Data Export Guide for Departing Clinics
When your clinic transitions away from Osmind, we provide a comprehensive export of your practice data to ensure continuity of care and compliance with record-keeping requirements. This guide explains what's included in your improved export format and how to access additional materials.
Cancellation Process
30-Day Notice Requirement
Please note that Osmind requires 30 days advance notice to cancel your subscription. This notice period ensures adequate time for data preparation and smooth transition planning.
How to Cancel Your Account:
Log into your Osmind EHR
Click the Help bubble (chat icon)
Select "I want to modify, update or cancel my Osmind subscription"
Follow the prompts to submit your cancellation request
Our team will contact you to confirm details and schedule your data export
What's Included in Your Data Export
Your data export contains 6 streamlined files in CSV format, designed for easy use and analysis.
Patient Information
Patient Demographics - Complete patient profiles including contact information, demographics, insurance details, and emergency contacts
Only includes patients with actual clinical data (test accounts automatically excluded)
Clean, organized format with 35 data fields per patient
Diagnoses - All patient diagnoses with ICD codes, diagnosis dates, and clinical notes
Includes patient names for easy identification
Complete diagnosis history with onset dates and current status
Clinical notes and diagnosis-specific documentation
Clinical Documentation
Clinical Notes - Comprehensive treatment documentation including:
Patient names included in each record for immediate identification
Treatment notes (IV Ketamine, IM Ketamine, Spravato)
Session documentation and clinical assessments
Side effects tracking and patient responses
Psychotherapy and KAP (Ketamine-Assisted Psychotherapy) documentation
Medical evaluations and therapy notes
203 detailed fields capturing complete treatment information
Event Details - Appointment and session information including:
Scheduled appointments with dates, times, and duration
Treatment session details and provider information
Room assignments and appointment types
Assessment Data
Questionnaire Submissions - Patient assessment responses with enhanced detail:
Patient names, questionnaire names, and descriptions included
Scores and completion dates for all assessments
Easy-to-understand format showing which patient completed which assessment
Questionnaire Submission Answers - Detailed individual responses to assessment questions:
Complete context with patient names, questionnaire details, and question text
Individual question responses, scores, and text answers
Comprehensive view of patient assessment history
Important Limitations
What's NOT Included in the CSV Export:
Uploaded documents (intake forms, insurance cards, ID copies, etc.)
Attached files (PDFs, images, scanned documents)
PDFs of clinical notes
Signature files
Patient-uploaded content
Accessing Additional Documents and Files
6-Month Free Access Period
Must be requested when completing the exit survey
After your export, you may retain view + download access to your complete Osmind account for 6 months at no additional cost. During this time, you can:
View all patient charts in their original format
Download individual documents and files
Access generated PDF reports
Retrieve uploaded patient documents
Export additional data as needed
How to Download Individual Files:
Log into your Osmind account during the 6-month access period
Navigate to the specific patient chart
Locate the document or file you need
Use the download function to save to your local system
Organize files according to your practice's record-keeping system
After 6 Months
Following the free access period, continued access to download documents will be available for a small fee. Contact support for pricing and to arrange extended access.
Best Practices for Data Transition
During Notice Period (30 Days Before Cancellation):
Submit cancellation request through the help chat in the bottom right hand corner of Osmind
Begin planning your data transition strategy
Identify your new practice management system
Immediate Actions (Upon Receiving Export):
Download and review your CSV export files - They now include patient names for easy identification
Import data into your new practice management system - Our improved format makes this easier
Verify data completeness - Check that all active patients are included
Create a prioritized list of critical documents to download
Download frequently referenced patient documents
During Free Access Period (Months 1-6):
Systematically download remaining patient documents
Export any additional reports needed for continuity of care
Organize files according to your new system's requirements
Ensure compliance with state record retention requirements
Data Organization Tips:
Leverage the patient names included in each file for easy organization
Maintain consistent naming conventions for downloaded files
Keep a log of what documents have been downloaded
Verify all critical patient information has been preserved
Technical Support
File Format Information:
All CSV files are UTF-8 encoded and compatible with Excel, Google Sheets, and database systems
Patient names are included in each relevant file - no complex joining required
Date fields follow MM/DD/YYYY format for easy readability
Assessment data includes questionnaire names and descriptions
Data Import Assistance:
Most practice management systems can import CSV data easily
Consider working with your new vendor's support team for data migration assistance
Maintain backups of original export files
Frequently Asked Questions
Can Osmind mass download my notes and documents for me?
Unfortunately, we cannot mass download individual notes and documents for you. However, this is why we provide you with free view and download access to your complete Osmind account for 6 months at no additional cost. During this period, you can systematically download the documents you need at your own pace, ensuring you don't miss anything important for your practice.
How long does Osmind retain data?
Osmind retains healthcare data in accordance with HIPAA requirements and applicable state laws. HIPAA mandates that covered entities retain HIPAA-related documentation (such as policies and procedures) for a minimum of 6 years. We maintain your data to ensure compliance with the most stringent applicable requirements and to support any future data retrieval needs you may have.
What if I need help understanding my export data?
Our support team can help you understand the export format and identify the most important data for your practice transition. The improved format with patient names and assessment context makes the data much more accessible than previous exports.
Questions about your data export or need assistance accessing additional documents? Contact our support team - we're here to help ensure a smooth transition for your practice.