Exporting a debrief, and where it goes

Export stays closed until every coaching note in the debrief is marked reviewed. That is the whole design: the extraction is a draft, and you are the one who decides what it says. Open each note, correct anything that is wrong, and confirm it. The export options open once the last one is confirmed.

Editing is not a workaround for a bad draft. If a field is wrong, change it. What you sign off is what the record shows.

PDF is the readable copy: the assessment laid out as your program’s form, suitable for filing or sending on.

Excel is the structured copy: an .xlsx summary plus a Fields sheet containing form-specific field keys, labels and values. The debrief opens in Excel, Google Sheets or Numbers and can be filed, sorted, or handed to your program administrator. Whether your assessment system can take the file in directly depends on that system. Ask your program before you rely on it.

Email is what Save & send does: it mails the finished PDF to the people your send preferences name. By default that is you, at your own verified address, and the preceptor named in the debrief. Your copy is the PDF plus your private self-rating where you recorded one. The preceptor receives the reviewed PDF. Your program office can receive another PDF copy if configured. Transcripts and audio are not emailed.

You control all three in Settings, unless your program has set a policy, and every address is looked up on our side, from your profile, the preceptor’s roster record, or your program’s configuration. You cannot type one in. A preceptor can also tell us to stop their copies for good, and sends will skip them.

After reviewing every note, choose Prepare system handoff. You can copy the complete text or individual fields and download text, field CSV or versioned JSON. Preparation releases the reviewed notes to authorized DebriefMD leadership, just like downloading a PDF. It sends nothing to an external platform.

CSV guards formula-like cells with a leading apostrophe; use JSON or text for exact literal values. Match the destination form, author and rating options before filing. These files are portable handoffs, not verified vendor import templates.

Platform compatibility and connector requirements

Your self-ratings reach nobody but you. Your own emailed copy includes them when you rated yourself, because they are yours; they are never in the PDF, the spreadsheet, or anything sent to your preceptor or your program, whatever your send preferences say. They exist to preserve your own read of the encounter, taken before you saw the feedback.

Contextual privacy processing must finish before export. Identifier removal can still miss details: review and remove any remaining patient identifiers before approving a note. Handoff files contain neither the transcript nor model evidence.

Exporting is not the same as notifying. When an assessment becomes ready, DebriefMD emails you and any notification contacts your program has configured. Those emails say an assessment exists. They never carry the recording, the transcript, or the assessment content.

The preceptor is not emailed at this point. The only message they receive is the coaching note you send them from the review screen, after you have read it.

Downloads and email copies do not give your program access. Authorized program and home-site leadership can read reviewed notes in DebriefMD only after you choose Share with programon the review screen and confirm. They do not receive your private self-reflection, transcript or recording through that view.

Audio is deleted after 30 days. The de-identified transcript and the assessment stay until you delete them, so exporting later is always possible, but the recording behind it will be gone. These export options do not include audio.

Try once more first, because most export failures are momentary. If it fails again, tell us rather than re-recording anything. Your debrief is safe, and a failed export changes nothing about it.