Issue
Administrators need to export a comprehensive report of historical patient data (including demographics, admissions, and clinical information) from the Kipu EMR. The primary goal is to prepare this dataset for import and mapping into a CRM system, such as Dazos.
Environment
Source System: Kipu EMR
User Permissions: Super Admin (or equivalent reporting access)
Destination System: CRM (e.g., Dazos)
Cause
This manual export procedure is required when migrating patient records from Kipu to a new system. To ensure data integrity in the CRM, a report containing key unique identifiers (like MRN, Name, and DOB) must be generated so that records can be accurately mapped to their corresponding modules (e.g., Accounts, Intake Opportunities, Insurance Policies).
Resolution
Follow these steps to generate, export, and prepare the historical data report.
Important: You must have Super Admin credentials to access and build the necessary reports in Kipu.
Step 1: Access and Create a New Clinical Report
Log into your Kipu EMR instance as a Super Admin.
Navigate to the Reports section (usually found in the top navigation bar).
Click the New Report button
.Select Clinical as the report type. This type provides access to the key patient demographic and treatment fields needed for the CRM.
Step 2: Configure Report Parameters
On the report configuration page, you must define the scope of your data pull.
Name the Report: Use a clear, identifiable name (e.g., "CRM Historical Data Export - [Date]").
Set Date Range: Set the Date Range to cover the entire historical period you need to migrate (e.g., "All Time" or a custom range like "Last 5 Years").
Set Criteria: Apply any necessary patient status filters (e.g., ensure all discharged and admitted clients are included).
Step 3: Select Data Fields for Export
This is the most critical step. On the final configuration page, you must manually select the specific columns (fields) needed for a complete and accurate import into the CRM.
Ensure you select all essential identifiers:
Patient Demographics:
MRN (Medical Record Number)
First Name
Last Name
DOB (Date of Birth)
Admission/Discharge:
Admission Date
Discharge Date
Treatment Information:
Treatment Program
Locations
Levels of Care (LOC)
Financial Data:
Insurances
Payment Method
Intake/Referral Data:
Intake Opps (if applicable)
Note: Review your selected fields to confirm all necessary patient identifiers are included before generating the report.
Step 4: Generate, Export, and Prepare
Generate the report once all parameters and fields are set.
Export the final report data. CSV or Excel formats are standard.
Before importing into the CRM, review the downloaded file. You may need to clean the data or align column names with the target fields in the CRM.
Step 5: Verification
You have successfully completed the export when you have a single CSV or Excel file containing all patient records from your defined historical period. The file should include the key linking data (MRN, Admission Date, Insurance details, etc.) required for accurate mapping in the CRM.
Troubleshooting
Error / Issue | Cause & Solution |
Missing Records | The Date Range is likely incorrect. Double-check that it is set to "All Time" or covers the entire history needed, not just the current year. |
Report Fails to Generate | The report may be too large and timing out. Try narrowing the date range (e.g., five years at a time) or removing a few non-essential fields to reduce the data volume. |
Unable to See Certain Fields | You may have selected the wrong report type in Step 1. You must select the "Clinical" report template to see all patient-level demographic and treatment fields. |