Patient Medical Record File Exporting

Section 1: Mass Export Steps

  1. In AMS Ultra Charts Version 28, go to Export in the file menu at the top, select Export CCDA Documents
  2. The files will be exported into a folder specific to each patient with an images folder inside the patient’s folder
    1. (for example, on a server, this would most likely be: C:\windir\CCDA\000001\images)
  3. The CCDA files will be a .xml file that follows the C-CDA 2.1 architecture.
  4. The image files will be exported in the same file format they were saved in, except all single-file images are saved as .png files.

Section 2: Export Location

As previously mentioned above, the data will be exported in to a folder called “CCDA” within their primary AMS data folder. The export routine will create subfolders under the CCDA folder with each patient’s patient ID number (not names to reduce security risk). This patient subfolder will contain a CCDA file for each patient encounter (using the filename format of: PatientID_EncounterNumber.xml), as well as an “images” subfolder containing all scanned images/attachments (using the filename format of: XSPatientID.ScanID.extension) from their patient chart.

Patient: John Smith, patient #000364
Number of encounters: 3
Number of scans/attachments: 3 (2 PDF, 1 PNG)

C:\windir\CCDA\000364 will contain:

C:\windir\CCDA\000364\images will contain:

Section 3: The files contained in encounter files

Below is a listing of data elements, along with which version each element was implemented with (V1 = Version 1, V2 = Version 2, V3 = Version 3). Also, please note that elements may or may not appear or contain data if the corresponding data is unavailable in the AMS software, per CCDA 2.1 standards (please see link in section 4 for more details.)

The primary file that American Medical Software exports for each encounter is called a C-CDA file and contains the following data elements:

  • Allergies and Intolerances Section (V3)
  • Medications Section (V2)
  • Problem Section (V3)
  • Procedures Section (V2)
  • Results Section (V3)
  • Encounters Section (V3)
  • Functional Status Section (V2)
  • Immunizations Section (V3)
  • Medical Equipment Section (V2)
  • Payers Section (V3)
  • Plan of Treatment Section (V2)
  • Social History Section (V3)
  • Vital Signs Section (V3)
  • Assessment Section (V1)
  • Reason for Referral Section (V2)
  • Goals Section (V1)
  • Health Concerns Section (V1)

Section 4: File type details and how to read it

The C-CDA file is version: C-CDA R2.1 September 2022 Errata #7