From Paper and Excel to Digital Patient Records

Importing Your Patient List from Excel

Save your spreadsheet as a CSV file in Excel by choosing File, Save As. The platform reads values separated by commas or by semicolons, so the separator your copy of Excel uses makes no difference.

Open the import under Settings, on the Patient data tab. Once you select the file, the platform reads the column headings, shows which column maps to which field, and previews the first rows exactly as they will be saved. Nothing is added until you confirm the import.

Select the record template for the new patients on the same screen. If you chose your specialty during registration, the matching template is ready from day one.

The same screen also offers a sample file with the headings the platform expects and one example row, which you delete before importing.

Column Headings in Albanian, English, or Italian

Column headings can be written in Albanian, English, or Italian. Capital letters, accents, and punctuation make no difference, so Datëlindja and datelindja are read the same way. First name and last name are required; every other column is optional.

Columns the platform does not recognize are ignored rather than imported into the wrong field. If a heading is matched incorrectly, you can change it by hand before importing.

• First name: Emri, First name, Name, Given name, Nome
• Last name: Mbiemri, Last name, Surname, Family name, Cognome
• Date of birth: Datëlindja, Data e lindjes, Date of birth, DOB, Birthdate, Born
• Gender: Gjinia, Gender, Sex
• Phone: Telefoni, Telefon, Tel, Numri, Phone, Mobile
• Email: Email, E-mail, Posta, Mail

Dates, Gender, and Rows That Are Left Out

Dates of birth can be written as 31.12.1980, 31/12/1980, or 1980-12-31. The day is read first, as dates are usually written in Albania and Kosovo, unless the file's own dates show that the month comes first. A file that mixes both orders is refused as a whole, before anything is saved.

A patient with no date of birth is imported without one. A row with no first name or last name, or with an unreadable date of birth, is left out and listed by its row number. You can then correct it in Excel and import the file again. The platform never guesses a date, because a wrong birth date on a patient record is worse than a blank field.

Gender is read from M, F, Mashkull, Femër, Burrë, Grua, Male, or Female, while NB, Non-binary, and Jobinar are stored as non-binary. Any other value is stored as not disclosed. A phone number that is too long or an email address that is not recognized is left off, but the patient is still imported and you receive a note for that row.

Each file holds up to 5,000 rows, so split a longer list into several files. If you import the same file twice, for example after a dropped connection, patients already on file are not added again. They are matched by name and date of birth or, when the date of birth is missing, by name and phone. Your five most recent imports are listed under Previous imports.

Consent to Contact Is Never Imported

Patients brought in from an old spreadsheet are marked as not having agreed to be contacted, because a column in Excel is no proof that a patient agreed. Until consent is recorded on their patient record, the platform sends them no email, whether a check-up reminder or an announcement.

Ask each patient for consent when they come in for a visit, and record it on their patient record that same day. The list of patients you can contact then grows with every visit.

Scanning Paper Files at Your Own Pace

There is no need to scan every folder before you start. Scan a patient's paper file when they return for a visit, and attach it to their patient record.

Each patient record accepts PDFs, photos (JPG, PNG, WebP, or HEIC from an iPhone), and DICOM files, up to 4 MB each. A referral letter or lab result photographed with a phone is enough. Password-protected PDFs are not accepted: print the file to a new PDF and upload that copy.

Large scans, such as a CBCT study or a panoramic X-ray, are not uploaded as files. They stay where they are stored, for example in Google Drive, and the record keeps a named link to each one.

An old signature on paper can be photographed and added to the record. The platform removes the background automatically and keeps only the ink, and the signature is labeled as imported from a paper document.

Your Data, Ready to Download at Any Time

Moving to a new platform should be reversible. Under Settings, on the same tab, you can download everything your clinic keeps in Medical Solutions as a single ZIP file. If you only need the patient list, download it as a spreadsheet that opens in Excel.

Both downloads remain available when the clinic has no active subscription, in which case they appear on the payment page. Every full download is recorded in the activity log, and the clinic is asked by email to confirm that it started the download.

• Every patient's details, as a spreadsheet and as JSON
• Every patient record, prescription, and offer, as a PDF
• Calendar appointments, as a spreadsheet
• Uploaded files, plus photos, drawings, and signatures at full resolution
• Links to scans stored outside the platform

Your First Week, Day by Day

Follow this order, and your clinic keeps working normally while it switches:

• Day 1: Register your clinic, choose your specialty, and complete the clinic profile with the logo and contact details that print on prescriptions and offers.
• Day 2: Add your doctors, services, and price list.
• Day 3: Save the patient list from Excel as a CSV file and import it.
• Days 4 and 5: Add new appointments to the calendar. New patients can be booked by name alone, before their record exists.
• Throughout the week: Create a full patient record for every patient who comes in, and scan their paper file.