28 Oct 2026
Switching day, solved: import your patient list from Excel and keep record numbers that look like yours
Moving from another system or a spreadsheet no longer means retyping charts. Upload a CSV or Excel file of up to 5,000 patients, check every row before anything is saved, keep your HN numbers, and give new patients your own prefix, like SMILE-000042.
Before → after
In plain terms: the hardest part of changing clinic software was never learning new screens. It was the patient list — thousands of names in an old system or an Excel file nobody wants to retype. That part now takes minutes, and nothing is saved until you have looked at the result.
Three steps, nothing saved until step three
- Choose a file — CSV or Excel (.xlsx), one patient per row, column names in the first row. Up to 5,000 patients per file. Starting from scratch? Download the template.
- Match the columns — MCS guesses what each column holds and shows examples from your own file. Fix any guess, say how dates of birth are written, and leave out columns you don't need.
- Check, then import — see who will be added, who will be skipped and why, and which rows carry a note. Only then press Import, and download the report to keep a record.
Your spreadsheet is messy. That's fine.
| What's in your file | What MCS does |
|---|---|
📱 812345678 — Excel ate the leading zero | Puts it back as 0812345678 and notes the change |
| 🇹🇭 Headers in Thai: ชื่อ, นามสกุล, เบอร์โทร, วันเกิด, แพ้ยา | Recognised and matched, the same as English ones |
👤 นางสาวสมใจ or Mr. Somchai | The title is dropped, so the name is filed as the name |
📅 Born 15/03/2533 | Read as a Buddhist-era year and saved as 15 March 1990 |
💊 Allergies: ไม่มี, NKDA or - | Saved with no allergies on file — not as an allergy called "none" |
| 👪 Mother and son share one phone number | Both are added, with a note, because families often do |
| 🔁 Someone who is already your patient | Skipped and named, matched on record number, email or phone with the same first name, or name and date of birth |
| 🗂️ Someone you archived last year | Skipped, with a hint to restore them from the registry instead |
Record numbers that look like yours
Already have HN numbers? Map the column — even one headed เลข HN — and every imported patient keeps their number exactly as it is, so labels, forms and referrals stay valid.
New patients now get tidy numbers that run in order and can be read out over the phone. Want your own letters in front? Set a prefix of 2 to 6 capital letters or digits in Settings → Patient record numbers:
MRN-000041 → SMILE-000042
Numbers already given out never change; the count simply carries on with the new prefix.
Operational payoff
Real data on day one
Reception books existing patients from the first morning instead of creating duplicates at the desk.
No duplicate charts
People you already have are caught before anything is written, not cleaned up a month later.
A paper trail
The downloadable report lists every skipped row and why — useful when someone asks "where did Mrs. Lee go?"
Admins only
Importing creates many records at once, so it is limited to clinic admins and the roles they allow.
What we deliberately don't import
Consents. A consent is a patient's own signature on a specific form, and a row in a spreadsheet can't prove that. Record consents with each patient at their next visit, and the chart keeps them properly.
Switching tip: export phone and email columns along with names. Duplicates are caught on record number, on email or phone together with the first name, or on name and date of birth — the more of these your file has, the fewer slip through. Rather not do it yourself? We import your patients for you.
Comments
Ask us anything about this update
Get started
Schedules, charts, and pipeline — in one workspace.
Prefer a human conversation first? Talk to our team.
- Free 7-day trial
- Free setup call
- We import your patients for you