An authorised account contact can cancel your PracSuite subscription by emailing: accounts@smartsoft.com.au
If you cancel your PracSuite subscription, it is important to note that your data will be permanently deleted from our servers between 31 and 90 days after your subscription ends as per our Terms of Service.
If you require access to your PracSuite data, you have the following options:
1. Patient Data Export Service
Smartsoft can provide a one-off export of your patient data for a fee, which reflects the cost of delivering this service. To receive a quote, please contact Smartsoft—pricing is based on the size and complexity of your data.
The data export includes:
Clinical Notes: Exported as a single PDF file per practitioner, per patient.
Patient File Attachments: Provided in their original file formats.
Other Patient Data: Supplied in a machine-readable, industry-standard XML format. This format is designed for importing into another IT system and is not intended to be human-readable without such a system.
If you plan to use this export to migrate data to a new IT system, it is your responsibility to consult with your new vendor about any limitations on their end. This includes understanding how such limitations may impact your legal and compliance obligations with regulatory bodies such as AHPRA and the ATO in relation to record-keeping requirements.
Please note that the export will include only the data present in PracSuite at the time of extraction. Any data entered after the export will not be included. The service covers a single export; additional exports will incur further charges.
The format of the clinical note export is outlined in the images below, which you can click to enlarge:
The format of the attachment export is outlined in the image below, which you can click to enlarge:
Along with the XML data export, you should also consider exporting report data from PracSuite in CSV or Excel format. Some key reports include:
Billing > Account Balance (both Detailed and Summary versions)
2. Read-Only PracSuite Archival Access
If you no longer require full access to PracSuite but still need to view your data within the system, often due to ongoing legal and compliance obligations, we offer a Read-Only PracSuite Archival Access service. This allows you to access your existing data through the familiar PracSuite interface without the ability to add or modify any records.
This service is offered at a reduced rate compared to a full PracSuite subscription. Pricing is determined by the volume of data in your system. To obtain a quote, please contact our Business Care team.
3. Maintain Your PracSuite Subscription
If you need ongoing access to make changes within PracSuite, such as continuing to manage outstanding payments or requiring additional time to complete your migration to another system, you may need to maintain your active PracSuite subscription.
While you may reduce the number of active practitioner subscriptions during this period, a fair use policy may apply. This policy takes into account the total volume of data stored in your PracSuite system, which Smartsoft continues to host and maintain on your behalf.
If you wish to discuss these options further, please call us on 1800 181 820 and dial 2 at the menu, or email: sales@pracsuite.com