Overview
This article focuses on how to export patient data out of Cerbo. There are two types of exports: patient chart exports and report exports. Report exports are available for most reports in Cerbo and are exported in CSV format. This article will mainly focus on the different patient chart export options and their available formats and types. A couple of particularly useful report exports will be covered at the end of the article.
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Details
Patient Chart Exports
Patient chart exports include the following data:
- Patient Information (name, DOB, sex, patient ID, phone numbers, fax numbers, email addresses, nicknames, insurance information, and notices)
- Patient Documents (uploaded to or generated in Cerbo)
- Uploaded documents will be exported in the format they were uploaded in (.pdf, .jpg, .png, etc.).
- Generated documents will always be exported in HTML (form submissions, wellness plans, etc.).
- Encounter Notes (title, DOS, note, diagnosis, plan items [prescriptions, orders, vaccines, supplements, pellets, etc.])
- Drugs/Medications
- Allergies
- Vitals Readings (please note custom vitals are not included)
- Vaccines
- Notes (Need to Know, Social, Admin, etc.)
- Facilities
- Relationships
- Secure Messages
Please note, patient chart exports do not include the following data. However, instructions for how to manually download this information is provided at the bottom of this article.
- Custom Vitals
- Financial Reports
- Any invoices or receipts that were generated manually will be included as documents
- Schedule Report
Export Formats
Aside from patient documents, the rest of the patient chart data above can be exported in two formats: HTML and XML. The HTML export, also known as the human-readable export, is best to use when offline access is needed and when it’s only referenced by a human. The XML export is best to use when needing to import patient chart information into a new EHR or when consuming the data through other programmatic means.
Export Types
Patient chart exports can be run per-patient or in bulk. Special considerations need to be taken when exporting in bulk, please refer to the Bulk Patient Export section below. Individual or bulk exports will be downloaded as a ZIP file. These ZIP files will then need to be securely shared with the intended recipient.
Individual Patient Export (HTML)
If you need to export the records for a single patient, open the patient’s chart, then go to My Links > Export Patient as a Package. If you do not see this option under My Links, please contact support@cer.bo so that we can enable this option. Please note that only Superadmin users can utilize this feature, or request to enable it.
Running the export tool will download the patient’s records into a ZIP file. That ZIP file contains a folder with the patient’s name and DOB (/<patient-name__<DOB>). Inside that folder is following file structure:
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/documents
- Includes uploaded and generated documents.
- Documents are linked in the overview.html file.
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/images
- Includes uploaded images.
- Images are linked in the overview.html file.
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/thumbs
- Includes lower resolution copies of some of the images in the /images folder.
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overview.html
- Includes all the patient chart data mentioned in the Included Data section under Patient Chart Exports.
If the full patient chart is not needed, you can remove documents from the /documents folder and/or edit the overview.html page.
Bulk Patient Export (HTML/XML)
If you require a bulk export because you are transitioning away from Cerbo, keep in mind that we require 30-day advance notice for cancellations, which must be submitted in writing by your clinic’s main contact. Additionally, please note that Cerbo does not facilitate the transfer of records into external systems. If you need to have your records transferred to a different software platform, it is the responsibility of the clinic to provide the exported files to the receiving system. We are unable to provide alternate formats, so if the receiving system cannot support an import using the formats we provide, they will need to work with you to find an alternate method.
Bulk exports are available upon request in both HTML and XML formats. If you would like to have our technicians run a bulk export, please submit a request to support@cer.bo. Please note that a bulk export request can only be submitted by your clinic’s main contact and charges may apply.
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HTML format
- This export contains individual folders for each patient’s record.
- Each patient’s folder contains the same file structure listed in the “Individual Patient Export” section of this article.
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XML format
- This export does not contain individual folders for each patient. The data for all patients is contained in one XML file, and all documents and images are stored in the same top-level /documents and /images folders, respectively.
- The XML export is not CCDA compliant. We’re not an ONC-certified EHR, so we’re not subject to ONC certification requirements for specific export standards like CCDA or FHIR. We do support exporting patient data in XML format, and can work with customers on available export options depending on their needs.
Important Note About Exporting from Advanced Patient Search (HTML/XML)
On the results page of the Advanced Patient Search, there is an option to “Export ENTIRE human-readable charts” (HTML) and an option to “Export ENTIRE charts as XML” (XML). This tool can be useful if you need to export full charts for a small number of patients who fall under the same filter perimeters. However, it is not intended to be used for exporting all patients. Larger exports can sometimes take several hours to run and will likely lead to an error. If you require an export of all patients in bulk, please have your clinic’s main contact reach out to support@cer.bo for assistance. Please note that charges for a bulk export may apply.
Additional Recommended Reports
If you are transferring data out of Cerbo into a new EHR system, we recommend generating .csv files for custom vitals, schedule history, patient demographics, and financial transaction history.
Custom Vitals
If you've added custom vitals to your Cerbo system, they must be downloaded manually at the clinic's end. To generate a CSV report of custom vitals, go to Reporting > Non-Financial Reports > Patient Reports > Lab Values Tracking.-
Financial Transaction History
There are a few different reports that capture financial data, depending on your needs. To be thorough, we recommend running all three (3) reports outlined below, and exporting them as a CSV file. Please keep in mind that any financial reports which include information on payment methods will only include the type (check, credit card, cash, etc.), but will not include full or partial account numbers.Export Charges to Excel
This report provides transaction logs for all charges/payments during a specified period of time. This will include fields regarding insurance reimbursement, so if you are expecting to receive payments after you leave Cerbo, you can keep track of that data in this spreadsheet. This report also allows you to include diagnostic codes and patient tags, if needed. To access this report, go to Reporting > Financial Reports > Less Commonly Used Reports > Export Charges to Excel. For additional information, please see Charges Export Report - Basic Functions in Excel.Patient Balance Report
This report is useful for tracking patients that have an outstanding balance, or unused credit. Outstanding balances can be filtered based on the age of the balance, or for all patients with an outstanding balance regardless of how long the balance has gone unpaid. To run this report, go to Reporting > A/R & Pt Balances. Once your criteria has been selected, an option to 'Export Search Results' will appear just above the 'Balance' column. This report can also be cross-run with the Advanced Pt Search if you want the results to be filtered based on additional criteria.-
Export Unallocated Charges
This report is helpful if you would like a quick reference to see where/if a specific payment has been allocated. Please note, this report does not breakdown the specifics of the charge. It includes the date, amounts & allocations, patient info, and the payment ID. (In the Export Charges to Excel report the 'Payment ID' is called the 'Transaction ID' if you intend to use the two reports in conjunction.) To access this report, go to Reporting > Financial Reports > Less Commonly Used Reports > Export Unallocated Charges.
Patient Demographics
You can generate a CSV file containing patient demographics using the Advanced Patient Search tool. This can be completed for all patients in bulk, or you can set filters for a specific subset of patients. To run this tool, navigate to Admin > Advanced Pt Search and set any applicable filters. Then scroll to the bottom of the page and check the box to “Export as CSV”, then click “GENERATE THIS REPORT”. If you forget to check the box, there is also an option to export the results in the upper-right corner of the results page (which will open in a new window).Schedule History
You can download a CSV file of your past/current/future schedule history via Scheduling > Calendar Report. You can select filters based on date range, schedule type, appointment status, user/resource, and location. For additional information, please see Calendar Report.
Additional Keywords: Patient Data Extraction, Exporting Chart Data, Cancelling Cerbo Account
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