Heltio has no "download the whole clinic as an archive" feature. Instead there are four separate exports, each one next to the data it concerns. Nearly every real need — a patient request, an inspection, the accountant, a move — is closed by one of them.
How to do it
One patient's data — from their record
Open the patient record and choose Export Patient Data. The dialog explains the scope: "This will generate a complete export of the patient's data including personal information, appointment history, programs, and consent records. This export is GDPR Article 15 compliant."
The choices are Download as JSON and Download as PDF. You hand the PDF to the patient; JSON is for when the patient asks for a format that can be carried elsewhere.
Where the request has been formally registered in the GDPR module, use the Complete and generate export action on the request instead: the copy is created and stored before the request is closed, and the patient downloads it themselves from the privacy centre through a short-lived link. If the copy is not created, the request stays open — deliberately.
Records of processing activities — for the GDPR file
Sidebar → GDPR & Privacy, the Records of Processing Activities card. The Download RoPA (JSON) button generates a document compliant with Article 30 GDPR, named after the download date.
Audit log — for inspections and explanations
Sidebar → Audit Log. Set the filters, then Export and pick JSON or CSV. The export covers exactly what you see after filtering — so narrow the date range first and download afterwards.
Appointments — for a spreadsheet
The appointment list, select the rows, Export CSV. The dialog shows how many appointments will go into the file. The cap is 1000 appointments per export, and the file gets an encoding marker Excel understands, so Polish characters open correctly without fighting the text-import wizard.
What does not exist
Worth knowing before you build a process on it:
- There is no whole-clinic export — no single file with patients, appointments, finances and configuration at once.
- There is no invoice-list export. The Export CSV button on the invoice list exists, but answers with CSV export is coming soon. Data for the accountant comes out of the tax report, not that list.
- There is no export schedule and no delivery of files to a given address. Every export is started by a person.
Settlement with payers has its own routes, described in their own articles: NFZ export and feed and JPK tax report.
When something does not work
No records to export
What this means: The audit log filters returned not a single row — most often too narrow a date range.
Export failed
What this means: File generation was interrupted on the server side.
Maximum 1000 appointments per export.
What this means: More appointments were selected than fit in one file.
Failed to export patient data. Please try again.
What this means: Gathering the complete record did not succeed.
Failed to generate RoPA document.
What this means: Generating the records of processing activities was interrupted.
Who has access
Clinic AdminThe records of processing activities, the audit log and the patient record export are reserved for the clinic owner and administrator. The GDPR & Privacy page answers the rest of the team with Access Restricted, and the audit log with Only clinic owners and admins can view the audit log. The appointment export to a spreadsheet is the exception: it only needs the right to view appointments, so reception can run it too.
Every export is itself an event recorded in the audit log — with the name of whoever started it. That is deliberate: downloading a record is processing personal data and has to leave a trace.
Related
- Data subject rights — how to run a patient request from arrival to closure.
- Audit log — what goes into the register and how to read it.
- Data retention — how long the data stays at all.
- JPK tax report — data for the accountant.