When a practice closes its account, we provide a complete export of all its information. It comes as one clean, organized package, so your records are easy to read, archive or bring into another system.
We're proud of how we handle this: you get everything, it's always free, and we never hold it up. Some systems link records with confusing numbering schemes that make data hard to move anywhere else. Ours is simple. Every record sits in its patient's own folder and carries a clear patient ID. Your export arrives like a present wrapped in a bow. 🎁
How Your Export Is Organized
Everything is delivered in a standard single compressed zip file. Inside, you'll find:
One folder per patient: Each patient has their own folder holding all of that patient's records as PDFs.
Practice-wide spreadsheets: CSV files that cover your whole practice, sitting alongside the patient folders.
Acupuncture and chiropractic charts are included in the same export.
What's in Each Patient Folder
Each patient's folder includes their records as PDFs:
SOAP notes: Every note, including amendments and their history.
Patient health forms: Intake and health history forms.
Signed consents and policies: Including the patient's signatures.
Uploaded files: Photos, PDFs and other documents uploaded to the chart.
Invoices and payments: Every invoice with its payments.
Superbills: All superbills created for the patient.
HCFA (CMS-1500) claim forms: For practices that bill insurance.
Financial statement: A statement of all financial information for the patient.
Messages: The patient's message history with your practice.
Practice-Wide Spreadsheets
Alongside the patient folders, your export includes these CSV files.
Schedule (Appointments)
Every past and future appointment in your practice, including:
Date and time of each appointment.
Patient, with their patient ID.
Practitioner, service and office.
Appointment status: Scheduled, attended, cancelled, late cancellation or no-show.
Inventory
All your products and herbs, including:
Product name, type and category.
Quantity on hand (QOH): How many units you have in stock.
Unit size: For example, a 2 oz bottle or a bottle of 100 pills.
Cost and price for each product.
Other Spreadsheets
Patient demographics: Every patient's contact and demographic information, with their patient ID.
Patient insurance information: Insurance details on file for your patients.
Audit logs: A record of everything that happened in your practice.
How Records Link to Each Patient
Each patient has an ID that appears in the patient demographics file, the schedule and on all of that patient's PDFs, including invoices. Together with the one-folder-per-patient layout, every record matches back to its patient easily.
What's Not Included
AI Scribe recordings and other audio files are not part of the export. Everything AI Scribe captured is already transcribed into your SOAP notes once you have reviewed all of the transcriptions are which are included.
When You Receive It
Our closing process always begins with a full export of your practice's information. After a cancellation request, your access stays in place through your last paid period, and the export is provided around that date.
Once you download it, that copy becomes your practice's own record to keep. After the account is closed, the practice no longer has access to AcuBliss.
💡 Important: Your export contains protected health information. Store it somewhere secure, encrypted and access-controlled. A personal computer or loose hard drive can be lost or stolen far more easily than a professionally secured platform.
Need Records While You're Still Active?
For day-to-day needs, you can export individual records yourself at any time:
Patient chart PDF: Use the PDF Queue (the printer icon in the patient chart) to export a patient's record.
Demographics spreadsheet: Use Patient List > Actions > Export.
To learn how your data is stored and backed up while you're with us, read Your Data Is Already Backed Up — Here's Why 🔒.
Questions? Reach out — we're happy to help! ✨