Importing your patients
If you already have patients in another software or a spreadsheet, you don't need to re-enter them one by one. Delta can import your entire patient list from a file in a few clicks.
Supported file formats
If you have more than 10,000 patients, you can split them across multiple files and import each one separately.
Where to get your file
Doctolib allows you to export your patient list as a CSV file. The exported file will typically include names, email addresses, phone numbers, and dates of birth.
Medoucine does not currently offer a self-service export in the Pro dashboard. To get your patient list, send a request to their support team at service@medoucine.com — they will send you your client file.
Most practice management platforms (appointment booking software, electronic health records, etc.) allow you to export your patient list. Look for an "Export" or "Download" button in the patient section. If the platform offers multiple formats, choose CSV or Excel.
If you maintain your patient list in Excel or Google Sheets, you can import it directly. Just make sure:
- Each row is one patient.
- There is a column for the first name and a column for the last name (at minimum).
- The first row ideally contains column headers describing each column in a few words (e.g. "Name", "Date of birth", "Phone"). Don't worry about the exact wording — Delta's AI will understand what each column means.
Getting your file ready:
- Excel: you can use your .xlsx file directly — no conversion needed.
- Google Sheets: go to File → Download → Comma-separated values (.csv).
Tip: Don't worry about the column order or naming — Delta will automatically detect what each column contains.
How to import — step by step
Upload your file
Go to Patients, then click Import Patients. Drag and drop your file onto the upload area, or click Choose a file to select it from your computer.
Review column mapping
Delta uses AI to automatically detect what each column represents (first name, last name, email, etc.). Check that the dropdowns are correct and adjust any that need changing. Columns you don't need can be set to — Ignore —.
Date format (if applicable)
If your file contains dates of birth, Delta needs to know how they are formatted — for example, does "03/04/1990" mean April 3rd or March 4th? In most cases, the format is detected automatically. If the dates are ambiguous, you'll be asked to select the format from a dropdown.
Start the import
Click Import. Delta will process all the rows in your file — creating new patients, filling in missing data on existing ones, and skipping duplicates.
Review similar patients (if needed)
If Delta finds patients that could match someone already in your account but with a different date of birth, you'll be asked to review each case. For each match, you can choose to:
- Merge — fill missing fields on the existing patient.
- Import as new — create a separate patient record.
- Skip — do nothing with this row.
View results
A summary shows how many patients were imported (new), updated (missing data filled), skipped (already existed), and how many errors occurred (e.g. missing name). You can expand each section for details.
What fields can I import?
Any column in your file that doesn't match one of these fields can be safely ignored during import.
How duplicates are handled
Automatic duplicate detection
If a patient from your file already exists in Delta (same name), they are automatically recognized. Only missing information is filled in — nothing is overwritten.
Spelling variations handled
"Jean-Pierre" and "Jean Pierre", or "Héloïse" and "Heloise" — Delta recognizes these as the same person. No manual review needed.
Conflicting dates of birth trigger a review
If two people share the same name but have different dates of birth, Delta will ask you to review them manually — they are likely different people.
Important: Delta never overwrites your existing data. If a patient already has an email address in Delta and your file contains a different one, Delta keeps the one already in Delta. Only empty fields are filled.
Importing multiple times
You can safely import the same file (or an updated version) multiple times. Delta will skip patients that already exist, fill in any new information that wasn't there before, and import only the genuinely new patients.
This is useful if you continue using another software alongside Delta and want to periodically add new patients.
Frequently asked questions
Delta handles encoding issues automatically. Whether your file uses UTF-8, Windows encoding, or contains characters like "é", "ö", or "ñ", they will be displayed correctly.
No problem — the automatic detection is just a starting point. You can change any dropdown on the mapping screen before starting the import.
There is no bulk undo. Once patients are imported, they are regular patients in your account. You can delete them individually from the patient detail page if needed.
No. Delta processes each row independently. Rows missing a first name or last name will be marked as errors, but all other valid rows will be imported normally.
No, only CSV (.csv) and Excel (.xlsx) files are supported. If your data is in another format, you can copy it into a spreadsheet (Excel or Google Sheets) and save it as CSV or XLSX.
Delta understands common labels in both French and English: "Homme", "Femme", "Male", "Female", "M", "F", and more. Unknown or unrecognized values are set to "Unknown" — you can always update them later on the patient's profile.
If Delta finds multiple patients with the same name, it uses dates of birth to tell them apart. If the date of birth from your file matches one specific patient, the merge happens with the right one. If it can't tell which one is correct, it will ask you to choose.
Your file is stored securely and used only for processing the import. Other users cannot see your file or your patient data.