Export a Whole Patient Chart

You can export a patient’s entire chart from PCC EHR in just a few clicks.

Video: Watch Export a Whole Patient Chart to learn more.

Stop and Think Before You Export: The patient chart export exposes all of the Protected Health Information (PHI) stored in your system for a particular patient. This information is protected by law and sharing it inappropriately may harm the patient, their caregivers, you, and your practice. Before you export a patient’s whole chart, obtain consent from the patient and share only the minimum amount of information required.

Run the Export

Export a patient’s entire chart to a password-protected file in just a few clicks.

Obtain Consent from the Patient

Ask the patient or their authorized representative for consent to share their PHI with the intended recipient of the chart export. Your practice’s global consent form might already cover this step.

Open the Patient’s Chart

Open the patient’s chart in PCC EHR.

Avoid Working in SecureConnect for Best Results: If you need to export a patient chart, avoid working in SecureConnect and use the PCC EHR desktop application instead. SecureConnect saves exports to the file system on your PCC server, which requires a follow-up call to PCC Support. By contrast, the PCC EHR desktop application saves exports to your local workstation where you can easily retrieve them and move on to your next task.

Select “Chart Export” from the Reports Menu

Once in the patient’s chart, select Chart Export from the Reports menu.

By Permission Only: Only users with the Chart Export role permission may open the Chart Export tool. For information about how to assign role permissions in PCC EHR, read Set User Roles for Permissions and Security.

Decide Whether to Include Confidential Content

The patient’s chart might include confidential notes, diagnoses, orders, and more. You can optionally include this information with the chart export.

The Chart Export window lists everything that is marked confidential in the patient’s chart. To include this information with the export, select the “Include Confidential Content” checkbox.

By default, confidential content is excluded from patient chart exports.

Decide Whether to Include Sexual Orientation and Gender Identity Information

Your practice might record information shared by the patient about their sexual orientation and gender identity. You can optionally include this information with the chart export.

The Chart Export window lists the privacy status of the patient’s sexual orientation and gender identity information. To include this information with the export, select the “Include Sexual Orientation and Gender Orientation” checkbox.

By default, sexual orientation and gender identity information is excluded from patient chart exports.

Decide Whether to Include Portal Messages

The patient might be connected to one or more portal users. You can optionally include messages from all of the patient’s portal users with the chart export.

The Chart Export window lists the patient’s portal users and each one’s relationship to the patient. To include all of these users’ messages in the chart export, select the “Include Portal Messages” checkbox.

By default, portal messages are excluded from patient chart exports.

Documents Attached to Portal Messages are Always Included in Chart Exports: Images and other files shared through the patient portal are saved to the patient’s Documents in PCC EHR. Documents saved to the patient’s chart are always included chart exports. Therefore, documents attached to portal messages are always included in patient chart exports, even when portal messages are not.

Copy the Encryption Password

Each chart export is protected by a unique encryption password. Click the “Copy” button to copy the password so that you can later share it with the recipient of the export.

Lost Password? Generate a New Chart Export: There is no way to recover lost encryption passwords. If you or a recipient has lost the password for a past chart export, export the chart again and use a new password to access its contents.

Click “Export”

After you decide what to include with the export and copy the encryption password, click the “Export” button.

Depending on the number of visits in the patient’s history, the export may take up to a minute to complete.

Save the Export to Your Workstation

Use the file browser window to save the chart export to a location on your workstation.

The chart export is password-protected and can safely be stored on your workstation provided the password is stored separately.

Share the Encryption Password and the Export with the Intended Recipient

Copy the encryption password into a direct secure message, portal message, or other secure type of message and send it to the recipient of the export. Then, share the export with the recipient.

You can share the export in a separate direct secure message, an email, or by putting it on a thumb drive or CD.

What’s Included

The whole patient chart export from PCC EHR includes:

  • charted visits and phone notes
  • demographics
  • diagnoses
  • documents
  • family history diagnoses
  • family, medical, and social history notes
  • immunizations
  • lab results
  • medication allergies
  • medication history
  • orders
  • prescription history
  • problems
  • smoking status history
  • vitals

The export automatically excludes certain information, such as confidential notes, confidential diagnoses, confidential orders, gender identity and sexual orientation information, and patient portal messages. You may opt to include this information at the time of the export.

Export Format

The patient chart export saves to a compressed, encrypted file. Use the encryption password provided with the export to decrypt and decompress the directory and access its contents.


The directory contains all of the data exported from the patient’s chart in human- and machine-readable formats (CSV, HTML, PDF, and XML).

Reference the table below for descriptions of each file and subdirectory. Click any hyperlinked file name to jump to a detailed description of the data it contains.

Name Description Type
documents A directory containing the patient’s documents in PDF format. Documents are organized into subdirectories by type. Document types are created and assigned by the PCC practice that provides the export. Document files are named MM-DD-YYYY_ORIGINAL-FILE-NAME.pdf. Directory
encounters A directory containing the patient’s charted visits, phone notes, and portal messages (when selected for inclusion) in HTML format, as well as cascading style sheets (CSS) to style the HTML. Encounter files are named ENCOUNTER-TYPE_MM-DD-YYYY_ENCOUNTER-ID.html Directory
billing_diagnoses.csv The patient’s billed diagnoses CSV
demographics.csv The patient’s demographic information CSV
diagnoses.csv The patient’s charted diagnoses and problems CSV
documents.csv The patient’s documents CSV
encounters.csv The patient’s charted encounters, including phone notes and portal messages (when selected for inclusion) CSV
familyhistory.csv Diagnoses in the patient’s family history CSV
immunizations.csv The patient’s immunizations CSV
medallergies.csv The patient’s medication allergies CSV
medications.csv The patient’s past and present medications CSV
notes.csv The patient’s custom notes and family, social, and medical histories CSV
ordernotes.csv Free text notes associated with the patient’s orders CSV
prescriptions.csv The patient’s past and present prescriptions CSV
problems.csv The patient’s problem list diagnoses CSV
results.csv Results from the patient’s lab, screening, and other tests CSV
smokingstatus.csv The patient’s smoking status history CSV
vitals.csv The patient’s vital measurements CSV
chart.html An HTML version of the patient’s C-CDA v2.1 Continuity of Care Document (CCD) HTML
chart.pdf A PDF version of the patient’s C-CDA v2.1 Continuity of Care Document (CCD) PDF
immunizations.pdf The patient’s school immunization form. Format varies by jurisdiction PDF
README.txt A file containing a link to public documentation about the patient chart export and its contents. Text
ccda_PATIENT-ID.xml The patient’s C-CDA v2.1 Continuity of Care Document (CCD) XML

Data Structure

Learn how files in the patient chart export are structured.

billing_diagnoses.csv

This file contains a list of the patient’s billed diagnoses.

Field Description
Patient ID The patient’s PCC identification number
Encounter ID The identification number of the encounter for which the diagnosis was billed
ICD10 Code The International Classification of Diseases, Tenth Revision (ICD-10) code for the billed diagnosis
ICD10 Description The International Classification of Diseases, Tenth Revision (ICD-10) description for the billed diagnosis
ICD9 Code The International Classification of Diseases, Ninth Revision (ICD-9) code for the billed diagnosis
ICD9 Description The International Classification of Diseases, Ninth Revision (ICD-9) description for the billed diagnosis
SNOMED Concept ID The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) code for the billed diagnosis
SNOMED Term The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) description for the billed diagnosis

demographics.csv

This file contains a table of the patient’s demographic information.

Field Description
Patient ID The patient’s PCC identification number
Patient Last The patient’s last name
Patient First The patient’s first name
Patient Middle The patient’s middle name
Patient Suffix The patient’s name suffix
Patient Gender The patient’s sex
Patient Born The patient’s birth date
Custodian ID The patient’s custodian’s PCC identification number
Custodian First The patient’s custodian’s first name
Custodian Last The patient’s custodian’s last name
Custodian Address 1 The first line of the patient’s custodian’s home address, considered the first line of the patient’s home address
Custodian Address 2 The second line of the patient’s custodian’s home address, considered the second line of the patient’s home address
Custodian City The patient’s custodian’s home city, considered the patient’s home city
Custodian State The patient’s custodian’s home state, considered the patient’s home state
Custodian Zip The patient’s custodian’s home ZIP code, considered the patient’s home ZIP code
Custodian “Phone 1” The patient’s custodian’s first phone number. The exact phone number label is decided by the PCC practice that provided the export
Custodian “Phone 2” The patient’s custodian’s second phone number. The exact phone number label is decided by the PCC practice that provided the export
Custodian “Phone 3” The patient’s custodian’s third phone number. The exact phone number label is decided by the PCC practice that provided the export
Custodian “Phone 4” The patient’s custodian’s fourth phone number. The exact phone number label is decided by the PCC practice that provided the export
Primary Provider The patient’s primary care provider (PCP)
Patient Race The patient’s self-identified race
Patient Ethnicity The patient’s self-identified ethnicity
Patient Primary Language The patient’s primary language
Patient Reln to Bill Payer The patient’s relationship to their bill payer for insurance reporting purposes
Guarantor ID The patient’s guarantor’s PCC identification number
Guarantor First The patient’s guarantor’s first name
Guarantor Last The patient’s guarantor’s last name
Guarantor Address 1 The first line of the patient’s guarantor’s home address, considered the first line of the patient’s personal billing address
Guarantor Address 2 The second line of the patient’s guarantor’s home address, considered the second line of the patient’s personal billing address
Guarantor City The patient’s guarantor’s home city, considered the patient’s personal billing city
Guarantor State The patient’s guarantor’s home state, considered the patient’s personal billing state
Guarantor Zip The patient’s guarantor’s home ZIP code, considered the patient’s personal billing ZIP code
Guarantor “Phone 1” The patient’s guarantor’s first phone number. The exact phone number label is decided by the PCC practice that provided the export
Guarantor “Phone 2” The patient’s guarantor’s second phone number. The exact phone number label is decided by the PCC practice that provided the export
Guarantor “Phone 3” The patient’s guarantor’s third phone number. The exact phone number label is decided by the PCC practice that provided the export
Guarantor “Phone 4” The patient’s guarantor’s fourth phone number. The exact phone number label is decided by the PCC practice that provided the export
Patient Deceased Date The patient’s date of decease
Sexual Orientation The patient’s sexual orientation, if selected for inclusion in the export
Sexual Orientation Note Notes about the patient’s sexual orientation, if selected for inclusion in the export
Gender Identity The patient’s gender identity, if selected for inclusion in the export
Gender Identity Note Notes about the patient’s gender identity, if selected for inclusion in the export
Preferred Pronouns The patient’s preferred personal pronouns, if selected for inclusion in the export
Preferred Name The patient’s preferred name, if selected for inclusion in the export

diagnoses.csv

This file contains a table of the patient’s charted diagnoses.

Field Description
Patient ID The patient’s PCC identification number
Encounter ID The identification number of the encounter during which the diagnosis was documented
ICD9 Code The International Classification of Diseases, Ninth Revision (ICD-9) code for the diagnosis
ICD9 Description The International Classification of Diseases, Ninth Revision (ICD-9) description for the diagnosis
SNOMED Concept ID The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) code for the diagnosis
SNOMED Term The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) description for the diagnosis
Diagnosis Note The note associated with the diagnosis

documents.csv

This file contains a table of the patient’s documents.

Field Description
Document ID The document’s PCC identification number
First Page The first page number of the document
Last Page The last page number of the document
Encounter ID The identification number of the encounter with which the document is associated
Document Date The date the document was attached to the patient’s chart
Patient ID The patient’s PCC identification number
Category The category to which the document was assigned
Note The note associated with the document
File Where the document is stored on the exporter’s PCC system

encounters.csv

This file contains a table of the patient’s charted visits, phone notes, and portal messages.

Field Description
Encounter ID The encounter’s PCC identification number
Patient ID The patient’s PCC identification number
Date The date of the encounter
Encounter Type The encounter type
Provider The provider of the encounter
Note The free-text note associated with the encounter
File Where the encounter document is stored on the exporter’s PCC system

familyhistory.csv

This file contains a table of diagnoses in the patient’s family history.

Field Description
Patient ID The patient’s PCC identification number
Relation How the family member with the diagnosis is related to the patient
SNOMED Concept ID The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) code for the diagnosis
SNOMED Term The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) description for the diagnosis
Note The note associated with the diagnosis

immunizations.csv

This file contains a table of the patient’s immunizations.

Field Description
Patient ID The patient’s PCC identification number
Description The name of the immunization
CVX The Vaccine Administered (CVX) code for the vaccine
Site The site where the vaccine was administered
Manufacturer The company that manufactured the vaccine
Lot The vaccine lot number
VIS The identification number of the Vaccine Information Sheet (VIS) provided to the patient when the vaccine was administered
VIS Date The Vaccine Information Statement (VIS) publication date
Encounter ID The identification number of the encounter during which the vaccine was administered
Date The date the vaccine was administered
Status The status of the vaccine administration
Notes Free text notes associated with the vaccine

medallergies.csv

This file contains a table of the patient’s medication allergies.

Field Description
Patient ID The patient’s PCC identification number
Allergen The text description of the allergen
Allergen Code The First Data Bank (FDB) code for the allergen
Allergen Code System The code system employed for allergy documentation
Sensitivity Type The patient’s sensitivity type to the allergen
Sensitivity Type Code The First Data Bank (FDB) code for the sensitivity type
Severity The severity of the patient’s allergy
Severity Code The First Data Bank (FDB) code for the severity of the patient’s allergy
Reaction The patient’s reaction to the allergen
Onset Date The onset date for the allergy
Resolved Date The date the allergy resolved
Active The active status of the allergen

medications.csv

This file contains a table of the patient’s past and present medications.

Field Description
Patient ID The patient’s PCC identification number
ndc_id The National Drug Code (NDC) for the medication
rxnorm_codes The RxNorm code for the medication
drug_description A description of the medication
pat_language_drug_description A patient-friendly description of the medication
drug_name The name of the medication
directions Directions for taking the medication
pat_language_directions Patient-friendly directions for taking the medication
route_code The route for taking the medication
dose The quantity of medication per dose
dose_units The dose unit of measure
drug_strengths The medication strength
pat_language_drug_strengths A patient-friendly description of the medication strength
frequency_code The frequency with which the patient was instructed to take the medication
instructions Free-text instructions describing how to take the medication
comments Non-patient-facing comments about the medication
duration The duration of the medication
duration_units The time units for the duration of the medication
start_date The date the patient was instructed to start taking the medication
stop_date The date the patient was instructed to stop taking the medication
discontinued_ts The date the medication was discontinued in the patient’s medication history
prescriber_name The name of the person who prescribed the medication
active The active status of the medication

notes.csv

This file contains a table of the patient’s custom notes and family, social, and medical histories.

Field Description
Patient ID The patient’s PCC identification number
Note Type The type of the note
Note The contents of the note
Last Modified The date the note was last modified

ordernotes.csv

This file contains a table of free text notes associated with the patient’s orders.

Field Description
Patient ID The patient’s PCC identification number
Encounter ID The identification number of the encounter during which the order was placed
Order ID The order’s PCC identification number
Order Code The order’s PCC order code
Order Name The name of the order
Order Date The date the order was placed
Note Date The date that the note was saved
Discrete Result A flag indicating whether the result values are discrete or non-discrete (1 is discrete, 0 is non-discrete)
Note The free-text note associated with the order

prescriptions.csv

This file contains a table of the patient’s past and present prescriptions.

Field Description
Patient ID The patient’s PCC identification number
Encounter ID The identification number of the encounter during which the prescription was created
ndc_id The National Drug Code (NDC) for the prescribed medication
rxnorm_codes The RxNorm code for the prescribed medication
drug_description A description of the prescribed medication
pat_language_drug_description A patient-friendly description of the prescribed medication
drug_name The name of the prescribed medication
directions Directions for taking the prescribed medication
pat_language_directions Patient-friendly directions for taking the prescribed medication
drug_strengths The strength of the prescribed medication
pat_language_drug_strengths A patient-friendly description of the prescribed medication strength
comments Non-patient-facing comments about the prescribed medication
start_date The date the patient was instructed to start taking the prescribed medication
stop_date The date the patient was instructed to stop taking the prescribed medication
discontinued-ts The date the prescribed medication was discontinued in the patient’s medication history
prescriber_name The name of the person who prescribed the medication
quantity The total quantity that was prescribed

problems.csv

This file contains a table of the patient’s problem list diagnoses, including non-medication allergies.

ICD9 DescriptionThe Internal Classification of Diseases (ICD-10) description for the problem list diagnosis

Field Description
Patient ID The patient’s PCC identification number
ICD9 Code The Internal Classification of Diseases (ICD-10) code for the problem list diagnosis
SNOMED Concept ID The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) code for the problem list diagnosis
SNOMED Term The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) description for the problem list diagnosis
Resolved Date The date the problem resolved
Onset Date The onset date of the problem
Status The active status of the problem
Inactive Date The date the problem list diagnosis was marked inactive
Problem Note The free-text note associated with the problem list diagnosis
Allergy A binary flag indicating whether the problem is an allergy (0 for no, 1 for yes)

results.csv

This file contains a table of results from the patient’s lab, screening, and other tests.

Field Description
Patient ID The patient’s PCC identification number
Encounter ID The identification number of the encounter during which the test associated with the result was ordered
Order ID The identification number of the PCC order associated with the result
Result Set ID The identification number of the set to which the result belongs
Seq# Where the result appears in sequence within the result set
LOINC Code The Logical Observation Identifiers Names and Codes (LOINC) code for the test associated with the result
Value The discrete result value
Result Text A description of the test associated with the result
Units If applicable, the unit of measure for the discrete result value
Interpretation Code The interpretation code for the result as defined by the HL7 v2.5.1 Abnormal Flags table
Normal Range The range in which the result must fall to be considered normal
Abnormal A binary flag indicating whether the result is abnormal (0 for no, 1 for yes)
Result Date The date and time the result was reported
Note The free-text note associated with the result
Order Name The name of the PCC order associated with the result
Order Type The type of the PCC order associated with the result

smokingstatus.csv

This file contains a table of the patient’s smoking status history.

Field Description
Patient ID The patient’s PCC identification number
Encounter ID The identification number of the encounter during which the smoking status was documented
SNOMED Code The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) code for the smoking status
SNOMED Term The Systematized Nomenclature of Medicine Clinical Terms (SNOMED CT) description for the smoking status

vitals.csv

This file contains a table of the patient’s vital measurements.

Field Description
Encounter ID The identification number of the encounter during which the vital measurement was taken
Patient ID The patient’s PCC identification number
Vital Type The vital type
Major Value The major value of the vitals measurement
Major Unit The unit of measure for the major value
Minor Value The minor value of the vitals measurement
Minor Unit The unit of measure for the minor value
Temperature Method How the patient’s temperature was measured
Blood Pressure Location Where the patient’s blood pressure was measured
Blood Pressure Position The position the patient was in when their blood pressure was measured
Date The date of the vitals measurement
Percentile How the patient’s vitals measurement compares to others in a range
Percentile Source The source of the range used for calculating the percentile

chart.html, chart.pdf

A human-readable version of the patient’s C-CDA v2.1 Continuity of Care Document (CCD).

Section Description
Patient, Document, and Sender Details Patient, document, and sender identifying information. Includes patient name, date of birth, sex, race, ethnicity, contact information, and IDs; document ID and creation date; primary care provider name, authoring system, and workplace address; maintaining organization name and workplace address.
Table of Contents A hyperlinked list of sections included in the Continuity of Care Document (CCD).
Allergies, Adverse Reactions, Alerts A list of the patient’s allergies. Includes allergen code, name, reaction note, onset date, and active status.
History of Medication Use A list of the patient’s past and present medications. Includes medication code, brand name, strength, route, form, start date, and stop date.
Problem List A list of the patient’s problem list diagnoses. Includes diagnosis name, SNOMED-CT/ICD-9 code, onset date, and active status.
History of Procedures A list of the patient’s past and present procedures. Includes order name, SNOMED code, SNOMED description, procedure date, and completion status.
Relevant Diagnostic Tests and/or Laboratory Data A list of the patient’s lab, screening, and other diagnostic tests. Includes result types, SNOMED codes, descriptions, dates, statuses, and results.
Vital Signs A list of the patient’s vital sign measurements. Includes vital type, value, unit, and date taken.
Social History A list of the patient’s social history notes. Includes date recorded, SNOMED code, and status.
Care Plan The patient’s care plan(s).
Immunizations A list of the patient’s immunizations. Includes vaccine, date administered, site, and status.
Encounters A list of the patient’s charted encounters. Includes encounter type, performer, location, date, and diagnoses.
Reason for Referral A list of referral reasons. Includes result type, SNOMED code, description, date, status, and result.
Functional Status Assessment Notes about the patient’s cognitive or functional status.
Payers The patient’s insurance policies. Includes policy order indicator, policy name, certificate number, group number, and phone number.

Additional Information

There are a few more things you should know about patient chart exports in PCC EHR.

Who to Contact

If you received a patient chart export and have questions about its contents, contact the practice who provided the export.

If you are a PCC practice with questions about the export, contact PCC Support.

Multi-Patient Chart Exports

If you need access to information beyond what is provided with the patient chart export tool and PCC reports, such as detailed audit logs or a multi-patient chart export, contact PCC Support.

Depending upon the complexity of the request and the degree of developer involvement required, special data exports may carry an additional fee.

  • Last modified: June 13, 2024