Exporting Data

Overview

You can create exports to extract data from ResidencyCAS and share them with other users or import them into other systems. ResidencyCAS comes with a set of preconfigured file exports – including export templates for use with New Innovations and MedHub and the Resume PDF – but you can also configure your own export templates. 

Generating Exports

Creating a New Export Template

For more control over what’s exported, you can create an export template and customize it to include the specific data you need. 

1. From the Settings menu, open the Import/Export section, then select Exports.
2. Click the + icon to create a new export.
3. Select your export type. The most commonly used export types are:
   • Tabular/Spreadsheet, which allows you to select individual pieces of the application you would like exported.
   • PDF, which allows you to customize or omit sections of the application. Application Summary PDFs can be created here. 
     • JSON and File export types are available for more advanced export configurations.  
4. Enter a name for the export file.
5. If applicable, enable the Shared option so that other ResidencyCAS users can run this export.
6. For Tabular/Spreadsheet, in the Columns section, click or drag and drop the fields you want to include in your export. For PDF, in the Contents section, select which sections of the PDF to include. 
7. Under the Schedule section, click the + icon to add a schedule. You can set the frequency, add filters, and select the delivery method as needed.
8. Click Create Export to save your template.
9. After configuring your export template, you can generate the export as described above. 

Exporting the Resume PDF

To export applicants' resumes from the Program Portal, create a batch export and select the Resume PDF option. The following sections are included in the export:

• Contact Information
• Education
• Work Experience
• Research Experience
• Awards
• Presentations and Publications
• Hobbies

Exporting an Application Summary PDF

Creating an Application Summary PDF (i.e., facesheet) can help streamline the interview process by providing faculty a concise overview of key details. 

Perform these steps to export an application summary PDF of selected applicants:

1. Create a new PDF Export template.
2. Under Contents, select Summary.
3. You can now create your Application Summary. Start by adding column groups and title each group. Next, drag and drop the desired fields into the appropriate groups. After you've finished, you can preview the summary PDF by clicking Try It and selecting an applicant. Click Create Export to save the export template.
   
   
4. The template is now available to select when exporting application data from the Application Grid.

Exporting Applicant Data to MedHub and New Innovations

After your applicants match, you can export their data from ResidencyCAS using prebuilt MedHub and New Innovations templates. These templates generate export files which you can then import into your residency management system (RMS).

The process follows the steps for generating batch applicant exports:

1. From the Applications grid, select your matched applicants.
2. Click Export in the bottom menu, then choose the appropriate template. Note that for MedHub, there are two export templates:
   • MedHub-BasicFile: includes basic new resident data such as name, start date, level, etc.
   • MedHub-ResidentBatch: contains additional information you may wish to import after the new resident data
     
     
3. Once the file has been exported, you can import it into your RMS.
   • For MedHub, this process involves downloading a template from within MedHub, opening it in Excel, copying the data from the ResidencyCAS export, and then uploading it back to MedHub. For detailed instructions, visit the MedHub help tab and search for "New Resident Import" or "Resident Batch Demographics Import." Additionally, contact support@medhub.com.
   • For New Innovations, see the support article.  

Important Notes: 

• Your GME office may have specific processes that differ from the steps outlined here or those in MedHub or New Innovations. As a best practice, check with them for guidance.
• These export templates are designed to provide the key data needed for import into your residency management system (RMS). If you require additional resident data, you can create custom exports; however, be sure to consult your RMS vendor to confirm the process.