Document Management in healthcare sector

Edit documents faster and easier: More time to take care of patients

Document management for the healthcare sector

In many hospitals and medical practices, a high volume of documents is part of everyday life. However, especially in the healthcare system, taking care of people should be in the foreground. This is why more and more institutions are largely freeing themselves from working with paper. Digital processes and documents ensure revenues, help to find patient information faster and to accelerate intersectoral communication between outpatient and inpatient institutions. Document management in healthcare frees time to take care of patients.

Digital patient file

Patient data tends to be scattered across many systems. Digital records can summarize this information. All relevant documents from AI systems, archives and third-party applications, including MRI images, videos, etc., can be securely accessed from anywhere.

Digital signature

No special hardware required: the digital signature is independent of location and can be used at any time. Its most secure variant is legally equivalent to the handwritten signature. In addition, documents are unchangeable after the signature.

Files for medical services

In the everyday work of the healthcare industry, not all information about a patient is always equally relevant. The records for medical services only contains the documents that are currently required. It is compiled from the digital patient record in an automated process and forwarded in digital form.

Quality management

Uniform workflows and the most diverse regulations for processes are important for high quality. Digital quality management structures the creation, approval circulation, publication and distribution of QM documents. It offers detailed verifiable process steps and also automatic compliance with all deadlines and versions.

Some of our customers

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The electronic patient file of d.velop is consistently geared to the treatment process of the patients.

Michael Ryl
Project Manager of the hospital management
Children’s hospital Zurich

Finding information faster and quicker documentation: Document management for healthcare at the Children’s Hospital Zurich


Kinderspital Zurich is the largest university children’s hospital in Switzerland. At the same time, it is one of the leading centers for pediatric and adolescent medicine in Europe. Every year, the approximately 2300 employees care for more than 100,000 patients, from their first day of life to their 18th birthday. Among other things, the hospital offers seven medical and surgical wards, isolation units and wards for stem cell therapies.

The document management system d.3ecm facilitates the daily work of the employees, for example with the electronic patient file or the electronic personnel file. Patient data is available in a bundled form at the click of a mouse, is available for decades and is archived in compliance with the law. Thereby, the software adapts to the clinic-specific requirements of medicine and administration. The system also prepares the basis for intersectoral communication.

Document management in helathcare - committed to the fight for health

The challenge in healthcare

In case of illness, families and carers need quick and competent help. The University Children’s Hospital Zurich is committed to the fight for health. To achieve the aim, it relies on an extensive, integrated network of specialist applications, business management systems and medical equipment. The core of the network is the hospital information system (HIS) CGM PHOENIX. The only shortcoming of this highly specific IT environment: the audit-proof handling of electronic and paper documents, and this throughout the entire hospital. So the hospital kept an eye on the document management system d.3ecm.

Document management in healthcare - increase your time for caring

The electronic patient file

The start of a clinic-wide document management system (DMS) was the introduction of the electronic patient file. Paper-based documents, which are created during the course of treatment or are already carried along when patients are admitted, should be able to be managed in a central file together with the electronic documents of other specialist applications, databases or file servers. A further core requirement was the visualization of the new file. With more than 1,000 users from almost all departments, the staff uses the data of the HIS in their daily work via a direct system call from the HIS. Therefore, access to the electronic patient file has to be made directly from the core application and the documents have to be displayed directly.

Document management in healthcare - planned injections

The electronic personnel file

Just like patient files, personnel files can also accumulate a lot of information and many documents. That is why digital personnel files are a second instance of document management in the pediatric hospital. It is true that the initial digitization of personnel records is time-consuming. However, this work is only to be done once; on the other hand, it will have to be done at some point anyway. After scanning, the personnel department can manage and process the personnel files in a strictly protected area of the document management system. The structure of the file is based on the personnel history and criteria for clarity. The file contains everything that the HR employee needs, from employment contracts to wage and insurance statements, personnel deployment planning, working time recording and the remuneration (wages, salary, fees). The automated transfer of payroll documents alone drastically reduces the amount of paper, paving the way to a document management system for healthcare.

Document management in healthcare - more time for patients

Audit-proof archiving in healthcare

Some documents have to be managed and archived in an audit-proof and legally compliant manner. For this purpose, the type of electronic storage must meet certain requirements. This applies above all to documents that are relevant from a business or legal perspective. Similar to the application areas “personnel file” and “patient file”, this so-called “internal document area” within the document management system is regulated by a strict authorization concept: Who may not have access, has also no access. Employees only have access to the information that belongs to their area. Some may only read or display the files, others may also update, create or delete them. The clinical chemistry and laboratory center documents constitute a central document repository. Employees regularly certify and accredit them.

Document management in healthcare - happy patients

The result

The electronic patient file was the first step towards a clinic-wide document management system for the Children’s Hospital Zurich. The information is archived in compliance with the law. Already after the first year of use, the system managed 3.4 million documents on the basis of d.3ecm. Gradually, the clinic transferred more and more documents to the d.3ecm and expanded it by adding an archive for contracts as well as separate archives for documents of the management and the Eleonorenstiftung, the hospital’s sponsor. A project for the introduction of accounts payable processing is also in progress. The project is managed by the d.velop partner adeon AG.

We are nowhere near the end of the line. We will successively expand the field of application of d.3ecm.

Michael Ryl
Project manager of the hospital management
Children’s Hospital Zurich

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