Printable hospital template
Hospital software data export assessment worksheet
Ask a supplier to demonstrate a sample data export before signing, then check its scope, readability, relationships, limitations and exit arrangements.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-data-export-assessment
For hospital owners and the person reviewing software data and exit requirements.
Ask to open a sample export before accepting the promise that your records can be taken elsewhere. A printed patient summary and a set of linked data files can serve different purposes. Check which records and relationships the supplied copy actually contains.
This is a buying worksheet for Nigerian hospitals, not a claim that any particular product provides every export type. Test with fictional records in a permitted demonstration environment. Agree a separate authorised process before any real patient information is considered for transfer.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Check | Sample evidence | Outcome | Next question |
|---|---|---|---|
| Blank entry | |||
| Blank entry | |||
| Blank entry | |||
| Blank entry |
Keep completed copies with the staff authorised to use them.
How to use it
Define the records and relationships you need
List the actual record types relevant to your hospital, such as patient details, attendances, signed notes, bills, receipts and external reports. Ask how identifiers link them together. Include a fictional example with more than one attendance and a part payment so the demonstration must preserve relationships rather than merely show a flat list of names.
Inspect the sample and its omissions
Ask the supplier to produce the sample using the route included in the proposed package. Check that you can open it with the stated software and understand the field meanings, dates, currency and attachments. Record omitted records, unavailable history and limits on date range or volume. A file that downloads successfully can still be incomplete or difficult to use.
Separate export, transfer and recovery
Ask who can request an export, how long preparation takes, what it costs and what access remains after termination. Confirm whether the receiving system can import the sample; one supplier's export does not establish another's import support. Also ask about recovery separately, because an exported copy is not proof that the original application can restore from it.
AHRQ's US toolkit encourages examining how health IT fits working processes. The export demonstration and exit questions here are our proposed purchasing checks, not an interoperability certification or Nigerian legal interpretation.
What each field means
- Record scope
- Name the records and period requested, including related attachments. Record excluded modules explicitly instead of assuming everything visible in the application is included.
- Format and field meaning
- Record the file type, version if relevant and the supplied field guide. A familiar file extension does not explain identifiers, codes or missing values.
- Observed evidence
- Name the fictional sample and the checks actually completed. Distinguish a salesperson's explanation from a file you opened and examined yourself.
- Exit and recovery terms
- Record the current written terms for access, preparation, cost and assistance. Keep restoration and receiving-system import as separate questions until each is demonstrated or confirmed.
Completed fictional example
This is an invented sample review. The arithmetic is 9,000 minus 4,000 equals 5,000. No row describes a demonstrated RizCare export or another vendor's actual capabilities.
| Check | Sample evidence | Outcome | Next question |
|---|---|---|---|
| Patient to attendances | P-301 links to V-11 and V-12 | Relationships visible in supplied fields | Obtain field guide |
| Bill and part payment | INV-41: 9,000; receipt R-12: 4,000 | Remaining 5,000 can be reconciled | Confirm treatment of corrections |
| External attachment | Reference present; file absent | Scope incomplete for this requirement | Ask whether attachments need separate export |
| Restore into original application | No restore demonstration | Not established | Ask separately before relying on export for recovery |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Workflow Assessment for Health IT Toolkit (Agency for Healthcare Research and Quality). Read 9 September 2026.