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 export 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 10 files in CSV format with the following information:
Patient Information
Patient Demographics - Complete patient profiles including contact information, demographics, insurance details, and emergency contacts
Patient Social History - Educational background, relationship status, and social history notes
Diagnoses - All patient diagnoses with ICD codes, diagnosis dates, onset information, and clinical notes
Clinical Documentation
Clinical Notes - Treatment notes, session documentation, and clinical assessments including:
Evaluation notes
Treatment notes (IV Ketamine, IM Ketamine, Spravato)
Psychotherapy notes
Medical SOAP notes
Clinical memos
KAP (Ketamine-Assisted Psychotherapy) documentation
Therapy SOAP notes
Event Details - Appointment scheduling information, session details, and treatment events
Assessment Data
Questionnaires - Templates for all assessment tools used in your practice (60+ questionnaire types including PHQ-9, GAD-7, AIMS, SDS, and specialty assessments)
Questionnaire Submissions - Patient responses and scores for all completed assessments
Questionnaire Answers - Detailed individual responses to assessment questions
Questionnaire Steps - Structure and content of assessment questions
Provider Information
Provider Data - Practitioner profiles, credentials, licensing information, and practice details
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 bubble in your EHR
Begin planning your data transition strategy
Identify your new practice management system
Immediate Actions (Upon Receiving Export):
Download and review your CSV export files
Import data into your new practice management system
Create a prioritized list of critical documents to download
Download frequently referenced patient documents
Verify data integrity and completeness
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:
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 IDs in the export correspond across all files for easy data linking
Date fields follow ISO 8601 format (YYYY-MM-DD)
Data Import Assistance:
Most practice management systems can import CSV data
Consider working with your new vendor's support team for data migration assistance
Maintain backups of original export files
Need Help?
Contact Osmind Support for assistance during your transition
Technical questions about file formats or data structure
Help prioritizing which additional documents to download
Guidance on organizing your exported data
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.
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.