Exporting Patient Data from OfficeMate/ExamWRITER

Use the Data Export window to export patient data from OfficeMate/ExamWRITER. You can export an individual patient's data, or you can export multiple patients' data. Exporting patient data requires access to secure reports. To learn more, go to Setting Up Security Preferences.

This page explains how to export data and locate your data files.

Exported data includes HIPAA-covered health information and is not encrypted. You should share the export files using only secure methods and delete export files from your network when they are no longer needed.

To access the Data Export window, you need the Administrator > Secured Report role. For more information, see Assigning Roles and Passwords to Users.

  1. Log into OfficeMate Administration.
  2. Click Tasks and select Data Export.

    The Data Export window opens.

  1. Open the Data Export window.
  2. Enter the patient's Last Name, First, and/or date of birth (DOB), and click F2 Find.
  3. Select a patient from the list of results.
  4. Click Generate Export.
  5. When OfficeMate confirms the export is queued, click OK.

    OfficeMate exports the single patient's file immediately.

The time required to export multiple patients depends on how many patients are identified by the selection criteria and other processes running on the server. You should export multiple patients only after the close of business.

  1. Open the Data Export window.
  2. Select the Bulk Patients option.
  3. Select the event type and date range used to select patients for export:
    1. Enter or select the Start Date and End Date.
    2. Select a Data Export Categories checkbox to select the event type. For more information, go to Understanding the data export categories.

      The Start Date, End Date, and Data Export Categories work together to identify patients for export. They do not control what data is exported for those patients.

  4. To limit which patients are exported by facility or doctor, select a Location and/or Provider.
  5. Click Generate Export.
  6. When OfficeMate confirms the export is queued, click OK.

    The data export runs in the background. Depending on how many patients meet your selection criteria, the export process may take several hours. To check the status, refer to the History tab. To learn more, go to Viewing Exports Status and History.

  1. In Windows, navigate to the OfficeMate\Data\DataExport folder on your network.

    The DataExport folder contains one or more ZIP files. Each ZIP file represents one export event—whether it's a single patient or bulk export.

  2. Locate and open the ZIP file that was created around the time you ran the data export.

    The ZIP file is named with a batch number that corresponds to the Export ID listed in the Data Export window's History tab. To learn more, go to Viewing Exports Status and History.

    Each ZIP file contains one or more XML files, each named with a patient's ID number.

The categories listed in the Data Export Categories group control what data is used to select patients for bulk export—not what data is exported for each patient. The Data Export window exports all the data for any patient who meets the selection criteria.

The Data Export Categories selection works in conjunction with the Start Date and End Date fields to identify patients who had events that match the category and date range as described in the following table.

For this data export category… Selection dates are based on…

Exams

Date of service

Fee Slips

Posting date

Patient Demographics

Date the patient record was created

Rxs

Date of the prescription

Selecting multiple Data Export Categories greatly increases the amount of time required to export data. For each data export category selected, OfficeMate runs a new query to identify patients who had events that match that category and date range.

  1. Open the Data Export window.
  2. Go to the History tab.
  3. In the Export History table, select a data export job whose status is not Completed.
  4. At the bottom of the Data Export window, click Cancel.
  5. In the Job Cancel Confirmation message, click OK. 

    • The job’s status changes to CancelRequested and then to Canceled.

    • If a bulk patient job is canceled, all patient-level jobs associated with the batch ID of the bulk job are terminated.

    • All files associated with the canceled job are deleted.