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How to Export Your Patient List from SystmOne

This article provides step-by-step instructions for exporting your patient list from SystmOne. 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 SystmOne.

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.

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: Run or Select a Report

  1. Navigate to Clinical Reporting from the SystmOne main menu.
  2. In the Reports Tree in the left-hand pane, select the relevant report — for example, a search that returns your registered patient population.
  3. Run the report.
  4. Once complete, a green tick will appear in the flag column next to the report.

Step 2: View the Patient List

  1. Right-click on the completed report.
  2. Select Show Patients — this displays the list of patients returned by the report.

Step 3: Configure the Output Columns

  1. From the report toolbar, select Configure Output.
  2. In the Report Output Configuration screen, locate the Outputs box on the left.
  3. Click the yellow plus (+) icon to add a data category.
  4. Select Demographics, then in the Columns box at the bottom right, click the yellow plus icon to add the following required fields:
    • NHS Number
    • First Name
    • Surname
    • Date of Birth
    • Mobile Telephone Number
    • Home Telephone Number
    • Address / Postcode
  5. If you need Usual GP details, add a second output category: Registration Details, then add Usual GP (Type) and Full Name (Format).
  6. Click OK once all required columns are configured.

Step 4: Generate and Export the Report

  1. On the output screen, click Select Output.
  2. Choose Ad-Hoc Report Output and click OK.
  3. The report will generate with all the columns you selected.
  4. Review the data to confirm all required columns are present and populated.
  5. Click Save All Pages to CSV to export the patient list as a CSV file.
  6. Save the file to a secure NHS-approved location — your encrypted drive or NHS shared server.
  7. Do not save the file to a personal device or an unencrypted location.

Step 5: Format the CSV if Required

Depending on QuantumLoopAI's specific requirements at the time of your onboarding, you may be asked to reformat the CSV so it contains only certain columns. Common formats include:

  • Column A: NHS Number (10 digits)
  • Column B: Date of Birth (in DD/MM/YYYY or YYYY-MM-DD format)

If you are asked to remove the header row, do so before saving. Your account manager will confirm the required format when they request the file.

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 CSV file to the SharePoint link provided.
  3. Notify your account manager once the upload is complete.

Troubleshooting

I cannot find the Clinical Reporting option in SystmOne. Clinical Reporting is accessible from the SystmOne main menu. If you cannot see it, you may not have the required permissions. Contact your Clinical System Administrator to request access.

The report is not returning all registered patients. Check which report or search you selected in the Reports Tree. Ensure the search is configured to return your full currently registered patient population, not a filtered subset. Speak to your Clinical System Administrator if you are unsure which report to use.

Some columns are missing or empty in the exported CSV. Return to the Configure Output screen and check that all required fields have been added correctly. Ensure the report has been re-run after adding the new columns before exporting.

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.

The CSV file needs formatting but I am not sure how. Your account manager will confirm the required format. Common requirements are to retain only the NHS Number and Date of Birth columns and to remove the header row. Save as a .csv file once formatted.

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.

Do I need special permissions in SystmOne to run this export? You need access to Clinical Reporting in SystmOne. If you do not have this access, contact your Clinical System Administrator to request it.

Which version of SystmOne do these instructions apply to? These instructions apply to the standard SystmOne desktop application. If your version looks different or the options described are not visible, contact your Clinical System Administrator for guidance.