Deutsch English
Check an e-invoice Book a demo
Sector · Healthcare

“We want to digitize administration, but patient data belongs in the KIS, not in a DMS.”

DMS for healthcare: Keep administrative documents structured, leave patient data in the KIS (hospital information system)

OXS.eco supports medical care centers, hospital groups and care providers in digitizing their administrative documents. Incoming invoices, supplier contracts, HR files, maintenance records, MDK (medical review board) and public authority correspondence. Patient records deliberately stay in the KIS, which is the right place for them in regulatory terms. That way you digitize the back office without reaching into the sensitive field of patient documentation.

Discuss your document processes View archiving
Administrative accounts payableSupplier, maintenance and service provider invoices in one place. Early payment discount deadlines stay reliable, archived aligned with GoBD.
HR, contract and site documentsHR records, supplier contracts and site documents from medical care centers and hospitals filed in line with the GDPR, clearly separated from patient documentation and the KIS.
MDK (medical review board) and public authority correspondenceIncoming requests land in the right case file. Audit preparation is faster than searching by hand.
Healthcare
Family doctor Hb 14.2 Lab Radiology Hospital Patient file Patient · ID 47-2018 2018 History 2021 Lab 2021 MRI 2024 Progress ✓ 30 yrs · § 630f BGB
Pain points

Four things we hear from administration every day

Chances are one or more of them sound familiar.

“The only way we keep maintenance and service contracts and their deadlines in view is with calendar reminders.”

“Supplier invoices come in across three sites by email, paper and portal. Nobody has the full picture.”

“MDK and authority enquiries come with a deadline. We often find the matching case file only after a long search.”

“Personnel records and contracts sit half on the network drive, half in binders. When an audit comes, it gets hectic.”

Use Cases

Document processes in healthcare, rethought

From the supplier invoice to GDPR-aligned administrative documentation. OXS.eco noticeably reduces manual effort. (Note: not intended for the electronic patient record or the hospital information system, KIS.)

1

Automated supplier invoice processing

Problem

Hospitals receive hundreds of invoices every day from medical technology suppliers, laboratories and service providers in a variety of formats. Manual checking ties up staff and causes errors.

Solution

OCR-based capture of all formats, automatic matching against purchase order and proof of services rendered, digital approval workflow by cost center and department, archiving aligned with GoBD.

Result
Noticeably

less manual handling time on supplier invoices. Early payment discount deadlines reliably met.

2

GDPR-aligned document archiving (administration)

Problem

Health data falls under the strictest GDPR requirements. Access rights, deletion periods and subject access requests have to be documented in full and be verifiable.

Solution

Role-based access with a complete audit trail, deletion periods configurable per document type, data subject requests handled through a dedicated workflow.

Result
GDPR-aligned

Structured for GDPR requirements on administrative documents. Subject access rights for administrative files can be fulfilled (not for patient records or KIS data).

3

Digital mailroom for hospitals and hospital groups

Problem

Incoming mail from health insurance companies, public authorities and patients arrives across several sites and channels. Manual distribution costs time and causes delays on deadlines.

Solution

Inbound items from email, scan, upload and SFTP flow into one central digital mailroom, are classified and assigned to the right clerk or the right department.

Result
Significantly

less sorting and distribution effort, incoming deadlines monitored systematically.

Document types

Document types that matter in healthcare

OXS.eco structures the administrative and back office documents of hospitals, medical care centers and care facilities. Patient records deliberately stay in the KIS.

Incoming invoice

Supplier, maintenance and service provider invoices. Problem: arrive scattered across several sites. Benefit: checked centrally, early payment discount deadlines kept, archived aligned with GoBD.

Supplier and maintenance contract

Framework and maintenance contracts for equipment and service providers. Problem: termination and review deadlines get overlooked. Benefit: monitored with terms and deadlines.

Personnel record

Contracts, records and certificates for staff. Problem: scattered across network drives and folders. Benefit: filed GDPR-aligned and role-based, clearly separated from patient data.

MDK and authority correspondence

Enquiries and official notices with a deadline. Problem: the matching case file is hard to find. Benefit: assigned to the right file, audit preparation noticeably faster.

Not intended for patient records or KIS data: OXS.eco digitizes the administrative back office, not clinical documentation.

Integrations & interfaces

Connects to KIS and PVS (hospital and practice systems) and billing systems

We connect KIS, PVS, ERP and billing via open interfaces, project-based on request. Treatment data and administrative data stay separate and accessible on a role basis.

Discuss interfaces →Interfaces & API →
Systems in this industry medatixx CGM tomedo Dedalus ORBIS Diamant/4 DATEV XRechnung / ZUGFeRD / Peppol REST API Diamant is connected in production, highlighted here. Other systems we connect project-based, via the documented REST API or file-based transfer such as SFTP, including ones not listed here. XRechnung, ZUGFeRD, PEPPOL and EDI are processed directly by OXS.eco.
FAQ

Frequently asked questions

OXS.eco processes administrative documents, HR records and supplier invoices on Google Cloud in Frankfurt. Access is governed by role and logged, and deletion periods are monitored with the GDPR in mind.

Yes. OXS.eco offers open APIs and connectors to hospital information systems, on a project basis on request. Invoices, documents and evidence flow into the document management system in structured form, and your hospital system stays as it is.

Invoices must be kept for 8 years (§ 14b UStG) and books and records for 10 years (§ 147 AO). The periods are configurable per document type, OXS.eco reminds the responsible team before one expires, and your team makes the decision to delete, which is logged. Patient records under § 630f BGB stay in the hospital system; OXS.eco does not manage them.

OXS.eco supports filing billing records, payer evidence and audit papers for medical review boards and health insurance companies aligned with GoBD, and keeps them quick to find. Whether the process as a whole conforms depends on your Verfahrensdokumentation.

No. OXS.eco complements your existing systems through open interfaces. Your hospital system and ERP landscape stay fully in place.

The first processes, for example automated supplier invoice intake, start step by step in a small test system, without interrupting operations.

Related industries

Also of interest

Industries with similarly high sensitivity around GDPR and administrative files.

Public sector

OZG, mandatory e-invoicing & GoBD for public authorities.

View public sector solutions →

Insurance

Claim files, GDPR archiving and faster claims settlement.

View insurance solutions →

Or view all 9 industries →

Hélène TinetInitial call, demo & onboarding

Next step

See document processes in your healthcare organization.

We show how OXS.eco handles supplier invoices, GDPR-aligned archiving and a digital mailroom (administration) for hospitals, medical care centers and care facilities.

MAAS Filderstadt · since 1986
Book a demo