Data Ownership and Portability

Your practice owns its data. DPC Pro provides tools to export, manage, and maintain full control over your patient information and practice records.

DPC Pro is a platform for managing your practice, not a custodian of your data. You retain full ownership of all patient records, clinical notes, billing information, and other practice data stored in the system. This page covers how to export your data, what happens to your data if you leave DPC Pro, and how data retention and deletion work.

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Your Practice Owns Its Data

All data entered into DPC Pro by your team or your patients belongs to your practice. DPC Pro does not claim ownership of, sell, or monetize your practice data. Your data is used only to provide the DPC Pro service to your practice.

This includes:

• Patient demographics and contact information
• Clinical notes and medical records
• Appointment history
• Membership and billing records
• Documents and uploaded files
• Messages between your team and patients
• Activity logs and audit trails

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Exporting Your Data

DPC Pro provides data export capabilities to support portability, compliance, and your own record-keeping needs. For bulk practice-level exports, see Data Export.

Patient data export (HIPAA Right of Access)

When a patient requests a copy of their records under HIPAA’s Right of Access provision, you can export their complete data from DPC Pro.

1. Navigate to the patient’s record.
2. Select Export Patient Data from the actions menu.
3. Choose which sections to include:
   • Demographics
   • Appointments
   • Clinical notes
   • Prescriptions
   • Billing and memberships
   • Documents (metadata)
   • Access log (who accessed the patient’s records)
4. Select the export format: JSON or CSV.
5. Select Export.
6. The file is downloaded to your computer.

Export is logged

Every patient data export is recorded in the activity log, including who initiated the export, which patient, and which sections were included.

Activity log export

Administrators and Owners can export the audit trail as a CSV file. See Audit Logging for details.

Full practice data export

For a complete export of all practice data, contact the DPC Pro support team. Full exports include all patient records, billing history, clinical notes, documents, and activity logs.

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Data Retention

DPC Pro retains your practice data for as long as your account is active. Data retention practices are designed to meet HIPAA record retention requirements.

• Active data is available in the application at all times.
• Deleted records are soft-deleted (marked as inactive) rather than permanently removed, preserving the audit trail.
• Activity log entries are retained indefinitely and cannot be modified or deleted.

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Data Deletion

If you need to delete specific patient records or request deletion of your practice data:

• Individual patient records can be deactivated by an Administrator or Owner from the patient’s record page. Deactivated records are removed from active views but retained for audit purposes.
• Full account deletion: if you close your DPC Pro account, contact the support team to discuss data deletion timelines and receive a final export of your data before deletion.

Deletion and compliance

Before deleting any patient records, confirm that doing so complies with your state’s medical record retention requirements. Many states require medical records to be retained for a minimum number of years after the last patient encounter.

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Related Pages

• Your Account and Login
• Role-Based Access Control
• HIPAA Compliance and Data Protection
• Audit Logging
• Single Sign-On

Need Help?

For questions about data ownership, export requests, or data deletion, contact the DPC Pro support team at [email protected].