Exporting Your Data From Semble

In this article:

What data will I receive?

Understanding what a Data Export is

Data Formats

JSON

CSV

How to find specific patients in your Data Export

How to request a Data Export

Pricing

Important timelines

Data Security and Compliance

Frequently Asked Questions

 

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What data will I receive?

Your data export includes:

• JSON files - 17 files containing all your practice data (patients, appointments, invoices, medical records, etc.)

• CSV files - Easy-to-read spreadsheet format

• Documents folder - All files uploaded to your account in their original format (called "Data") 
  
  

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Understanding what a Data Export is

The Data Export is:

• A complete archive of all your patient data, appointments, invoices, and documents

• Legally compliant records that meet healthcare retention requirements

• Data in standard formats (JSON and CSV) that can be read by other systems

• Suitable for responding to subject access requests and providing records to patients

• Appropriate for long-term storage to meet your legal obligations 

 

The Data Export is not:

• A working practice management system

• A replacement for Semble or another PMS

• Interactive software with dashboards or automated features

• A searchable database (you'll need to use spreadsheet software to search) 

 

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Data Formats

JSON

JSON is a plain text-based file format that can be opened in any text editor (TextEdit, Windows Notepad, or Notepad++). The data appears as structured text with labels and lists. 

Benefits of JSON files:

• Developer-friendly format that's easy for technical teams to work with

• If migrating to another system, your new provider's developers can easily read this format

• Standard format used widely across healthcare systems 

Tips for reading JSON files:

• Use your computer's 'Find' function to search for specific patient names

• Open files in Chrome browser and use a JSON formatter extension for better readability

• For large volumes of data, you may need professional assistance 

What's included in the JSON files:

Fiiles covering all aspects of your practice data:

• autosaves.json — Draft autosaves of incomplete forms or records.

• availabilities.json — Clinician availability slots for booking.

• bookings.json — Scheduled patient appointments.

• episodes.json — Episodes of care grouping related consultations.

• invoices.json — Patient billing records.

• labs.json — Lab test requests and results.

• letters.json — Clinical and administrative letters.

• lettertemplates.json — Reusable letter templates.

• patientcommunications.json — Patient communication logs (email, SMS, etc.).

• patientdocuments.json — Documents attached to patient records.

• patients.json — Patient demographic and contact details.

• practices.json — Clinic/practice information.

• products.json — Services and products available for billing.

• questionnaires.json — Patient health questionnaires.

• records.json — Clinical consultation notes.

• rxes.json — Prescriptions issued to patients.

• tasks.json — Staff tasks and actions.

• users.json — Staff and practitioner accounts. 

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CSV

CSV (Comma-Separated Values) is a file format that can be opened in Microsoft Excel, Google Sheets, or any spreadsheet software. The data is organised in rows and columns. 

Benefit of CSV files:

• Opens directly in Excel or Google Sheets without special software

• Use built-in filter and search functions to find specific patients or records

• No technical knowledge required

• Compatible with virtually any spreadsheet or database software 

Tips for reading CSV files:

• Open in Excel or Google Sheets for the best experience

• Use the filter function to sort by date, patient name, or other fields

• The 'Patient' column links records across different CSV files

• You can combine multiple CSV files using spreadsheet functions or database software 

What's included in the CSV files:

• availabilities.csv — Clinician availability slots for booking.
• bookings.csv — Scheduled patient appointments.
• episodes.csv — Episodes of care grouping related consultations.
• invoices.csv — Patient billing records.
• labs.csv — Lab test requests and results.
• letters.csv — Clinical and administrative letters.
• lettertemplates.csv — Reusable letter templates.
• patientcommunications.csv — Patient communication logs (email, SMS, etc.).
• patientdocuments.csv — Documents attached to patient records.
• patients.csv — Patient demographic and contact details.
• products.csv — Services and products available for billing.
• records.csv — Clinical consultation notes.
• rxes.csv — Prescriptions issued to patients.
• tasks.csv — Staff tasks and actions.
• users.csv — Staff and practitioner accounts.

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How to find specific patients in your Data Export

Method 1: Using CSV Files (Recommended)

1. Open the patients.csv file in Microsoft Excel or Google Sheets

2. Use the filter or search function to find patients by name, email, phone, date of birth, or patient ID

3. Note the Patient ID from the matching row

4. Use this Patient ID to find related information in other CSV files (appointments, invoices, medical records)

Method 2: Using Find in Text Editor (for JSON files)

1. Open the patients.json file in a text editor (TextEdit, Notepad, or Notepad++)

2. Press Ctrl+F (Windows) or Cmd+F (Mac) to open the Find function

3. Search for the patient's name, email, or phone number

4. Look for the "id" field to find the patient's unique ID

5. Use this ID to search in other JSON files for related records 

 

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How to request a Data Export

Step 1: Discuss your data export requirements with the Customer Success Team. Contact your dedicated Customer Success Manager directly or email the Customer Success Team on accountmanagement@semble.io. They will coordinate with the Migrations Team.

Step 2: Once the export is scheduled, you will receive SFTP credentials via encrypted email from the Migrations Team when your export is ready.

Step 3: Download your data using an SFTP client like FileZilla.

 

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Pricing

• First data export: Free of charge

• Additional exports: £99 + VAT per export

• Bespoke exports: Available on request; pricing varies by requirement (e.g. specific patient subsets or date ranges)

When the £99 + VAT charge applies:

• Any data export after your first one
• If you need to recreate an export after 31 days of account closure (if applicable)
• If you request multiple exports at different times 

 

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Important timelines

30-day download window

From the date your export is created, you have 30 days to download your data from the Semble SFTP.

 

Account closure

As the Data Controller, you have a legal responsibility to safeguard patient data. We cannot continue to hold your data without a valid contract. Data will be scheduled for permanent deletion after your account is closed. 

 

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Data Security and Compliance

Our data export process is designed to help you maintain compliance with your legal obligations. 

Security measures:

• SFTP encryption - All data transfers use Secure File Transfer Protocol with encrypted credentials

• PEM key authentication - Private key files ensure only authorised users can access your data

• Encrypted email delivery - Credentials are sent via encrypted email

• Time-limited access - 30-day download window minimises exposure risk 

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Frequently Asked Questions

1. What happens to my data after my account closes?

2. Can patients still access the patient portal after my account closes?

3. Can patients still pay invoices after my account closes? 

4. What SFTP client should I use to download my data? 

5. I'm having trouble connecting to the SFTP—what should I check? 

6. The SFTP host address doesn't work when I type it into my browser—why? 

7. I can't find the .pem key file you sent me—where is it? 

8. What if I don't download my data within 30 days? 

9. Can I request data for only specific patients? 

10. Can I request the Data Export before my final day with Semble? 

11. Is my data secure during the transfer? 

12. Will my new provider be able to import Semble data? 

13. Is there any data that is NOT included in the export? 

14. Can I request multiple exports at different times? 

15. I've downloaded some files but I'm not sure if I have everything— how can I check? 

16. The file sizes are very large—how much storage space do I need? 

17. Can someone else download the data on my behalf? 

18. What format are the documents in my documents folder? 

19. I'm getting an error message when accessing the SFTP—what should I do? 

20. Can I transfer my data to another Semble account instead of exporting it? 

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What happens to my data after my account closes?

Without a valid contract, we cannot legally hold your data. It will be permanently deleted unless you request an export. Please contact us urgently to arrange your export. 

Note: As the Data Controller, you remain responsible for maintaining patient records even after your Semble account closes. 

 

Can patients still access the patient portal after my account closes?

No. Once your account is closed, patients will no longer be able to access shared documents or the patient portal. 

 

Can patients still pay invoices after my account closes?

No. Payment links will no longer work once your account is closed. 

 

What SFTP client should I use to download my data?

We recommend FileZilla, a free and user-friendly SFTP client. Other SFTP clients will also work with the credentials we provide. 

 

I'm having trouble connecting to the SFTP—what should I check? 

If you're experiencing connection issues, please verify:

• Protocol is set to SFTP (not FTP or FTPS)

• Host is sftp.semble.io (this is not a web address you can visit in a browser)

• Port is 22

• Logon Type is set to 'Key File'

• You've correctly located the .pem key file we sent you via encrypted email

• Your username is your Practice ID (provided in the credentials email)

If you're still having issues, contact migrations@semble.io with screenshots of any error messages. 

 

The SFTP host address doesn't work when I type it into my browser—why? 

sftp.semble.io is not a web address. You cannot access it through a web browser. You must use an SFTP client like FileZilla to connect to it. 

 

I can't find the .pem key file you sent me—where is it?

The .pem key file is sent separately via encrypted email from Outlook for security reasons. 

To locate the email:

1. Check your inbox for a message with the subject line containing 'key' or 'SFTP'

2. Check your spam/junk folder - encrypted emails sometimes get filtered by email providers

3. If using Gmail, check the 'Promotions' or 'Updates' tabs

4. Search your email for "semble.io" or ".pem" 

If you still can't locate it after checking spam/junk, contact migrations@semble.io and we can resend it. 

Note: When we resend the file, you may want to mark the email as "Not Spam" to ensure future communications don't go to your junk folder. 

 

What if I don't download my data within 30 days? 

If your data export expires before you download it, we may be able to create a new export for you provided the data is recoverable. Data recovery timeframes and charges are detailed in the Pricing section above. 

 

Can I request data for only specific patients? 

Yes, we offer bespoke data exports. You can request a subset of patients by providing us with a list of specific patient IDs or criteria for selecting patients.

Contact migrations@semble.io to discuss your custom export requirements. This is a paid service.

Note: For running reports on patients with specific labels whilst still using Semble, you can use the Reports feature under Practice and Productivity. 

 

Can I request the Data Export before my final day with Semble? 

Yes, we can schedule your data export for a date you prefer (working days only). We recommend scheduling it with adequate time to download everything. 

 

Is my data secure during the transfer? 

Yes. We use SFTP (Secure File Transfer Protocol) with encrypted credentials. Your PEM key file is sent via encrypted email for additional security. All data transfers are encrypted in transit. 

 

Will my new provider be able to import Semble data? 

All healthcare software providers should work with JSON-formatted data or CSV files. If you're migrating to another system, we recommend:

1. Confirming with your new provider that they can import JSON or CSV files

2. Sharing our data schema documentation with them (available upon request)

3. Allowing them to handle the technical aspects of the import

 

Is there any data that is NOT included in the export? 

The export includes all data stored in your Semble account across 17 JSON files plus all documents. However:

• System logs and audit trails are not included in standard exports
• Hospital booking forms are not included
• If you have specific compliance requirements, please discuss these with migrations@semble.io before your export 

 

Can I request multiple exports at different times? 

Yes. See the Pricing section above for details about charges for additional exports. 

 

I've downloaded some files but I'm not sure if I have everything— how can I check? 

Your complete data export should include:

• 17 JSON files (covering all aspects of your practice data)

• Corresponding CSV files for each JSON file

• A documents folder (called "Data") containing all files uploaded to your account

If you're missing any of these components, contact migrations@semble.io immediately before your 30-day download window expires. 

 

The file sizes are very large—how much storage space do I need? 

The storage space required depends on the size of your practice data, particularly the number of documents you've stored. We recommend: 

• Checking the total size shown in your SFTP client before downloading
• Ensuring you have at least double that amount of free space on your computer
• Using an external hard drive if your practice has significant document storage

 

Can someone else download the data on my behalf? 

Yes. You can share the SFTP credentials and PEM key file with your new provider or IT professional. However, you remain responsible as the Data Controller for ensuring the data is downloaded within the 30-day window. 

 

What format are the documents in my documents folder?

Documents are exported in their original format (PDF, Word, images, etc.) and maintain their original file names where possible. 

 

I'm getting an error message when accessing the SFTP—what should I do? 

Take a screenshot of the error message and contact migrations@semble.io with your screenshot attached.

 

Can I transfer my data to another Semble account instead of exporting it? 

Yes, this is possible. This is a different process from a standard data export. The process involves: 

1. Completing a Data Migration Questionnaire

2. Booking a call with our Migrations team

3. Scheduling the migration 

Contact migrations@semble.io if you need to migrate data between Semble accounts to discuss pricing and requirements.