Data Storage, Archival, and Exports in AngelTrack

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

Most data in AngelTrack lives for seven years, then gets automatically destroyed. A few data types live for less than seven years:

Data Type	Lifetime
Dispatch journals	at least 2 years
Invoice journals	2 years
PHI access log	7 years
Checklist answers	2 years
PCR procedures marked deleted	2 years
Documents marked deleted	2 years
Announcements expired or deleted	2 years
Payment events marked deleted	2 years
Requests for transport	2 years
Requests for vacations and swaps	2 years
"Prior authorization notes" field	2 years after the trip is marked "Finished"
Raw webserver logs	at least 60 days
Everything else	7 years

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.

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://yourserver.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.