Export a client's history as a PDF and files you can import elsewhere

Sometimes one client's history has to leave Zelun: a clinic files a patient's notes and signed forms in the system where it keeps its official record, a tutor sends a term of session notes to a school, a salon gives a client their colour formulas when they move away.

Export history builds one file for one client. It is a zip with four things in it:

• A PDF to read or to file, in your language, titled with your business's own words ("Patient history", "Student history" or "Client history").
• A structured data file, for importing the history into another system.
• A CSV of the visits and a CSV of the form answers, for a spreadsheet.

It holds the client's name, phone and email, their visits, the visit notes you may read, the answers to their intake forms, the consents they signed with who signed, when and which version, the list of their visit photos, and their treatment plans. You choose which of those go in, and a period if you want one.

It is a summary of what was recorded in Zelun. It is not an official clinical record and does not say it is one. If you need an official record, keep it where the rules for it are met and use this file to move information there.

The export is part of your plan in every state, including after a lapse: there is nothing extra to buy and no allowance to use up.

1. A client in Clients. Pick them in the list.
2. Decide the period. By default the whole history goes in.
3. Decide what to include. Contact details always go in. Everything else is your choice.
4. Know who is asking. The owner can export any client. A team member who is not the owner can export only a client they have seen. Each person can ask for up to 20 exports in 24 hours.

Ask for the history

1. Open Clients, pick the client, and press Export history.
2. Under Period keep Whole history, or choose Only one period and fill From and To.
3. Under What to include, Contact details is always ticked. Tick or untick the visits, the notes, Forms, Signed consents, Photos (list only) and Treatment plans.
4. Read Not included, then press Prepare export.
5. The sheet says We are preparing the export. You can close it and keep working.

Download it

1. When it is ready, Notifications shows Your export is ready. Press it to open the client's record with the sheet.
2. Press Download .zip. Each press asks for a fresh secure link.
3. The link works for 7 days. The sheet shows the last day, and every download is recorded.
4. If the link has run out, the sheet says This link has expired. Press Request another export.
5. If the export could not be built, the sheet says We could not prepare the export and nothing was saved. Press Try again.

What is in the zip

1. client-history.pdf to read or to file.
2. A structured data file, whose first lines state its version (version 1), to import into another system.
3. visits.csv, one row per visit, with the note on that visit when you chose notes.
4. forms.csv, one row per answer of each form.
5. A section you left out is missing from every file, not just hidden.

What is not included

1. Payments, cards and invoices.
2. WhatsApp and SMS messages, and the marketing permission.
3. The pictures of the photos: only a list with date, tag and visit.
4. The full policy number of a treatment plan: only its last 4 characters.
5. Anything about another client.

When some notes are restricted

1. If your business keeps notes visible only to the treating practitioner, an export follows the same rule as the client's history screen.
2. A note you may not read appears as a dated entry marked as restricted, with no text, in the PDF, the data file and the CSV.
3. The owner reads every note.

• Nothing. Clients are not told when you export their history, and they never see the file.
• Anything you pass on from the zip leaves Zelun with you. Share it only with people the client expects to have it.
• The notice that tells you the export is ready says "Your export is ready" in email and push, without the client's name.

• Expecting payments or messages. They are not part of this export. Use the export of one client's data for those, described in the article on exporting or anonymizing a client.
• Expecting a note you may not read. You get the date and the word restricted, not the text.
• Treating the PDF as an official record. It summarizes what was recorded in Zelun. Keep official records where the rules for them are met.
• Looking for the pictures. Only the list of photos is included.
• Asking for several clients at once. An export is for one client. Ask again for each.
• Waiting past 7 days. The link stops working. Request a new export.
• Leaving out a section and expecting it later. An unticked section is not in the files. Ask again with it ticked.
• Forgetting the limit. Up to 20 exports in 24 hours for each person; the sheet says when you can ask again.

The one-client data export and anonymizing, private notes, visit notes and photos, intake and consent forms, treatment plans and the clients screen have their own articles.