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How to Export Your Patient List from EMIS Web

This article provides step-by-step instructions for exporting your patient list from EMIS Web. The export is a one-time requirement during onboarding and is used to initialise EMMA's Caller ID feature.

Purpose of This Article

During onboarding, QuantumLoopAI asks for a one-time export of your patient list from your clinical system. This is used to initialise the Caller ID feature, which allows EMMA to recognise and validate patients more quickly when they call. This article explains how to complete the export from EMIS Web.

Main Content

Why the Patient List Is Needed

The patient list export is a one-time process. It is used to initialise EMMA's Caller ID feature, which speeds up patient identification at the start of each call before the live PDS lookup takes place.

After go-live, all new patients are handled automatically through live PDS validation on every call. You do not need to provide updated patient lists as your list changes.

If your Data Protection Officer (DPO) or IG lead prefers to go live without the patient list upload, EMMA will still operate normally using live PDS validation only. Caller ID can be activated at any point afterwards.

Before You Start: Permissions

You will need Role-Based Access Control (RBAC) permissions in EMIS Web to run Population Reporting and export identifiable patient data.

If you do not have these permissions, contact your practice's Clinical System Administrator or IG lead to request Reporting access before attempting the export.

Data Security

The completed file must be saved to a secure, NHS-approved location — your encrypted drive or NHS shared server. QuantumLoopAI will provide a secure, password-protected Microsoft SharePoint link for you to upload the file. The file is then imported into QuantumLoopAI's secure encrypted database and the temporary SharePoint file is deleted. All data is stored within Microsoft Azure UK data centres and governed under DTAC, DPIA, and DSPT certifications.

Step-by-Step Instructions

Step 1: Confirm Your Permissions

  1. Confirm you have RBAC permissions to run Population Reporting and export identifiable patient data in EMIS Web.
  2. If you are unsure, check with your Clinical System Administrator or IG lead.
  3. If you do not have the required permissions, ask your administrator or Caldicott Guardian to grant you Reporting access before proceeding.

Step 2: Run a Patient List Search

  1. In EMIS Web, go to Reporting then Population Reporting.
  2. Right-click on Population Reporting and select New Patient Search.
  3. Build a simple search using the following criteria:
    • Registration Status: Currently Registered
  4. Save the search.

This will return your full active patient list.

Step 3: Create a Report with the Required Fields

  1. Right-click on your saved search and select Create Report.
  2. Add the following fields from the Patient or Demographics category:
    • Title
    • Forename (First Names)
    • Surname
    • Date of Birth
    • Postcode
    • Telephone Number 1 (Mobile)
    • Telephone Number 2 (Home number — optional but recommended)
    • NHS Number (optional)
    • Vulnerable VIP Patient (Y/N)
  3. Save the report.

Step 4: Run the Report

  1. Right-click on the saved report and select Run Report.
  2. Once the report has run, your patient list will be displayed in EMIS Web with the fields you configured.

Step 5: Export to Excel or CSV

  1. With the report open, click Export in the top toolbar.
  2. Choose Excel (.xlsx) or CSV as your export format.
  3. Save the file to a secure NHS-approved location — your encrypted drive or NHS shared server.
  4. Do not save the file to a personal device or an unencrypted location.

Step 6: Submit the File to QuantumLoopAI

  1. Your account manager or the QuantumLoopAI onboarding team will provide a secure, password-protected Microsoft SharePoint upload link.
  2. Upload the exported file to the SharePoint link provided.
  3. Notify your account manager once the upload is complete.

Troubleshooting

I cannot find the Population Reporting option in EMIS Web. This option is only visible to users with the correct RBAC permissions. Contact your Clinical System Administrator or IG lead and ask them to grant you Reporting access in EMIS Web.

The Vulnerable VIP Patient field is not available in my report. This field may not be available in all EMIS Web configurations. If you cannot add it, proceed without it and note this when submitting the file to QuantumLoopAI.

The export file is very large. This is expected for practices with a large patient population. Ensure you save the file to your encrypted drive or NHS shared server before uploading. Do not email the file directly.

I am not sure where to upload the file. QuantumLoopAI will send you a secure SharePoint upload link. If you have not received it, contact your account manager or email support@quantumloopai.com.

Our DPO has concerns about sharing the patient list. The patient list upload is optional. EMMA can go live using live PDS validation only. Contact your account manager to discuss proceeding without the Caller ID initialisation. Caller ID can be activated at any point after go-live.

FAQs

Is the patient list export a recurring requirement? No. This is a one-time export used to initialise Caller ID. After go-live, all patients are handled through live PDS validation on every call. You do not need to re-export your patient list when it changes.

What happens to the file once it is uploaded? QuantumLoopAI imports the file into their secure, encrypted database. The temporary SharePoint file is then deleted. All data is stored within Microsoft Azure UK data centres under DTAC, DPIA, and DSPT certifications.

Can we go live without providing the patient list? Yes. If your DPO or IG lead prefers not to share the patient list, EMMA will still work normally using live PDS validation. Caller ID can be added at a later date.

Which EMIS Web version does this work with? These instructions apply to EMIS Web with standard SIRO-approved reporting permissions. If your version looks different or the options described are not visible, contact your Clinical System Administrator.

Can the export include only certain patients rather than the full list? QuantumLoopAI requires your full currently registered patient population for the Caller ID initialisation. If you have specific data governance concerns, speak to your account manager before proceeding.