KHZG (The Hospital Future Act)

Funding Criterion 2: Patient Portals

Digitalisation of patient care: Our patient portal that meets the KHZG standards

The patient portal of the Smart Health Platform was developed in accordance with the requirements of the Hospital Future Act (KHZG) to digitise patient care and communication. It includes modules for the digital management of admission, treatment and discharge, as well as tools such as appointment booking and the CGM Messenger, which make the treatment process more efficient and transparent. This improves the quality of care and reduces the administrative burden on hospital staff.

KHZG FördertatbestandAdobe Stock / zephyr_p

Fulfilment of the mandatory Criteria of the KHZG

Features of our Patient Portal

Messenger

The integrated CGM Messenger is a secure way to exchange messages and was developed specifically for healthcare facilities. It enables professionals to exchange messages, files, and updates within the system (including with patients). The Messenger supports private and group chats as well as cross-organizational communication, while ensuring compliance, interoperability, and data protection. It can be used directly from the patient portal. Secure Device Verification The device is verified once before its first use. During this process, a unique security key is automatically generated, and a personal passphrase is set, which is used to authorize sessions and decrypt messages. The setup is not complete until you confirm that the security key has been securely stored. For added security, we recommend using the service on at least two devices, such as a desktop computer and a mobile device. Chats, Groups, and Invitations On the left-hand side, you’ll find a chat search, an overview of all existing chats, and the “Start Chat” feature. Users can create one-on-one chats and group chats, add participants via the search function, and name groups. Invitations to new chats or groups are displayed separately and can be accepted or declined. Public chats can be found via the search function and joined without an invitation. Context Information and Control Each chat has a context panel that displays contact or group information. There, you can view and copy a person’s Matrix ID (MXID), customize the group name and image, manage notifications individually, and set the visibility of the chat history—for example, whether new members can see previous messages. Participants can be added, removed, or ignored. Messages, Files, and Notifications Messages are displayed chronologically in the chat window, with day and date markers. Text messages can include emojis and be sent with attachments such as images or documents. Delivery and read statuses are indicated by checkmarks. Through the message menu, users can reply to messages, delete their own posts, and report problematic content. A notification badge alerts you to new messages and events; the notification panel displays the details, ensuring that important information remains visible at all times during your daily clinical work. Overview of All Modules

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Digitale Signatur

Digital Signature

Digital signatures are becoming increasingly important in everyday hospital operations: consent forms, informed consent forms, and contracts must be signed quickly and in a legally compliant manner—ideally without stacks of paper, scans, or manual filing. With the Digital Signature module of the Smart Health Platform (SHP), you can bring these processes directly into the patient portal. What a Digital Signature Does The Digital Signature module enables patients and healthcare professionals to sign documents electronically—fully integrated into the m.Doc platform. The signing processes are handled by our certified partner, Validated ID, and meet current security and compliance requirements. The following are supported: Advanced electronic signatures for standard processesqualified electronic signatures for documents of particular legal significance Depending on the type of signature, users sign directly in the embedded iFrame or in a separate Validated ID window. How Digital Signatures Work Prepare the DocumentProfessionals create or upload a document and add signature fields and other input fields. Select Recipient & Signature TypeSpecify who will sign (patient, professional) and whether an advanced or qualified digital signature will be used. Sign DigitallyThe document appears in the portal. Patients and professionals review the content and sign with just a few clicks. Status & ArchivingThe signature status updates automatically. Signed documents are stored in an audit-proof manner in the “My Files” module. Benefits for Patients Digitale Signatur von überall – zu Hause oder in der Klinik Alle Unterlagen zentral im Patientenportal, jederzeit nachvollziehbar Schnellere Freigaben ohne Papierformulare und Wartezeiten Benefits for Clinics and Professionals Less effort: No printouts, scans, or manual filing Standardized processes: Templates for recurring forms High transparency: An overview of pending and completed signatures at any time Legal certainty: Digital signatures with encrypted transmission and a certified eIDAS provider With the Digital Signature module, you can make signing processes more efficient, transparent, and legally compliant—right where patients and staff already work: in the patient portal. Overview of All Modules

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AllgemeineAnfrage_erhalteneAnfragen

General Request

In day-to-day hospital operations, information must be exchanged regularly between different healthcare providers—for referrals, second opinions, or follow-up questions regarding existing treatments. This often still takes place via phone, fax, or unstructured emails. This process is time-consuming, difficult to track, and poses risks to data privacy and documentation. With our inquiry management system, you can consolidate these processes directly within the patient portal: clearly structured, traceable, and compliant with data protection regulations. What the General Request Module Does The General Request module enables internal and external professionals—such as private practitioners or other hospitals—to submit standardized requests regarding patients to selected organizational units. Tenant administrators specify, for each organizational unit, whether and to what extent General Requests are permitted, and what information is required for them. How a Request Works Submit a RequestExternal or internal professionals select the appropriate organizational unit and submit a General Request—with or without an existing portal account. Fill Out the Structured Request FormAll relevant data is collected via configurable questionnaires: master data, medical context, the specific inquiry, and optional documents (e.g., test results, images). Processing by the Organizational UnitThe designated unit views incoming General Requests, including their status and detailed information. Professionals decide whether additional information is needed, documents need to be added, or the patient should be accepted for treatment. Feedback and ClosureResponses, follow-up questions, notes, and decisions are documented directly in the General Request. External professionals are automatically notified of status changes via email. Once closed, the process remains archived for traceability. Benefits for Patients Faster Coordination Among Healthcare ProvidersGeneral Requests ensure that all important information reaches the right team—without any gaps in communication. Greater TransparencyStructured requests support informed decisions regarding referrals, second opinions, or continued treatment. Fewer RepetitionsSince relevant data is already available digitally, patients rarely have to repeat their medical history or bring documents with them again. Benefits for Clinics and Professionals Standardized Communication:Instead of unstructured emails, the General Request module offers clearly defined forms, required fields, and file uploads. This reduces follow-up inquiries and saves time. Targeted Control:Tenant administrators control, on a per-organizational-unit basis, which types of General Requests are permitted and what information is required. Transparency and Tracking:Every General Request has a status. Involved professionals can see at any time who processed which request and when, which documents are available, and what decision was made. Secure Documentation:All content of a General Request—including comments, decisions, and attachments—is documented centrally in the patient portal and remains traceable. With our General Request Module, you can make collaboration between hospitals, medical practices, and other healthcare providers significantly more efficient. Inquiries are recorded in a structured manner, transmitted securely, and processed transparently—a key component of modern, networked patient care. Overview of All Modules

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iFrame Generator_Modul Patientenportal

iFrame Generator

Digital patient portals are truly powerful when all important information and services are available in one place. In practice, however, there are often additional web applications, specialized information, or forms that are located outside the portal. Users have to switch between different pages—which is cumbersome and disrupts the digital process. With the iFrame Generator module, you can embed such external content directly into the patient portal—flexibly, securely, and without any programming effort. What the iFrame Generator Does The iFrame Generator allows administrators to independently integrate external web applications, information pages, or tools into the portal interface. An intuitive configuration panel is used to specify which content is to be integrated, how it is to be displayed, and which patient groups should be able to view it. Integration occurs exclusively via validated HTTPS URLs, ensuring compliance with modern security and data protection requirements. How the iFrame Generator Works Select SourceAdministrators select the external website or web application to be displayed in the patient portal (e.g., hospital information, visiting policies, meal plans, forms, external tools). Configure iFrameIn the configuration panel, you can specify the URL, title, position within the portal, visibility (e.g., for specific organizational units or patient groups), and display options. Publish contentAfter saving, the embedded content is immediately available in the portal—without any additional development. Changes can be made at any time. Control usageMultiple iFrames can be set up per tenant and can be customized or deactivated as needed without having to adjust any background processes. Benefits for Patients All Information in One PlacePatients can find meal plans, visiting policies, forms, additional services, and further information directly in the patient portal—without having to navigate to other websites. Consistent User ExperienceExternal content is seamlessly embedded into the portal interface. Users feel as though they are staying within a single application and don’t lose track of where they are. Up-to-date informationChanges to external sites are automatically reflected in the embedded section—ensuring that notices and content are always up to date. Benefits for Clinics and Professionals High Flexibility Without an IT ProjectAdministrators can operate the iFrame Generator themselves. External content can be added or customized in just a few steps—without programming and without having to wait for IT resources. Centralized Information ManagementImportant content is displayed where patients expect to find it: in the portal. At the same time, the organization retains full control over which information is visible and to whom. Secure IntegrationIntegration via HTTPS URLs and clearly defined tenant logic ensures that the iFrame Generator fits seamlessly into existing security and data protection frameworks. ScalabilityWhether it’s a single department or an entire hospital network—the iFrame Generator scales with your needs and supports multiple iFrames per tenant. With the iFrame Generator module, you can turn your patient portal into a true central platform: External content is integrated seamlessly, securely, and with no extra effort—for a consistent, modern user experience. Overview of All Modules

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eLearnings

Playbook eLearnings

If you want to successfully implement a patient portal, you need more than just technology. Teams need to understand how the Smart Health Platform is structured, what modules are available, and how they are used in everyday practice. This is exactly where the m.Doc Playbook and e-learning courses come in. Playbook: All the Info in One Place The Playbook is the central, continuously updated knowledge base for the Smart Health Platform. It is based on linked Confluence pages and provides: Descriptions of all modules and features Information on architecture, interfaces, and interoperability Guidance on KHZG-compliant components and data protection This provides all stakeholders with a common, reliable reference. E-Learning Courses: Training for Every Role The e-learning modules supplement the Playbook with structured training—available anytime, anywhere, and at your own pace. Examples of e-learning packages: Basics of the Patient Portal: Essential knowledge for all employees (login, navigation, account, home page).Admins: User management, organizational management, CMS, and settings. Content Creators: Maintain content, implement corporate design, manage questionnaires and links. Key Users (Professionals): Use-case-oriented courses, e.g., onboarding, appointment scheduling, working with questionnaires—including explanatory and demo videos as well as optional knowledge checks. Upon request, additional, customer-specific use cases can be developed as e-learning modules and supplemented with your own links or materials. Integration with the LMS and Updates The courses can be: integrated into your own learning management system as SCORM files, or accessed directly via an HTML link. With the Premium plan, you’ll receive regular content updates, ensuring that the Playbook and e-learning modules always reflect the platform’s current status. Your Benefits at a Glance Consistent knowledge base: All roles have access to the same, up-to-date information. Flexible training: Learning on the job and during daily work, without additional in-person sessions. Quick onboarding: New employees are introduced to the portal and processes in a structured manner. Reduced support needs: Well-informed teams ask fewer questions and work with greater confidence. Ultimately, patients benefit from this as well—through streamlined processes, knowledgeable points of contact, and a platform that is actually used in everyday life. Overview of All Modules

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ETL Konnektor

ETL Connector

The Smart Health Platform’s ETL connector makes the data from your patient portal ready for targeted analysis—automatically and securely. It ensures that scattered raw data is transformed into a reliable foundation for controlling, quality management, and management reports. What does the ETL connector do? The ETL connector extracts data from the m.Doc platform, for example from: Master database Tenant database (clients) Tracking and usage data, such as Matomo The data is then cleaned, normalized, and anonymized or pseudonymized using Python/Pandas. This provides you with structured datasets that are both business-relevant and compliant with data protection regulations. Secure Deployment for Your Data Warehouse After transformation, the data flows into the central m.Doc data warehouse and is securely transferred from there to your custom data warehouse using modern data transfer tools (e.g., Airbyte). You can integrate the processed data directly into your BI environment without any additional preprocessing, for example into: Qlik Microsoft Power BI Tableau This ensures that up-to-date metrics on usage, processes, and portal performance are available to you at all times. Benefits of the ETL Connector for Hospitals and Hospital Networks The Smart Health Platform’s ETL connector offers: Transparency & Control: Traceable data flows and customizable transformation logic, tailored to your KPIs. Data Security & Client Segregation: Strict client segregation, encrypted transmission, and compliance with current data protection standards. Automation & Reduced IT Workload: Standardized, largely low-maintenance processes; easy integration of new data sources and BI tools. Scalability: Designed for multiple locations and growing data volumes—ideal for hospital networks. You are responsible for interpreting and presenting the data in your BI systems; m.Doc guarantees secure, standards-compliant processing and transmission within its own domain. Overview of All Modules

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