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Closing my Osmind account

Updated over a week ago

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:

  1. Log into your Osmind EHR

  2. Click the Help bubble (chat icon)

  3. Select "I want to modify, update or cancel my Osmind subscription"

  4. Follow the prompts to submit your cancellation request

  5. 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:

  1. Log into your Osmind account during the 6-month access period

  2. Navigate to the specific patient chart

  3. Locate the document or file you need

  4. Use the download function to save to your local system

  5. 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.

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