Preparing Clinic Data Exports for Monthly Scorecard Handoff
A practical checklist for office managers sending appointment logs, billing files, and staffing rosters to Lakeway Analytics.
Incomplete exports delay scorecard delivery more often than analysis complexity. Before each monthly handoff, your designated data contact should verify these items:
Appointment logs
Export the full calendar month — not partial weeks. Include appointment ID, scheduled time, check-in timestamp, consultation start, practitioner ID, and status (completed, cancelled, no-show). If your system uses Korean status labels, send a legend mapping them to English or provide a sample row we can confirm with you.
Billing exports
Revenue sections require completed-visit billing records matched to the same month. Separate files for insurance claims and direct-pay visits reduce reconciliation time. Flag any mid-month fee schedule changes in the email body.
Staffing rosters
Provide actual clock-in hours, not scheduled hours, when your timekeeping system supports it. Group staff by role: front desk, nursing, administrative. Practitioner clinical hours are tracked separately from support staff.
File naming convention
We recommend: ClinicName_YYYY-MM_Appointments.csv, same pattern for billing and staffing. Consistent names reduce misfile risk when your clinic sends twelve months of archives over a year.
Secure transfer
Email attachments under 15 MB are acceptable for most clinics. Larger files: request our secure upload link during your scope call. Do not send patient names or resident registration numbers — anonymised IDs suffice for every section we prepare.
Allow five to seven business days from receipt of complete, validated exports to scorecard delivery.