How to export your case log for credentialing

Can a good export rescue a log you never kept?

Case volume requests are retrospective. They ask what you did over a period that has happened, which means the work of answering them was done — or not done — months earlier. There is no version of this where a good export rescues a log that was never kept.

The second problem is access. An institutional log belongs to the institution. The account that reads it usually stops working at the end of training or the end of a rotation. Keeping your own copy is not a redundancy; it is the only copy that is still yours in five years.

What does a credentialing office usually want?

Requirements vary by institution and by the privilege being requested. The only reliable move is to ask the office what it needs before you build anything. The recurring shape, though, is a period, a set of totals, and enough detail to see how the totals were reached.

That shape is worth knowing because it tells you what to keep. The date of each case, what kind of case it was, and what your role was. A tally with no dates behind it answers a question nobody asked.

What does Capnolog produce today?

Pick a period — the last 7 days, the last 30, a single month, a custom date range, or all cases. The export screen then builds two documents from the same record. One is a full case record as a CSV, one row per case. The other is a personal record PDF that summarises the period and then lists the cases behind it.

The PDF is laid out the way the request tends to arrive: what this covers, totals by category, and the cases in the period. It states where the requirements it counts against come from, the known limits of the count, and a plain statement about what the document is. Both files are free, and both are built on the phone from the log you already have.

Availability today: anesthesiology, plus all five anesthesia fellowship frameworks. A neurological surgery install exports its own case CSV but is not offered the record documents. Its entry surface is CPT-coded and has no taxonomy columns to summarise. A button whose outcome is “unsupported” is worse than offering nothing.

Does the export count as verification?

It is a self-maintained personal record. It carries no seal, no signature line, and no attestation, and it never says that anyone has checked it — because nobody has. Verification is something an institution does, and only the institution can do it.

So the file is evidence you brought, not evidence someone else certified. That is genuinely useful for a request that begins “tell us roughly what you have done”. It is not a substitute for whatever primary-source process the office runs. Treat a number in your own log as your count, not as an ACGME acceptance. The official case log still lives on the ACGME's own site, and submitting there is a separate step you do yourself.

One counting limit is worth stating plainly because it can move a total in the wrong direction. Where a requirement is written in unique patients, ACGME counts unique patients; Capnolog counts the encounters you logged. If you saw the same patient on three days and logged three encounters, those are three rows here and one patient there. The packet prints the limitation on the page rather than leaving you to discover it.

What should you export before you graduate?

The last week of training is the worst possible time to discover what you cannot get back. The app has a “before you graduate” list for exactly this. It includes the full case CSV, the personal record PDF, an insights report, and an encrypted backup, built together. That way the record survives the account, the phone, and the institution.

Do it early enough that a missing case is still fixable. A gap found in June is a memory; a gap found in August is a hole.

What would we tell a resident with a request due Friday?

Export the range they asked for, read the PDF before you send it, and tell the office what it is. It is your own dated record of what you logged, with the counting rules printed on it. Then ask them what else they need, rather than guessing.

If the range comes back thinner than you expected, that is information too. It is the same gap your progress screen has been holding all year, just discovered by someone else first.