CareStack

What to ask for

Send this to the office. It is written for someone who works in CareStack every day, so there is nothing for you to translate.

• Patient Overview → Print (Print Patient Details): Select All, All Time, saved as PDF. This covers treatments, care notes, prescriptions, claims and the ledger, not perio, documents or images.
• Documents: each completed form and document, downloaded or printed from Docs or the Inbox.
• Images: export from the office’s imaging program (AEKA, Apteryx XVWeb, SOTA Cloud or TigerView) as separate files, DICOM where it is offered.
• Perio Chart: print each exam with the numeric chart and the bleeding and plaque chart included.
• Treatment plans: Download from the Inbox → Tx Plan filter.
• Images the office uploaded straight into the chart, and lab reports: ask how they export them; no vendor path is documented.

Where it is in CareStack

Each of these produces one part of the record. The office does not need to do all of them — only the ones you asked for above.

1. 1

   Most of the chart in one PDF (Print Patient Details)

   Path

   Search for the patient in the Global Search Bar → in Patient Overview click Print at the top (or Menu → Print Patient Details) → Select All (or tick items: Overview, Allergies & Conditions, Medications, Appointments, Treatments, Care Notes, Claims, Receipts, Prescriptions, Pre-Authorizations, Ledger, Statements and the rest) → click "Select time period for printing clinical and billing-related items" → All Time → Print.

   Produces

   One "personalized, printable PDF". Sections with nothing to show print "No data available". Treatments auto-selects every status except Alternative, Hold and Conditions marked N/A. Not included: the perio chart, documents and images.

   Choose

   Select All with All Time. Untick Ledger, Statements, System Transactions, Walkout Report and Receipts if the patient asked for clinical records only.

   CareStack help: Print workflow for various records

2. 2

   One care note with its medical history

   Path

   Global Search → patient → Clinical → Chart → Notes tab → click the completed care note → on the slide-out, the Medical History Form tab → tick Attach to print → Print. A note not yet completed: right-click it → Print → Print with Med Hx. or Print without Med Hx.

   Produces

   "The entire Care Note will be displayed in a new tab with the Allergies, Conditions, and Questionnaire towards the bottom of the page." One note at a time; the browser saves it as PDF.

   Choose

   Print Patient Details with Care Notes ticked for the whole history; this route for one visit with its medical history as it stood.

   CareStack help: Print your care notes with Med Hx form

3. 3

   Documents (scans, uploads, letters, forms)

   Path

   Global Search → patient → Documents (Docs) → select the document (Completed or All tab) → Print → preview → the Print icon. "Documents in an Incomplete stage cannot be printed." Forms and letters: Inbox in the left navigation → Forms filter → select the form → View Form; Docs filter → View Document.

   Produces

   Forms and letters as PDF: "A completed form will open in PDF format, making it easier to view, download, or print." Uploaded scans open one at a time through Print. Multi-select exists for Delete and Share to Patient Portal, not for download.

   Choose

   Inbox → View Form for forms and letters (a PDF). Docs → Print for scans, one at a time, saved as PDF.

   CareStack help: All about managing patient documents

4. 4

   EOBs and ERAs (insurance remittances)

   Path

   Scanned EOBs: System Menu → Insurance Payments → View Documents & History → Documents tab ("You can view all documents related to the insurance claim here. You can perform several actions such as Print, Delete, etc."). Electronic remittances: System Menu → Billing → Electronic Remittance → ERA Postings tab → Filter → Advanced Filters → Patient Name → Search → View → on the ERA slide-out, "Print ERAs, if needed, either all at once or individually for each patient."

   Produces

   Print views. An ERA print carries the patient details, practice information, line-level claim payments and adjustment codes.

   Choose

   Claims and Receipts in Print Patient Details cover the claim history; add the ERA print only for the remittance detail.

   CareStack help: Insurance payment posting

5. 5

   Images and X-rays (AEKA, CareStack’s own imaging)

   Path

   Global Search → patient → on Patient Overview click the AEKA Images quick link → Exams view or Images view → Switch to Multi Select Mode → select the exams or images → Export → choose "Each exam as a single file" or "All images in the exam(s) as separate files" → Proceed. Inside AEKA the same choice reads Exam Layout or Separate Image(s).

   Produces

   Downloaded files. The vendor’s pages do not name the file type. Share via Email → Patient sends the patient a code-protected page with Download All Exams and Download Selected.

   Choose

   "All images in the exam(s) as separate files". Ask CareStack support whether the export is DICOM or JPEG before promising originals.

   CareStack help: Print or export AEKA images

6. 6

   Images and X-rays (Apteryx XVWeb, SOTA Cloud or TigerView)

   Path

   Apteryx XVWeb: username (top right) → About & Help → confirm Export is listed under Account Permissions → open the patient → select the X-rays in the left preview bar → Export (right side) → Download → Archive Format → Image Format → optional Zip Password → Download ("CT images must be downloaded individually and cannot be downloaded as a part of the group"). SOTA Cloud: Export (top right) → Select Images (or Export All Images) → Review Export → choose the format ("PDF, PNG, Dicom, and Jpeg") → Export. TigerView: in the Patients & Images window left-click each image → right-click within the Images section → File → Export → Hard disk/Memory stick, CD/DVD/Blu-ray, DICOM Server or Email.

   Produces

   XVWeb: a ZIP or ISO of JPEG, PNG or DICOM files. SOTA Cloud: files in the chosen format. TigerView: files to a folder or disc, a DICOM send or an email; the file type is not stated.

   Choose

   DICOM wherever the program offers it (XVWeb and SOTA Cloud). Not XVWeb’s Screenshot export.

   CareStack help: Download X-ray in CareStack

7. 7

   Periodontal chart

   Path

   Global Search → patient → hover over Clinical → Perio Chart → open the exam from the grid of previous examinations → Print icon (top right) → choose to include the numeric chart and the bleeding and plaque chart → Print. Repeat for each exam.

   Produces

   A browser print of the graphical chart, with the numeric chart and the bleeding and plaque chart if selected; save it as PDF in the browser. Perio is not one of the Print Patient Details items, and no export of perio values as data is documented.

   Choose

   Always include the numeric chart. Print every past exam, not only the latest.

   CareStack help: Explore perio charting

8. 8

   Treatment plans

   Path

   Global Search → patient → Inbox → Tx Plan filter → select the plan → Download ("download the treatment plan information using the Download button") or Print. From the planner: Clinical → Treatment Planner → select the plan → Present Plan → Present with Fee Details, Present without Fee Details or Present Summary → the Treatment Plan Agreement opens in a new tab → Print.

   Produces

   The plan with phases, dates, codes, tooth and surface, fees, insurance estimate and signature status. The Download’s file type is not stated.

   Choose

   Download from the Inbox for each presented plan.

   CareStack help: Manage patient correspondence (Patient Inbox)

9. 9

   Lab cases

   Path

   System Menu → Lab Cases → All Lab Cases → filter by Patient Name → the three-dot menu → Print → "This opens the lab case in a new tab" → Print again.

   Produces

   The lab case: lab, provider, sent, due and received dates, tooth number, shade, reference number and notes. A lab case has no attachment field, so a lab report the office kept is in Docs.

   CareStack help: Add and manage lab cases

What the office has to ask CareStack (Good Methods Global) for

These cannot be exported from the software itself. If you need them, say so early — the vendor is a second queue.

• A complete export of all patient data. There is no self-serve function; CareStack’s customer agreement (section 7.4) provides one on written request at least 10 days ahead, "in a format selected by CareStack (in its discretion)", billed at its hourly rates, during the term and for 90 days after it ends.
• AEKA’s export file format (DICOM or JPEG) is not documented; confirm with CareStack support.
• Perio measurements as data: none documented.
• Images in locally installed imaging software (Dexis, Carestream, Sidexis, Romexis, Patterson, Ez Dent-i): CareStack only launches the program; the export happens inside it.

You may be able to get some of it yourself

When the office turns it on, the patient portal shows documents the office has shared to it, treatment plans to review and sign, and receipts and statements to download, but not images, clinical notes or the perio chart.