Subpoena Tool

The Subpoena tool provides an export of a patient record in print, XML, or HTML format.

When should I use the subpoena tool?

Normal patient exports will not export confidential data that the logged-in user does not have permission to access. However, the subpoena tool will export confidential data even when the user using the tool does not normally have access to see that data. This allows an administrator staff member to export entire patient records for viewing outside of Bp Premier in a non-practice context.

A date range allows you to export records created within a date period. You can also filter on individual data types and individual records, and include additional information such as allergies and family and social history.

Who can access the subpoena tool?

Access to the tool is provided by the Subpoena Tool user permission (Setup > Users > Edit > Set Permissions). If this permission is set to ‘Allow access’, the Subpoena tool option will appear in the Utilities menu. Otherwise, this option will not be visible.

Important: Best Practice Software software recommend that this permission be granted only to senior practice staff who are required to supply patient records to third parties for legal and insurance purposes.

Exporting confidential notes and documents

The Subpoena tool includes all notes, diagnoses, reasons for visit, procedures, correspondence, and clinical images marked confidential, if these items are ticked for inclusion in the output. You cannot choose to exclude confidential information.

When the Subpoena tool is run, the tool checks to see if the patient has the Deny access to other users option ticked in their demographics. If yes, and the logged-in user is not the patient’s Usual doctor, the tool will prompt for the Emergency Access Password before you can proceed.

Confidentiality is not preserved in the exported file. If you export a patient record with the Subpoena tool to XML and reimport the file into Bp Premier, the entire record can be viewed by any provider. Confidentiality is not indicated in any of the output formats.

Important: Exported patient records that include confidential material are readable in a web browser or word processor. Exported patient records should be treated according to your practice’s guidelines for handling sensitive patient information.

Export a record with the Subpoena tool

  1. Log in to Bp Premier as a user with the Subpoena Tool user permission.
  2. From the main screen, select UtilitiesSubpoena Tool. The Open Patient screen will appear.
  3. Search for and select the patient you need to export. Click Open. The Subpoena Patient Export screen will appear.
  4. Subpoena tool patient export

  5. In the Subpoena Output Format section, select whether to export the record to a printer, XML, or HTML.
  6. Exporting to HTML produces a file that can be viewed in any Internet browser. Exported XML files are not very human-readable; you will need to import the file into Bp Premier to view the patient record. Printing uses an internal template similar to the Patient Health Summary.

  7. In the Records to Include section, tick All data types to select all checkboxes in the Clinical Data to Include section. Ticking this checkbox clears any selections you have already made.
  8. Tick Include deleted records to include deleted records in the item lists when selecting which clinical data to include. If you do not tick this checkbox, you will not be able to select deleted records to export.
  9. Deleted records are indicated as such in all export formats.

  10. Include All Dates, or select a date range to export from the Selected Dates calendar fields.
  11. An item is included if the clinically significant date falls between the date range; the clinically significant date is the date of administering, not the date when the item is recorded by a Bp Premier user. Items without clinically significant dates are exported by default.

  12. In the Clinical Data to Include section, tick to include the following clinical data:
    • On screen comment — Include the On screen comment field in social history.
    • Allergies/Adverse reactions — Include patient allergies and reactions.
    • Family History — Include patient family history data.
    • Social History — Include patient social history data.
  13. Tick the data types that you want included in the export. By default, all items in the patient’s record are included. If you want to include only selected items, click Select.
  14. The following example shows the Insert Current Rx window that appears if you click Select next to Current medications.

    Select Rx for Subpoena tool

  15. All items are ticked by default. Untick the items that you do not want included in the export. In the example above, four items have been excluded from the export. Click Insert to return to the Subpoena Patient Export screen.
  16. The blue text next to the data item will update to show the number of items selected. In the example in step 3, 4 Current Rx items and 1 Visit note have been selected for export.

  17. If you are printing the export, click View. The assembled document will open in the Bp Premier word processor. You can save or print the document from the word processor, or return to the Subpoena Patient Export screen and click Print to print the export.
  18. If you are saving HTML or XML, click Export. Browse to a known location, enter a meaningful filename for the export file, and click Save.
  19. Click Cancel to exit the Subpoena screen if the record exported successfully.

Export is now complete. An audit of the export is added to Today's notes for the patient that was exported. The audit includes the date exported; the parameters used when filtering and whether all or some items were exported.