⚠️ Important: You need the Export Patient Chart permission to be able to perform this action.
You can export an entire patient chart, or specific sections of a patient's chart. For example, an insurance company may request a PDF of all encounter notes for a specific year, or a patient's specialist may request all their labs from the past year.
You can choose which sections of the patient chart to include in the PDF and as many files from each section that you need.
There is a date range filter that you can use to find certain items for a specific time frame. Some of the patient chart sections also have their own filters to find specific items. For example, you can filter the encounter section by presenting issues.
The PDF document can then be downloaded, printed, emailed or faxed.
📌 Note: In Ontario, you can also export an XML file, refer to Exporting patient charts to a XML file (Ontario).
Steps
1. Open the patient chart.
2. Click the patient avatar, and, in the bottom-right corner of the patient header, click Update Information.
3. In the top-right corner, click Patient Chart.
4. From the window that opens showing each section of the chart, select what to include in the PDF:
To print all content from the patient chart, confirm Show All Records is selected, and click Print All.
⚠️ Important: Choosing to Print All will include any administrative notes recorded in the chart (refer to Adding pop-up notes to patient charts). If you use these notes to identify problematic patients, you may not want to select this option if you plan to provide the patient with a copy of their chart.
To include only certain content from some categories of the chart, click the category name at the top, such as Encounter or Letter. Then, click the content within the section to include, or click Select All to include all content within the section. If the section has a filter, click the button and select the items to filter by. For example in the Encounter section, click the Presenting issues filter and select one or more from the list.
💡 Tip: To insert a cover page before each document category (Encounters, Files, Forms, etc.), select Include Cover Page. The cover page acts as a separator between each type of document.
5. To filter content by a certain time frame, clear Show All Records, click the date range, and select a new range. The default time range is one year from today.
📌 Note: When you select a date range, the following dates are used for the various document categories.
Patient Chart Section | Date used |
Encounter | Date when the patient was seen (visit date). |
Lab | Date when the lab was collected. |
File | Date specified in the date field when uploading the file. |
Message, Form, Letter, Allergy, Note | Date the item was created. |
Prescription | Date the prescription was written. |
Medication | Date when the medication was started. |
Injection | Date the injection was administered. |
Answer sheet | Date when the Qnaire was completed. |
Payment/ Invoice | Date when the invoice was created. |
Appointment | Date of the actual appointment. |
6. When you are done selecting the contents, at the bottom of the window, click Select. Your PDF is generated. You may be asked to choose your PDF settings (location, phone or fax information, cover page) first.
📌 Note: If the PDF fails to generate and an error appears, it may be due to the size of the patient chart. Modify your export to include less information e.g. adjust the date range, or export the patient files and labs separately. Also, if there is an issue with one of the files the entire export can fail, so exporting one section at a time can help pinpoint the issue.
7. At the top of the PDF, select whether to download, print, email, or fax the file.
Updated January 24, 2024