Electronic Health Information (EHI) Export Policy

1. Purpose

This policy establishes the terms, conditions, and fees associated with the export of Electronic Health Information (“EHI”) maintained by [Your Company Name], in accordance with applicable federal law, including the 21st Century Cures Act and implementing regulations.

2. Scope of EHI Export

Upon a valid request, [Your Company Name] will provide an export of EHI contained within its system, which may include, as applicable:

  • Patient demographic information
  • Clinical documentation and chart notes
  • Scanned documents and file-based records (e.g., PDF, images)
  • Orders, results, and encounter data
  • Billing and insurance information maintained as part of the designated record set
  • Historical and prior versions of records, where retained

EHI exports are provided as complete datasets to ensure integrity, consistency, and compliance.

3. Standard Export Method

EHI exports are generated using standardized system processes designed to:

  • Preserve data completeness and fidelity
  • Maintain referential integrity across datasets
  • Ensure consistent and auditable output

Accordingly, standard exports are produced as full dataset extracts.
Requests for partial datasets, including but not limited to date-range limitations, filtering, or selective extraction, are not part of the standard export process.

Such requests are treated as custom services under Section 6.

4. Export Format

EHI will be provided in computable, machine-readable formats, which may include:

  • JSON or NDJSON (newline-delimited JSON)
  • XML
  • CSV (where applicable)
  • File directories containing associated documents

A manifest, index, or data dictionary will be provided to describe file structure and relationships.

[Your Company Name] does not guarantee compatibility with any specific third-party system.

5. Fees and Charges

5.1 Minimum Processing Fee

All EHI export requests are subject to a minimum processing fee of $1,200.

This fee reflects the baseline operational requirements necessary to:

  • Configure and initiate the export process
  • Allocate system and infrastructure resources
  • Perform validation and integrity checks
  • Prepare and package data for secure delivery

This minimum fee applies regardless of dataset size.

5.2 Additional Processing Fees

For exports requiring increased system utilization, extended processing time, or significant data staging, additional fees will apply.

Such fees are determined based on:

  • Engineering and operational time required
  • System processing workload
  • Temporary data storage and staging requirements
  • Data transfer and delivery mechanisms

Large-scale exports may result in total fees exceeding $5,000 and, in certain cases, $20,000 or more, depending on actual resource utilization.

5.3 Custom Services

Requests that deviate from the standard export process, including but not limited to:

  • Date-range restrictions
  • Selective dataset extraction
  • Data transformation or reformatting
  • Special delivery requirements

will be treated as custom services and are billed separately at the following rates:

Service Rate
Engineering / Technical Services $150 – $300 per hour

A written estimate will be provided upon request.

6. Fee Principles and Compliance

All fees charged under this policy:

  • Are reasonable and cost-based
  • Reflect the actual effort and infrastructure resources required
  • Are applied consistently across all clients
  • Are not based on the number of patients, records, or any decision to transition systems

Fees are intended solely to recover the costs associated with fulfilling the export request and are not designed to restrict or discourage access to EHI.

7. Delivery and Media

EHI exports will be delivered via secure methods, which may include:

  • Secure electronic transfer
  • Encrypted physical media
  • Other mutually agreed secure delivery mechanisms

Costs associated with physical media and shipping may be included where applicable.

8. Processing Time

Export timelines are dependent on:

  • Data volume and complexity
  • System processing requirements
  • Resource availability

[Your Company Name] will make reasonable efforts to complete exports within a commercially reasonable timeframe.

9. Limitations and Responsibilities

EHI exports are provided:

  • As complete, raw datasets
  • Without guarantee of normalization or deduplication
  • Without obligation to tailor output for specific third-party ingestion requirements

The requesting party is solely responsible for:

  • Interpreting the data
  • Importing data into another system
  • Managing multiple versions of records

10. Client Options

Clients may request:

  • Phased or batched exports
  • Alternative delivery approaches
  • Custom export configurations (subject to additional fees)

Such requests may impact both cost and delivery timelines.

11. Contact

All export requests and inquiries should be directed to:

[Your Contact Information]