Skip to main content

Setting Up Scheduled Exports

Scheduled Exports automatically deliver your Patient Prism data as files (e.g., CSV) to a cloud storage bucket on a recurring schedule — no code required on the Patient Prism side. This is the most common way customers ingest Patient Prism data into their own database or data lake.

New to the data access options? Start with Getting Your Data Out of Patient Prism: An Overview to see how Scheduled Exports compares to the API and webhooks.

Before You Begin: Create a Service Account

Scheduled exports are scoped to the user who created them — not to the company. If that user is ever deactivated, their exports stop running. For this reason, we strongly recommend creating a dedicated service account to own all of your integration exports.

The service account should:

  • Have the Company Admin role, so it has access to all locations and data points.
  • Have a valid email address to log in with.

Any existing Company Admin at your organization can create the service account directly in the platform, or you can email Patient Prism support with the email address you'd like the account linked to and we'll create it for you. Once created, log in as the service account to complete the steps below.

Step 1: Link Your Cloud Storage Bucket

Patient Prism supports the following export destinations, and you can link as many buckets as you want:

  • Amazon S3
  • Azure Blob Storage
  • Google Cloud Storage (GCS)

To link a bucket:

  1. Click Manage in the left navigation.
  2. Go to Integrations → Blob Storage.
  3. Click to add a new key/connection, and enter a name, the bucket URL or name, and (optionally) a specific folder within the bucket where files should be delivered.
  4. Upload or enter the credentials for your cloud provider (see below).
  5. Click Save.

Once saved, the bucket will appear as an available export destination when you create a scheduled export.

Naming tip: If you plan to export multiple data types, consider separate buckets or folders per type — for example, one for call exports, one for form exports, and one for online booking exports.

Getting your cloud credentials

The bucket-linking modal includes a "How to obtain keys" link with provider-specific instructions. For Google Cloud Storage, the general flow is:

  1. Create a bucket within your GCP project (if you don't already have one).
  2. Enable the IAM API for the project so Patient Prism can authenticate against the bucket.
  3. Create a service account in GCP (e.g., named "Patient Prism") with a Cloud Storage admin role scoped to buckets and objects.
  4. Generate a JSON key for that service account and download it.
  5. Enable Uniform Bucket-Level Access on the bucket's Permissions settings (required — the linking modal notes this).
  6. Upload the JSON key file in the Patient Prism bucket-linking modal.

The flow is similar for S3 and Azure Blob Storage using those providers' credential systems.

Step 2: Create a Scheduled Export

  1. In the left navigation, go to Calls → Search.
  2. Set up the view you want to export. If you want everything, clear all filters. Use the Columns dropdown to toggle on every column you want included (see the columns warning below).
  3. Click the Export dropdown, then select Schedule Export.
  4. Review the Export Filters panel on the right side of the modal. Each toggle controls whether the export respects your current on-screen settings:
    • Columns — respect your currently selected columns (see below).
    • Conditions — respect any filter conditions you've defined (e.g., only calls longer than 5 seconds). Uncheck to include all calls.
    • Date — uncheck this, since the export's own lookback range will define the date window.
    • Locations — uncheck to include all locations.
  5. Configure the export:
    • Name — a descriptive name. The generated filename will be this name plus a timestamp.
    • File format — CSV is usually the easiest for ingestion pipelines; Excel is also available.
    • Export range (lookback) — how far back each export reaches from the moment it runs (e.g., the past 30 days).
    • Schedule — what time of day the export runs and how frequently.
  6. Under Export Destination, toggle on the storage bucket you linked in Step 1.
  7. Click Save.

You can create as many scheduled exports as you need.

Important: How the Columns Toggle Works

The Columns toggle in the Export Filters panel permanently affects the export's schema:

  • Toggled ON — Only the columns selected at the time you create the export are included. The column list is fixed and will never change, even if new columns are added to the platform later. Use this if your ingestion pipeline expects a stable, predictable schema.
  • Toggled OFF — All columns are included, regardless of current selection, and any columns added in the future will automatically appear in the export.

Warning: If the toggle is off, future schema changes (new columns appearing in your files) can break downstream ingestion pipelines that expect a fixed column list. If your pipeline is schema-sensitive, toggle on all the columns you need on the Calls Search page first, then create the export with the Columns toggle on.

If schema flexibility isn't a concern, we generally recommend leaving the toggle off so you get everything, including future additions.

Step 3: Test and Manage Your Exports

While logged in as the account that created the export:

  1. Click your account name in the top right and go to My Exports.
  2. Your recurring exports appear under the Scheduled section.
  3. Scroll to the right on any scheduled export and click Run to trigger an immediate test run, then check your cloud bucket to confirm the file arrived.

A few things to know:

  • One-time exports are also available — from any exportable view, use Export → Export Now and select your destination.
  • Failures are visible. If Patient Prism is unable to generate an export or push it to your destination, the export shows as failed in My Exports so you can take action.
  • Copies are retained. Every generated export is also stored in the Patient Prism platform, so you don't need to retain files in your bucket after ingestion if you'd rather keep it clean.
  • Exports are only visible to the user who created them — another reason to use a shared service account.

Building Your Ingestion Pipeline

Once files are landing in your bucket, the typical pattern is event-driven ingestion: listen for a file-created event in the bucket and use it to kick off your pipeline. For example, on Google Cloud: GCS → Cloud Function (where your transformation code runs) → BigQuery. The equivalent patterns work with S3 events and Azure Blob triggers.

Give data time to settle. Call data can legitimately change shortly after a call — analyses take time to finalize, and a "not booked" call can flip to "booked" when your team follows up and converts the patient. Best practice is a roughly 24-hour buffer: when your pipeline runs on Monday, ingest data from Sunday backwards. See Connecting to the Patient Prism API for the full explanation.

Exporting Pre-Computed Reports (Optional)

Scheduled exports from the Calls Search page give you the raw records. Patient Prism also computes roll-up reporting server-side, and those reports can be exported on a schedule too.

Go to Analyze → Performance and scroll to the reporting table, where each row represents a location with pre-computed values: total new and existing patient opportunities, leads, booked and not-booked counts, missed calls, cancellations, median lead time, and estimated revenue. You can change the aggregate to group by segment, UTM campaign, or referring source instead of location, and the platform's filtering engine lets you build and save complex custom conditions.

Anywhere you see the Export dropdown throughout the platform, you can schedule that table exactly as you see it — useful if you'd rather ingest ready-made metrics instead of (or in addition to) recomputing them from raw data.

Frequently Asked Questions

Can I get call transcripts through Scheduled Exports? No — transcripts are only available through the API. See Connecting to the Patient Prism API.

Can we export data for all locations at once? Yes — as long as the export is created by a Company Admin account and the Locations filter is unchecked, the export covers all locations.

What happens if new columns are added to the platform? It depends on the Columns toggle setting at the time the export was created. See "How the Columns Toggle Works" above.

Does the export include short calls (e.g., under 5 seconds)? Yes, by default you get every call. If you want to exclude them, define a condition on the Calls Search page and enable the Conditions toggle on your export — though we generally recommend exporting everything and filtering in your own application logic.

Who do we contact for help? Reach out to Patient Prism support to create a service account or troubleshoot an export. We're also happy to screen-share and set up your first export with you — it typically takes about 10 minutes.

Was this article helpful?