AngelTrack's data management policy, including storage, lifetime, backups, and exporters.
AngelTrack retains data for up to seven years, depending on the type of data.
It is easy to pull data out of AngelTrack, for archival or for analysis in other software applications.
Live Storage Policy
AngelTrack's storage and backup policy is spelled out in the Security Guide.
The policy meets or exceeds the minimums specified in AngelTrack's Terms of Service, and therefore is subject to change without notice, at the sole discretion of AngelTrack LLC.
None of it will protect you against the possibility of long-term sabotage by a determined rogue employee. For that reason, and for all the reasons we cannot think of, AngelTrack LLC recommends you take advantage of AngelTrack's many data export facilities, listed below, to regularly download copies of your data. Archive the copies in a private data preservation service to which only highly trusted employees have access. Remember that you could be liable to provide this data to HHS at any point in the future, even if you no longer own your business.
Data Lifetime Policy
Certain data in AngelTrack lives indefinitely, remaining online for as long as your server remains active:
- Employee records
- Station records
- Affiliate records
- Facility records
- Insurance payor ID records
- All preference settings
- All configuration data
The above list is subject to change without notice, solely at the discretion of AngelTrack LLC.
Some data lives for two years:
- Invoice journals
- Supply room journals
- Checklist answers
- PCR procedures marked 'deleted'
- Documents marked 'deleted'
- Announcements expired or marked 'deleted'
- Payment events marked 'deleted'
- Requests for transport
- Requests for vacations and swaps
- Contents of the "Prior authorization notes" data field
Raw webserver logs are kept online (downloadable to anyone with Administrator privileges) for at least 60 days, then archived offline for 10 years (beginning 2022). If you need to access archived webserver logs you must contact AngelTrack Support.
Everything else -- meaning: all the data created for each dispatch and the QA and the billing thereof -- lives for seven years, then gets automatically destroyed.
Ten-Year Data Retention is Available
If you must retain your data for longer than 7 years and you want AngelTrack to do it for you, there is an add-on license that you can activate for this purpose.
This license costs nothing until your oldest dispatch record in AngelTrack is at least 84 months (seven years) old, at which point this license begins to cost extra every month, depending on the age of your oldest dispatch:
- Age 84-95 months: 1 addon credit per month
- Age 96-107 months: 2 addon credits per month
- Age 108+ months: 3 addon credits per month
To learn more about add-on licenses, visit the Feature Buffet Guide.
The ten-year data retention license applies to all data items that would normally be retained for seven years. Items with shorter lifetimes do not get extended.
If you ever deactivate the ten-year data retention add-on license, or allow it to expire, you must export your older data (everything older than 7 years) beforehand, since AngelTrack will stop retaining your older data and therefore will shortly delete it.
All Grids Exportable as .CSV
Every data grid everywhere in AngelTrack is exportable. Just click the 
button, shown at the right-hand side of the grid's header row.
The export will be downloaded to you as a "comma-separated values" file, also known as a .CSV file. Many other software applications understand .CSV files and can easily import them -- notably including Microsoft Excel.
The exported .CSV will always contain whatever data is presently showing in the grid, so you can adjust the grid's filters first and then export it once you've got the grid just the way you like it.
Your spreadsheet application can then convert it to .PDF
Once you export an AngelTrack grid to Microsoft Excel™ or Google Sheets™, the resulting spreadsheet can export itself as a .PDF. You may wish to adjust your column widths and data-formats first.
All Run Reports Exportable as .PDF
Every dispatch -- whether scheduled, open, delegated, closed, or cancelled -- has an exportable run report. Links labelled "PDF" appear in many places, offering to download the dispatch's run report as a .PDF file viewable on any computer with a .PDF viewer installed.
You can also download .PDF run reports in bulk, zipped up in a batch. Most of the billing queues offer this option, as do the Closed Dispatches and Patient Edit pages. The bulk export button appears at the top right-hand side of the page. These .PDFs are bundled into a .ZIP file, along with a small Excel spread showing a summary of the included dispatches (origin, destination, patient name, etc.), and then downloaded to you.
If maintaining a private archive of your trip data, it's good practice to export the prior month's run reports at the end of each month, after the data has had time to settle. For example, the last day of February is a fine time to export the data for all January trips.
Compact .PDFs are available too
If you intend to print the run reports on paper, and wish to conserve as much paper as possible, then choose the "Compact PDF" option. This will eliminate all of the page breaks that are normally used for readability. The entire contents of the report will be fit into the smallest possible number of pages.
High volume exports
If you need to export many years' worth of report .PDFs, we can do that for you, as a billable service. Please contact your account representative for a quote.
All Run Reports Exportable as NEMSIS 3 .XML
All run reports are always available for export in NEMSIS 3 format. This format is an .XML document that contains all dispatch and PCR information, including electronic signatures, scanned documents, ECG strips, and so on.
The NEMSIS format was established by the NEMSIS committee for the purpose of data interchange between EMS software applications. It is used to send data from a CAD application to a PCR application, and from a PCR application to a billing application. NEMSIS version 2, aka NEMSIS "gold", is an obsolete older version; the current specification is NEMSIS version 3, with which AngelTrack is certified compliant.
AngelTrack includes extra data in the NEMSIS 3 XML, as custom values (eCustom/eCustomResults), including patient notes, billing notes, and custom PCR fields. To see the format of this additional data, refer to the AngelTrack Custom Fields in NEMSIS Data Guide.
As with .PDF exports, you can download your NEMSIS 3 .XML exports in bulk.
You can choose which NEMSIS version (v340 / v350) AngelTrack utilizes for your exports, by visiting the Preference page under Settings.
All Charts Exportable as Image or .CSV
Every chart everywhere in AngelTrack is exportable.
To export just the chart image, right-click it and select the appropriate "Save As..." or "Save Image As..." from your browser's popup menu.
To export the data underlying the chart, click the 
button, shown at the bottom left-hand side of the chart. The data will be downloaded as a .CSV file in the same way grids do.
Most Core Data is Exportable Via the Data Export Hub
AngelTrack's core data tables -- dispatches and shifts and timeclock and such -- are exportable to .CSV by means of the Data Export Hub, which is accessible from Supervisor Home and from Billing Home.
When using the Data Export Hub, you must be a member of the Biller, Administrator, or Principal security role in order to access the finance-related data sources.
Programmatically Exporting Data
AngelTrack offers up many of its key records for download using URLs, so that bulk data exports can be automated:
| /dispatch/xxxx | Downloads the full run report for dispatch ID xxxx, as an HTML document with linked images. |
| /dispatch/pdf/xxxx | Downloads a self-contained PDF of the full run report for dispatch ID xxxx. |
| /dispatch/erdropoff/xxxx | Downloads the ER dropoff report for dispatch ID xxxx, as an HTML document. |
| /dispatch/erdropoff/pdf/xxxx | Downloads a self-contained PDF of the ER dropoff report for dispatch ID xxxx. |
| /payment/receipt/xxxx | Downloads payment event xxxx in receipt format, as an HTML document. |
| /payment/receipt/pdf/xxxx | Downloads a self-contained PDF of payment event xxxx in receipt format. |
| /invoice/xxxx | Downloads invoice xxxx in printable format, as an HTML document. |
| /invoice/pdf/xxxx | Downloads a self-contained PDF of invoice xxxx in printable format. |
| /invoice/receipt/xxxx | Downloads a printable receipt for all payments made to invoice xxxx, as an HTML document. |
| /invoice/receipt/pdf/xxxx | Downloads a self-contained PDF of a printable receipt for all payments made to invoice xxxx. |
| /batch/xxxx | Downloads all claims in EDI batch xxxx, as a single 837P text document ready for upload to a clearinghouse. |
| /batch/pdf/xxxx | Downloads all claims in EDI batch xxxx, as a single .PDF document containing one completed CMS-1500 form per claim. |
| /claim/pdf/xxxx | Downloads the filled-out CMS-1500 form for dispatch xxxx, using the current coding settings. |
| /incident/xxxx | Downloads a printable copy of incident xxxx, as an HTML document. |
| /incident/pdf/xxxx | Downloads a self-contained PDF of a printable copy of incident xxxx. |
For example, the URL https://your_server_name.angeltrack.com/dispatch/4033 will retrieve the HTML run report for dispatch ID 4033.
All such HTML requests require the presence of authentication cookies issued by AngelTrack's login page. If this is not practical, then you can use AngelTrack's postprocess workflow API instead. It is a SOAP webservice that can download to you the NEMSIS XML and the report PDF for any dispatch ID.
If you are writing an automatic data retrieval and archiving system, then configure the system to initially pull all dispatch IDs from 1, 2, 3, and so forth, until it gets a "no such dispatch ID" error. Then, once every night at midnight, or once every week on Sunday, connect again and pull any new dispatch IDs higher than the one it last downloaded, e.g. 4, 5, 6, and so forth. Please be considerate, and perform your retrievals at night or on weekends.
Exit Process
To systematically offload all data from your AngelTrack server prior to its decommissioning, follow all the steps in the Exit Process.