How to Export Patient Records and Clinical Reports from DigitalPatientChart

How to Export Patient Records and Clinical Reports from DigitalPatientChart

This article covers everything your practice needs to export patient records from DigitalPatientChart — from single-chart downloads to bulk exports, attorney requests, HIPAA authorization, and verifying delivery.

What You Can Export from DigitalPatientChart

Patient health records in DigitalPatientChart contain the following exportable data:

• SOAP notes and clinical visit notes
• Initial intake and health history forms
• Diagnostic imaging reports and attachments
• Treatment plans and progress summaries
• Billing records and superbills
• Signed consent and authorization forms
• Referral letters and provider correspondence

Exports are available in PDF (recommended for attorneys and adjusters) or structured data formats (CSV/CCD) for continuity-of-care transfers to other providers or EHR systems.

Note: Export formats differ by use case. Use PDF for medical-legal and insurance requests. Use CCD/structured data when transferring care to another provider's EHR.

Who Can Export Records: User Roles and Permissions

Not every user in your practice can export records by default. Understanding who is allowed to access patient medical records in DigitalPatientChart prevents unauthorized disclosures.

Role Can Export Single Record Can Run Bulk Export Can Export to Third Parties Practice Owner / Admin Yes Yes Yes Provider Yes Yes Yes (with HIPAA authorization on file) Front Desk / Billing Yes (billing records only, if enabled) No No Read-Only User No No No

To update a team member's export permissions, go to Settings > User Management > Edit Role.

Patients can request their own chiropractic records through the Patient Portal. When a patient submits a records request, your admin receives a notification under Records Requests in the dashboard. You are responsible for fulfilling the request within the timeframe required by your state.

How to Export a Single Patient Record

Use this workflow when a patient asks how to get their medical records from your practice, or when you need to send a single chart to an insurance company or referring provider.

1. Go to Patients in the left navigation menu.
2. Search for the patient by name or chart number and open their record.
3. Click the Export button in the top-right corner of the chart.
4. Select the record types to include (SOAP notes, imaging, billing, etc.).
5. Choose your export format: PDF or CCD/Structured Data.
6. Click Generate Export.
7. When the export is ready, click Download or use the Send Securely option to deliver via encrypted email directly from the platform.

{{screenshot: Patient chart view with Export button highlighted in top-right corner}}

How to Run a Bulk or Date-Range Export

To download multiple patient records at once, or to export chiropractic clinical notes by date range, use the Bulk Export tool.

1. Go to Reports > Data Export.
2. Under Export Type, select Bulk Patient Records.
3. Filter by date range using the Visit Date From and Visit Date To fields.
4. Optionally filter by provider, visit type, or record category.
5. Select individual patients using the checkboxes, or click Select All for your filtered results.
6. Choose your output format (PDF bundle or CSV).
7. Click Request Export. Large exports are processed in the background — you will receive an in-app notification and email when the file is ready.
8. Download the completed export from Reports > Export History.

{{screenshot: Bulk Export screen showing date range filters and patient selection checkboxes}}

Tip: Bulk exports are limited to 500 records per request. For larger exports, apply a narrower date range and run multiple requests.

Exporting Records for Attorneys, Adjusters, and Medical-Legal Purposes

Medical records for personal injury attorney requests and records sent to an insurance adjuster require a specific export format and additional documentation steps.

Recommended Format for Medical-Legal Requests

Use PDF — Full Clinical Narrative. This format compiles SOAP notes, treatment plans, and supporting documents into a single paginated PDF with sequential page numbers — the format attorneys and adjusters request most often.

1. Open the patient's chart and click Export.
2. Under Export Format, select PDF — Full Clinical Narrative.
3. Select the date range covering the relevant treatment period.
4. Check all applicable record categories: SOAP notes, imaging, billing/superbills, treatment plans.
5. In the Recipient field, enter the attorney's or adjuster's name and firm for the cover page.
6. Click Generate Export, then Download or Send Securely.

{{screenshot: Export format dropdown with PDF — Full Clinical Narrative selected}}

Important: Do not send records to an attorney, adjuster, or any third party without a completed HIPAA authorization form on file. See the next section.

HIPAA Authorization: What You Need Before Exporting to Third Parties

A signed HIPAA authorization form for releasing medical records must be on file before exporting to any party outside your practice — including attorneys, insurance adjusters, and other providers not directly involved in the patient's care.

Uploading a Signed Authorization in DigitalPatientChart

1. Open the patient's chart and go to the Documents tab.
2. Click Upload Document and select the signed authorization file.
3. Under Document Type, select HIPAA Authorization — Third Party Release.
4. Enter the Authorization Expiration Date if one is specified on the form.
5. Click Save. The authorization is now linked to the patient's chart and logged in the audit trail.

DigitalPatientChart will prompt you to confirm a valid authorization is on file before completing any export flagged as a third-party release. If no authorization is linked, the export will be blocked and a warning will display.

{{screenshot: Document upload screen with HIPAA Authorization — Third Party Release selected in the Document Type dropdown}}

Audit Logs: Confirming an Export Was Completed

Every export generates an automatic audit entry. Use the audit log to verify medical records were sent and to document compliance for legal or regulatory purposes.

1. Go to Settings > Audit Log.
2. Filter by Action Type: Record Export.
3. Search by patient name, date, or the user who performed the export.
4. Each entry shows: timestamp, user name, patient chart, records exported, format, and delivery method (download or secure send).
5. Click View Details on any entry to see the full export manifest.
6. Click Export Log Entry to save a PDF copy for your compliance records.

{{screenshot: Audit Log filtered by Record Export action type, showing timestamp, user, and patient columns}}

Troubleshooting: Incomplete Exports or Missing Records

If records are not showing up in a patient chart or an export appears incomplete, work through the following steps before contacting support.

Records Not Appearing in the Patient Chart

• Check the visit date filter. The chart view defaults to the last 90 days. Expand the date range under Chart > Filter > All Dates to see older records.
• Check the provider filter. If the patient was seen by multiple providers, confirm the chart view is not filtered to a single provider.
• Confirm the note was finalized. Draft SOAP notes do not appear in exports. The treating provider must finalize and sign the note before it is exportable.

Export File Is Incomplete

• Check for unsigned notes. Go to Reports > Unsigned Notes to find any notes pending provider signature.
• Check attachment upload status. Large imaging files may still be processing. Go to Documents > Upload Queue to confirm all attachments have finished uploading.
• Re-run the export. If the issue persists, delete the failed export from Export History and generate a new one.

How Long Does It Take to Get Medical Records?

Single-record PDF exports are typically ready within 30 seconds. Bulk exports processing more than 100 records may take up to 10 minutes. You will receive an email notification when the file is available for download.

Still Need Help?

If you have worked through the troubleshooting steps above and the issue is not resolved, contact DigitalPatientChart support directly:

• In-app chat: Click the Help icon in the bottom-right corner of any screen.
• Email: [email protected]
• Phone: Available to Practice Owner accounts — find your support line under Settings > Account > Support Contact.

When contacting support, include the patient chart number (not the patient name), the export date, and a screenshot of any error message. This allows the support team to locate the relevant audit log entry and resolve the issue faster.