Patient Population Export

In accordance with HIPAA, Dr. Know subscribing customers can request an export of their population Electronic Health Information (EHI). Dr. Know supports this requirement as described in this document.

The population export process is initiated by a patient in one of two ways:

1. Patient requests an information export directly from their provider's office staff
2. Patient requests an information export using the Dr. Know Go patient portal, which will send a message to their provider's office staff

Each process is described below along with details about the exported and downloadable ZIP archive and its contents and file formats.

Health Information Categories

At the time of request, the patient must request one or more of the following supported health information categories that they wish to receive a copy of.

Patient Request via Office Staff

Patients can request their health information be exported by calling their provider's office and speaking directly with a staff member.

Staff members, with the assigned appropriate permission, must follow the process described in the 'Single-Patient Export' section below to complete this process.

Patient Request via Patient Portal

Patients can request their health information be exported via the Dr. Know Go patient portal.

In order to use this feature, the patient must already have access to their patient portal, which is requested via their provider's office staff. Upon request, a staff member (with appropriate permission) must gather the patient's email address and mobile #, which are required to activate and access the patient's portal.

Once logged in to the portal, the patient should click the 'Ask nursing question' option from the main menu. Here they will type their request for exported information and click 'Send.' This request will be immediately sent to their provider's staff, who will prepare their export.

Single-Patient Export

When a provider's staff member, with appropriate permission, has received a request for a single-patient health information export, they must open the Dr. Know Admin product and navigate to the 'Organization - Patients' tool and search for the appropriate patient.

Next, the user must click the Export button, choose each category of information that should be included in the export (or All for all categories), and then click the Export button. A message will be displayed to the user confirming that the export has been initiated.

The export can take many minutes to complete, depending on the amount of information being exported. The user does not need to wait for the process to complete. They are free to close the application.

Once the export process has completed, a Team communications message will be created in the patient's chart, providing a record of this transaction. This message will also include instructions for downloading the exported patient ZIP archive file. A separate email will be sent to the patient with these same download instructions as well as the 4-digit PIN required to unlock it.

After 72 hours, the data extraction archive will be deleted from the system and will no longer be accessible for download. If the same patient data is needed in the future, another export must be initiated.

ZIP Archive Contents

When complete, the export process will have created a single ZIP archive file available for download by either the patient or a staff member directly. Once extracted (using the 4-digit PIN sent to the patient's email), the contents of this archive will include the following:

Below are example archive files: