DMS use cases in medical and therapy practices

Whether a GP’s office, physiotherapy, or dental practice: Every day generates stacks of findings, invoices, and privacy‑sensitive documents. A modern document management system (DMS) streamlines your workflows, increases patient satisfaction, and helps you meet legal deadlines with ease.

Digital patient file and findings delivery

Challenge
Paper files fill storage rooms, findings are scattered, and searches take too long in urgent cases.

DMS solution

• Each patient gets a digital folder including findings, lab values, imaging, and correspondence.
• Full‑text search finds «HbA1c» or «meniscus MRI» in seconds.
• Access rights ensure only treating professionals can view the data.

Benefits

• Quick overview during consultations
• Secure data exchange via protected patient link
• Space and paper saved in the archive

Invoicing and TARMED billing

Challenge
Services billed under TARMED or physio tariffs must be recorded correctly and stored audit‑proof for ten years.

DMS solution

• The billing PDF from the practice system is filed in the patient folder.
• A «practice → fiduciary» workflow reviews and books invoices without email ping‑pong.

Benefits

• Error‑free billing
• Shorter lead times until insurers (KVG) pay
• Audit readiness for health‑insurer checks

Consent forms and privacy compliance

Challenge
Data‑privacy consents, photo releases, or email approvals must be provable at any time. Paper forms are error‑prone.

DMS solution

• Patients sign digitally on a tablet; the signed PDF is stored encrypted in the DMS.
• Permissions protect sensitive data from unauthorized access.

Benefits

• Privacy‑compliant archiving without paper
• Quick proof for complaints or regulator inquiries
• Reception team workload reduced

Device maintenance and quality management

Challenge
Defibrillators, sterilizers, and X‑ray systems require regular calibration and maintenance logs (e.g., BAG guidelines).

DMS solution

• Maintenance reports are captured via app and supplemented with device photos.
• In the DMS they are tagged with device ID, serial number, and due date.

Benefits

• Complete evidence for inspections
• Fewer device failures
• Time savings in practice organization

Prescriptions and therapy orders

Challenge
Paper prescriptions get lost, orders are copied repeatedly or misfiled.

DMS solution

• QR prescriptions from the EHR are stored as PDFs in the patient folder.
• Therapy orders can be sent to a partner practice via secure link.

Benefits

• Clear treatment path without media breaks
• Less phone coordination between practices
• Better service for patients

Continuing education and certificate management

Challenge
Specialist titles, CPD credits, or medical‑device courses expire and are easily overlooked.

DMS solution

• Certificates are scanned and tagged with expiry dates.
• A monthly report shows upcoming renewals.
• A filter like «X‑ray skills certificate» helps during BAG audits.

Benefits

• Always‑current qualifications
• Proactive planning of continuing education
• Reliable proof for professional oversight

Conclusion

A DMS digitizes your practice from the waiting room to the lab. It secures patient data, automates billing and maintenance, and creates transparency for your team—so you can spend more time on what matters most: high‑quality treatment and trusted patient care.