accountancy, marketing, or to feed another tool. Exports respect the same role-based filters as the on-screen list.
Prerequisites
- Owner or Admin role (exports include PII; access restricted)
- A target — backup folder, accountant, marketing tool
Steps
Open the patient list. Top nav → Patients.
Apply the filters you want exported. Use search, tabs, and Filters to narrow. The export uses the current filtered set.
Click "Export" in the top-right. A modal opens.
Pick the format. CSV (spreadsheet), data file (machine-readable), or PDF (print-friendly). CSV is the most common.
Pick the columns. Toggle which fields to include — full demographics, contact, medical alerts, insurance, registration status, lifetime spend. PII fields are toggled off by default; turn on only the ones you actually need.
Add a reason. Required for the audit log. Examples: "Year-end accountancy report", "Mailshot to active patients", "Data subject access request for patient X".
Click "Generate export". Small exports (under 1,000 patients) download immediately. Large exports are emailed to you when ready (usually within a few minutes).
Verify the file content. Open the file and check it has the right rows and columns. Unexpected counts indicate filter mismatches; redo the export with correct filters.
Handle the file responsibly. Patient data is sensitive. Store in encrypted folders, share only via secure channels, and delete when no longer needed.
Expected outcome
- A file in the chosen format with the chosen columns and the filtered patients
- An audit log entry with the reason you provided, the export size, and the columns included
- The file is identical regardless of how many times you regenerate, given identical filters
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Email export never arrives | Spam filter or expired token | Run the export again; small exports skip the email path entirely |
| CSV opens with broken characters | Excel default encoding | In Excel, use Data → From Text/CSV and pick UTF-8 |
| Some columns missing | Toggled off in the export modal | Re-export with the columns selected |
| "Export rate-limited" | Too many exports in a short window | Wait 15 minutes; the limit prevents bulk exfiltration |
| Restricted to Owner/Admin | Roles below those can't trigger exports of PII | Ask Owner or Admin |