Export your clinic's data

You can download a copy of your clinic’s records at any time: for your own records, for an audit, or before you leave Clinicify.

Before you start

• Only owners can request and download a clinic export.
• The export contains decrypted patient data. Store it somewhere secure.

Steps

1. Open the account menu at the bottom of the sidebar and select Clinic settings.
2. Under Data & privacy, select Data & retention.
3. In Export clinic data, select Request export.
4. Wait while it shows Preparing your export…. Large clinics can take a few minutes. You can leave the page; Clinicify emails you when it’s ready.
5. When it says Export ready, select Download.

What’s in the export

A single ZIP file containing:

• clinic-export.json: a full, machine-readable copy of all the records below.
• csv/: one spreadsheet per type of record, which you can open in Excel or similar.
• files/: uploaded lab report documents.
• files/signatures/: the signatures patients drew on consent forms.
• README.txt: a summary of what’s included and a reminder about retention.

The records cover your clinic details and team list, patients, clinical notes, appointments, appointment types and availability, lab reports and results, patient questions and answers, treatment records and consents, treatment products, payments, your forms, completed form submissions with their answers, the exact version of each form that was signed, compliance checks and their records, staff compliance records and forms, patient feedback and governance reports.

What happens next

• The download link expires 7 days after the export is ready. After that you’ll see Your previous export link has expired. Select Request export for a fresh one.
• To get an up-to-date copy while a ready export is still available, select Rebuild.
• The link in the email only works when you’re signed in to Clinicify as an owner.

If you’re leaving Clinicify

If your subscription or trial has ended and you’ve lost access, you can still export. Go to Billing, where a Leaving us? section offers the same export. Your clinic’s data is kept for 90 days after your subscription ends, then permanently deleted. After that, keeping clinical records for the rest of their retention period is your clinic’s responsibility as data controller, so download your export before then. See How long records are kept.

Good to know

• If an export fails, you’ll see The last export failed. Select Request export to try again.
• Every download is recorded in the audit trail.
• To export one patient’s data, for example for a subject access request, use Export patient data (GDPR) on their record instead. See Handling patient data and erasure requests.