--- title: How to Export a Patient's or a Group of Patients' Medical Records to PDF or Print in Profile slug: portal-sub/how-to-export-a-patients-or-a-group-of-patients-medical-records-to-pdf-or-print-in-profile docTags: createdAt: 2026-03-04T12:03:18.731Z --- # Overview The PDF Export feature allows you to view a patient's entire medical record (lab requisitions, CDO forms, prescriptions, encounters etc.) in a clear, well-structured PDF format.  Key use cases include: - Patient Requests & Legal Compliance: Patients may request a printed copy of their medical records in accordance with health privacy regulations.  - Provider Transitions & Transition of Care: When a patient is changing providers, a printed medical chart helps facilitate a smooth transition and ensures their new provider has a complete health history.  This article is intended for clinical and non-clinical users. It describes the following: - [How to Export an Individual Patient's Medical Records to PDF or Print](docId:9dmfZvBQtOLq9qIJV4gpv) - [How to Export Patient Medical Records via a Provider or Group](docId:9dmfZvBQtOLq9qIJV4gpv) - [Standard Report Format for PDF Exports of Medical Records](docId:9dmfZvBQtOLq9qIJV4gpv) - [Frequently Asked Questions](docId:9dmfZvBQtOLq9qIJV4gpv) # How to Export an Individual Patient's Medical Records to PDF or Print ::::::WorkflowBlock :::WorkflowBlockItem Go to **Medical Record** ::: :::WorkflowBlockItem Enter the name of the patient and click **Search** ::: :::WorkflowBlockItem Select the patient and click **OK**. ::: :::WorkflowBlockItem There are three methods/areas to do this from:  1. Select **Overview **In the **Medical Records **view and click the **Export Medical Record** icon in the toolbar ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/e96gkJU-oT6DasOpFZZ3W_c3kuw6sfw0lk2dwhl2c7uzsulnfmc-eq1g.png" size="78" isUploading="false" initialPath="assets/C3KuW6sFW0LK2dwhl2C7uzsuLNfmC-eQ1g.png" githubPath="en/Patient Records and Management/Patient Management/assets/C3KuW6sFW0LK2dwhl2C7uzsuLNfmC-eQ1g.png" position="flex-start" showCaption="false" indent="2"} 2. Select the **Summary **view in the **Medical Record** screen and click on the** Export Medical Record** icon found in the toolbar. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/gor-UebFhscNNWNK-V9AI_dlhsgxypaqennxvbohjmm6y6e-9ehubb1w.png" size="100" isUploading="false" initialPath="assets/DlhsgxYPAQenNXVBoHjMm6Y6E-9EHUBB1w.png" githubPath="en/Patient Records and Management/Patient Management/assets/DlhsgxYPAQenNXVBoHjMm6Y6E-9EHUBB1w.png" position="flex-start" showCaption="false" indent="2"} 3. Go to **Report/Other Reports/Export Medical Record**. ::: ::::WorkflowBlockItem The **Printing Medical Record **window opens, presenting users with various options to customize the report output. Certain options are pre-selected by default. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/R-PsMN14xNcW_bNS9Ob7e_1gykvr89n9sxggi8mp0m0q8-mcqvvrq.png" size="72" isUploading="false" initialPath="assets/1GykVr89n9_sXGGi8mp0M0q_8--MCQvVrQ.png" githubPath="en/Patient Records and Management/Patient Management/assets/1GykVr89n9_sXGGi8mp0M0q_8--MCQvVrQ.png" position="flex-start" showCaption="false"} **TABLE 1: OPTIONS FOR "PRINTING MEDICAL RECORD" WINDOW**| PDF Export Option | Checked by Default (Y/N) | Logic | | ---------------------------------------- | ------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Exclude Blocked Patient access items** | Y | Problems or Encounters may be flagged as ‘Block from Patient Access’. If this option is enabled, these items will not be included in the export. | | **Exclude items with Privacy** | N | Privacy may be applied to almost any clinical item. If this option is enabled, any items with any Privacy set will not be included in the export.

If you click on the accompanying **Specify Privacy** button, this opens a window where you can Choose Privacy Roles to be Excluded from the Export. The Privacy Roles available will depend on the roles configured under Organisation/Roles. In the example below, items with "Psychologist notes" role applied have been chosen to be excluded from the export.::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/OtkJ3DG_b0Ga0CcYtnzRw_4wij5fobzzi4t2j9-lefjfw95ymvg2mha.png" size="61" isUploading="false" initialPath="assets/4WIJ5FobZzI4t2j9-leFJF_W95YmVG2MhA.png" githubPath="en/Patient Records and Management/Patient Management/assets/4WIJ5FobZzI4t2j9-leFJF_W95YmVG2MhA.png" position="flex-start" showCaption="false"} 
**Note**: The **Specify Privacy **button applies only to Profile 10.0.4 and later. | | **Include Versions of transactions** | N | When checked, the export includes versions of encounters only.   | | **Export Lab Results** | Y | When checked, the export includes lab results.   | | **Export Messages** | Y | When checked, the export includes messages pertaining to the selected patient. | | **Export Stored Files** | Y | When checked, the export includes any scanned documents that are present in the patient's medical record. | | **Export Financial reports** | Y | When checked, the export includes a summary table of all financial transactions linked to the patient record.   | | **Bulk Import Compatible** | N | When checked, the files are exported as separate documents.
When unchecked, one single PDF file is generated. 

**Note**: This option is disabled if the "Print" option is selected for output. This option can only be selected for "Export to PDF" output. | | **Export prior scripts** |
:::hint{type="success"} Y ::: | When checked, the export includes the patient's prior scripts.

Export of the **Summary only** contains the exact same details that are provided as a Usual Medications printout.

Export **With details** contains the following script information:
* Rx * Dose * Quantity * Date * Indication (if populated else omit) * Dx (if populated else omit) * eRx Status (if applicable else omit)  * If eRx status = Active, include the SCID on the printout

**Note**: This option applies only to Profile 10.0.4 and later. | | **Export Letters** | Y | When checked, the export includes all Letters linked to the patient record. | | **Export Referrals** |
:::hint{type="success"} Y ::: | When checked, the export includes all Referrals linked to the patient record. | | **Export Transcriptions** | Y | When checked, the export includes all Documents of type Transcription created in Profile. | | **Export Forms** | Y | When checked, select either “Only Complete” or “All” from the adjacent drop-down list. | | **Export Tasks** | Y | When checked, select either “Only Incomplete” or “All” from the Tasks drop-down list.   | | **Time Frame** | Default blank | Select an appropriate date for both the **from **and **to **drop-down boxes in the **Time Frame** field. | | **Output** |
:::hint{type="success"} Defaults to "Export to PDF" ::: | Select "Export to PDF" for PDF output.
Select "Print" for print output.

**Note**: This option applies only to Profile 10.0.4 and later. Previous versions produce only PDF output. | | **Summary only**
(action button) | N/A | This option excludes contact details and versions of encounters.

It is also important to note that the **Include versions of transactions** checkbox does not work with the **Summary only** button.

If the** Include versions of transactions** checkbox is ticked, the **Summary only** button is disabled. | | **With details**
(action button) | N/A | This option prints the entire medical record. | :::: :::::WorkflowBlockItem Upon selecting the **Summary only** or **With details **action: 1. If the **Output **option has been set to "Export to PDF" or if your version of Profile is less than 10.0.4, the **PDF export for patients** window opens. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/v6Scqz74VvsSNHtihgKk6_t14mjn1oz5fskmg4x5niolvrc5edmhlyog.png" size="100" isUploading="false" initialPath="assets/T14mJn1oz5FsKmg4X5NIOLvRc5EDMhlYog.png" githubPath="en/Patient Records and Management/Patient Management/assets/T14mJn1oz5FsKmg4X5NIOLvRc5EDMhlYog.png" position="flex-start" showCaption="false" indent="2"} ::::Paragraph{indent="1"} **TABLE 2: OPTIONS FOR "PDF EXPORT FOR PATIENTS" WINDOW**| PDF Export Option | Interface Option | Logic | | ----------------- | -------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Folder** |
:::hint{type="success"} Text Field ::: | This field is used to enter or select the location the PDF is to be stored on your computer. | | **Browse** |
:::hint{type="success"} Action Button ::: | Click the **Browse** button to choose the location where you want the PDF to be stored on your computer. | | **Start** |
:::hint{type="success"} Action Button ::: | Click that **Start** button to begin the export. The progress of the export is shown in the **Progress** bar. Any Errors of Warnings are shown in the box below. | | **Progress** |
:::hint{type="success"} Visual indicator of progress ::: | Indicates the progress being made for generating the PDF. When the bar is fully coloured, it assumes the PDF has been created in the selected location. |When the export is complete, go to the place on your computer where you saved the PDF and open the Patient's medical record in PDF format from there. Everything should be included within the document.If you would like to print the exported PDF of the medical record file, go to the location where you saved the file, and print it from there. :::: 2. If the **Output **option has been set to "Print" (available only from Profile 10.0.4 onwards), the same **PDF Export for Patients** dialog opens as for PDF output (see above), but with the **Start **button disabled.A temporary PDF file is generated. The progress of this task is indicated in the dialog. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/uPmAvY5Mv3EDd4A4_px0__cfr-mrm73mjkmses4r4oc-dbkc1tnooula.png" size="78" isUploading="false" initialPath="assets/CfR-mRM73MJkMseS4R4oC-DbkC1tnoOuLA.png" githubPath="en/Patient Records and Management/Patient Management/assets/CfR-mRM73MJkMseS4R4oC-DbkC1tnoOuLA.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"} Once, the temporary PDF file has been generated, the **Print Setup **dialog opens where you can choose all the usual print settings and click **OK **to launch the print action.If the **Print Setup** dialog box does NOT appear, it is likely because the **Do not show this dialog unless I hold Shift key** option was previously ticked, as shown below. ::: ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/-ix7GLCHPs-zIUzPM_Kqn_94dflzxr4fuho8vnhzrmmoxmzsh2xqwi6a.png" size="100" isUploading="false" initialPath="assets/94dflzxR4fUho8VNHZrMMOxmzSh2xQWi6A.png" githubPath="en/Patient Records and Management/Patient Management/assets/94dflzxR4fUho8VNHZrMMOxmzSh2xQWi6A.png" position="flex-start" showCaption="false" indent="2"} :::Paragraph{indent="1"} In such a case, if you want to see the Print Setup dialog, hold the Shift key when clicking the **Summary only** or **With details **button, or press and hold it during creation of the temporary PDF file.Once you click **OK**, printing progress will be shown in the **PDF Export for Patients **dialog. ::: ::::: :::::: # How to Export Patient Medical Records via a Provider or Group ::::WorkflowBlock :::WorkflowBlockItem Go to **Organisation/Supplementals/PDF export for patients** ::: :::WorkflowBlockItem Check either: 1. **Provider **if you want to get all of the patient records associated with a particular provider.  - Search for and select the appropriate provider by clicking into the box and clicking on the ellipses. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/ZprOUrlbOdZ19IFbNN7uc_om6m5n0nablgopuqgaeu3kealziwrf5cpg.png" size="74" isUploading="false" initialPath="assets/Om6M5n0naBlGOPuqgAeu3keaLziWrF5cPg.png" githubPath="en/Patient Records and Management/Patient Management/assets/Om6M5n0naBlGOPuqgAeu3keaLziWrF5cPg.png" position="flex-start" showCaption="false" indent="3"} 2. **Group **if you want the medical records for all patients belonging to a particular group. To get more information on the Groups functionality in Profile, read the article [Groups - Static & Dynamic](docId\:xFDino3_6lVCMuKe8FSYZ). - Select the appropriate group from the drop-down list. ::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/dJQJhNY5aJVqTOtMG1dSU_mkuc5kwdhqq9x71-l0nqckoyougndew4pg.png" size="73" isUploading="false" initialPath="assets/mKUc5kwdHQq9x71-L0NqckoYOuGndEw4Pg.png" githubPath="en/Patient Records and Management/Patient Management/assets/mKUc5kwdHQq9x71-L0NqckoYOuGndEw4Pg.png" position="flex-start" showCaption="false" indent="3"} ::: :::WorkflowBlockItem Click **OK**.  ::: :::WorkflowBlockItem The **Printing Medical Record **window opens. There are a number of checkboxes with default selections made. Users can determine their selections based on their own requirements.Refer to **TABLE 1 **for details. ::: :::WorkflowBlockItem Upon selecting** Summary only** or **With details**, the **PDF export for patients **window opens.Refer to **TABLE 2** for details. ::: :::WorkflowBlockItem When the export is complete, go to the place on your computer where you saved the PDF. There should be an individual PDF for each patient belonging to either:  1. the **Provider** chosen in step 2 OR 2. the** Group** chosen in step 2 ::: :::WorkflowBlockItem Open the patient's medical record in PDF format from there. Everything should be included within the document. ::: :::: # Standard Report Format for PDF Exports of Medical Records **TABLE 3: STANDARD FORMATTING FOR PDF EXPORTS OF MEDICAL RECORDS** | PDF Export Sections | Expected Output | | --------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Standard cover** | PDF Export title includes:
* Title: Medical Record * \[Patient Name] (confidential) * Printed by: \[User who printed the PDF report]
The cover page includes the following patient information taken directly from the medical chart:
* Patient Details * Folder/Family Members * Problem List * Medical Chart * Tasks * Interventions Still Due * Histories * Immunization | | **Encounters** | The encounters are printed as they appear in Profile in chronological order.::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/fWSLfhvbRNElyk7CacBS5_1kev3ewrfdgshwa-4otf-33xosev2ngucq.png" size="49" alt="Picture 1, Picture" isUploading="false" initialPath="assets/1Kev3EWRFDGSHWA-4oTF-33xoSev2NgucQ.png" githubPath="en/Patient Records and Management/Patient Management/assets/1Kev3EWRFDGSHWA-4oTF-33xoSev2NgucQ.png" position="flex-start" showCaption="false"}

Encounters which include action links (i.e., prescriptions, forms, letters, labs) have these listed at the end of the specific encounter.
All the encounters are printed together. The attached documents (example Forms and Letters) are printed after.  | | **Lab Results** | Lab and imaging results for the selected Patient(s). | | **Tasks** | Tasks pertaining/linked to the selected Patient(s). | | **Messages** | Emails sent from Profile linked to selected Patients. | | **Transcription** | Documents of type Transcription created in Profile linked to the patient record. | | **Financial Reports** | Financial reports pertaining/linked to the selected Patient(s). | | **Stored Files** | Stored files pertaining/linked to the selected Patient(s). | | **Letters** | Letters sent and received for the selected Patient(s). | | **Forms** | This standardized formatting applies to version 10.0.3 of Profile and following.


These standardized header details allow for accurate mapping of the form to the corresponding encounter by referring to the name of the form and the date of form creation. In most cases, where only one form is linked to an encounter, the association is clear and unambiguous.

Example\::inlineImage[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/fj0KlXXj8L8oRe42nV_fl_swnnadijqjlmi2b-sz2l2w3ecg4tfum5nw.png" alt caption}
CDO forms include the following information in a page header:
* \[Name of form] * \[Date of form creation] * \[Username of the user who created the form] * \[Indication of whether the form was modified] * \[Date of modification] * \[Username of the user who last modified the form]

**Note**: This header applies only to any CDO forms in the PDF, not to the whole PDF. | | **Standard Footer** | This standardized formatting applies to version 10.0.3 of Profile and following.

:inlineImage[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/owz6fDUeMjYiX0DF-R7BL_x-khodtyreerhxgry7t3uob2featbtlk6w.png" alt caption}
**Note**: This footer applies to the whole PDF.
PDF exports of medical records include the following information in a standardized page footer:
* Medical Record * \[Date of form generation] * \[Name of Patient] * Page \[x] of \[y]
Example: | # Frequently Asked Questions **Question: Does the PDF export include all versions of Forms?** No. Only the most recent version of the form is included in the export. **Question: Does the PDF export include any audit records?** No audit record is included in the exports. **Question: If you have custom footers created for forms, what happens to those? ** Custom footers are still applied when printing out individual forms (outside the PDF Export). The standard footer described in this article is ONLY applied to the PDF Export report. This is to ensure consistency for the entire PDF report. **Question:  What about the instance where a form/document is created or modified on the same date by two different users? ** The most recent version of the form is included in the PDF export. The form’s header displays both the ‘created date’ and the ‘modified date.’ If these dates differ on the report, it indicates that the form has been modified. To review previous versions, you will need to manually access them from the Patient’s medical record ‘Forms’ view. # Learn More If you would like to learn more about Profile's Medical Record Export please read some of our other articles by clicking on the links below: - [Profile's Medical Record Export Functionality](docId\:irR8IqoXxBrEKn3E57M6p) - [Ordering Patient Forms and Viewing them in PDF Format in Profile](docId:4iV4ONPkvd41DlXZoQxQL)