In Action · The bigger jobs
Send me all our leads
“Can you export all the enquiries from the last six months?”
A request to export enquiry data sounds administrative, but it moves names, phone numbers and often medical details out of a system with access controls and into a spreadsheet that can end up anywhere. There's no tool here to do this automatically — every step, from confirming the requester is actually entitled to the data to deleting the working copy afterward, is a deliberate manual discipline, because the handling rules matter more than the mechanics of the export itself.
A routine-sounding request that moves patient enquiry data — names, phone numbers, and often the procedure someone asked about — out of a system with access control and into a spreadsheet in an email. The export is clerical; the handling is not, and there is no tooling here to make either safer.
- Establish what is actually being asked for, and why. A date range, which fields, and what the client intends to do with it. “All our leads” is rarely what is needed and is the widest possible export of the most sensitive data on the site.
- Establish where the data lives. The form plugin’s own submission store, a CRM, an email inbox, a booking system, or several at once. Multiple sources mean duplicates, and a deduplicated export is a different job from a dump.
- [manual] Confirm the requester is entitled to it. Someone at the practice with authority over patient data, not whoever emailed. This is the step that gets skipped because the request looks administrative, and it is the only step protecting the data.
- [manual] Export from each source over the date range, with only the fields asked for. Fewer fields is strictly better: a procedure interest attached to a name is health information, and if the request does not need it, it should not be in the file.
- [manual] Deliver it in a way that does not leave patient data in an inbox forever. A shared drive with access control, or a link that expires — not an attachment to a reply-all thread. Then delete your own working copy.
- Record what was exported, to whom, and when, in the ticket and the activity log. This is the only record that the export happened, and it is the first thing anyone asks for afterwards.
What building a tool here would need
Nothing in this procedure is automated today, and step 4 is the only part a tool could sensibly take: read a form plugin’s submissions over an authenticated API for a date range and emit a field-limited CSV. Steps 3, 5 and 6 should stay human — an automated export path for patient data is a liability, not a convenience. Recorded here rather than in a backlog because this is where anyone doing the work will look.
What this does not cover
All of it, and this scenario exists to say so. There is no lead-export tool here: no skill reads a form plugin's stored submissions, a CRM, or a booking system, so every step below is done by hand in whatever system holds the data. It is written down anyway because the handling rules are the part that matters, and those are the same every time regardless of where the data lives.