Patient Population Export

Updated on 19 Dec 2024
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Dr. Know customers can request a patient population export of their Electronic Health Information (EHI). Dr. Know supports this requirement as described in this document.

The patient population export process is initiated when a customer submits a formal request for this population export using a registered company email address and sent to: helpdesk @ doc-know.com.

This process should take less than two weeks to complete. If additional time is needed, this need will be communicated to the customer along with an explanation.

This export process is described below along with details about the export contents and file formats.

Health Information Categories

At the time of request, the customer must specify one or more of the following supported health information categories that they wish to include in the exported archive.

Category	Description
All	Includes all health information categories.
Profile	Includes patient demographics, PHI, care team, pharmacy contact, emergency contact, and insurance information.
History	Includes patient symptoms, diseases, procedures, social, and family history.
Records	Includes patient record descriptions (title, date of service, and summary). Also includes record documents stored in the system (e.g. PDF files).
Vitals	Includes patient vital signs and the date when they were collected.
Labs	Includes patient lab results and the date they were collected.
Medications	Includes patient medications.
Allergies	Includes patient allergies.
Appointments	Includes past and upcoming patient appointments.
Messages	Includes staff messaging communications with the patient.

Additional Charges

While there is no charge for this export capability, there may be an additional charge to cover the cost for a secure external hard drive that will be delivered to the customer upon completion.

Export Archive Delivery

Once the export process is complete, the customer will be delivered an external hard drive with their entire patient population export. The delivery box will be opaque, utilize tamper-evident packaging (e.g. security seals), trackable, and require a signature confirmation upon delivery. This will provide a chain of custody record.

If possible, a hand delivery bonded courier will be utilized. Otherwise, a trackable delivery service such as FedEx or UPS may be used.

Export Archive Contents

The delivered external hard drive will be encrypted with strong encryption software such as BitLocker to prevent unauthorized access to the data if the drive is lost or stolen. The encryption password or key will be shared with the customer through a separate secure channel, such as encrypted email or over the phone, and not included in the delivery package.

The root of the hard drive will contain a population root folder. Inside this folder will be a single population.xml file that contains a list of all exported patients, along with a unique identifier for each patient. The exports sub-folder will contain additional sub-folders, each named according to these same unique identifiers. Each of these sub-folders will contain the following:

Item	Description
catalog.xml	A machine-friendly XML file containing all the data included in the extract.
catalog.json	A machine-friendly JSON file containing all the data included in the extract.
records	If the 'Records' catagory was included, this folder will contain any exported patient records (i.e. report PDF files, etc). Note: This folder may be missing or empty if no records were discovered during the export process.

Structured Data Format Documentation

This example catalog.xml file contains self-documented comments describing each Xml section and its properties. The catalog.json file does not repeat this documentation, so please refer to this Xml file for these details.

What's Next

Introduction