Who it's for
The practice where patient data stays where it belongs.
The doctor starts the week with a video consultation for patients from the district who can't come to the practice. The findings note is created in the same system as the call, the week's rota is visible to all staff, and the practice manager can see who's on leave today without having to ask.
10 years
Retention on German servers
DE
Servers for chat, notes and personnel file
1
DPA for video, chat and rota
The daily reality today
What hurts right now.
Patient data is one of the most sensitive categories that data protection law recognises. Art. 9 GDPR requires special protective measures. Many practices nevertheless use video services and messaging apps that run on US servers. Time tracking for practice staff is often done on paper or in apps without a DPA. Rotas are distributed by email or WhatsApp, both without a DPA and without access protection.
The products
What you need from it.
EUMeetVideo consultations with EU Meet, on servers in Germany, with proof of consent for recording if required.
EUHRRota, absences and personnel file for the practice team in one place, on servers in Germany.
EUNotesInternal practice instructions, hygiene plans and the team's meeting minutes, not in the patient file, but kept secure.
EUTrackWorking time tracking for medical assistants and nurses, in line with the statutory obligation under the 2019 ECJ ruling.
EUChatInternal communication for the practice team without WhatsApp. Messages stay on German servers, no mixing with private chats.
EUFlowTasks for maintenance intervals, orders and quality management measures, with due dates and ownership.
In practice
Four workflows from your day.
- 01
Video consultation and findings documentation
The patient opens the link sent to them by text message and enters the waiting room. The doctor starts the call and takes notes in EU Notes at the same time. After the call, she exports the note as a PDF into her practice management system, with no data detour via US servers.
- 02
The week's rota
The practice manager opens EU HR, enters the shifts and publishes the plan. All staff see their shifts immediately in the app. If someone calls in sick, the open slot becomes visible and can be filled manually or by a swap, with no phone chain.
- 03
Quality management tasks
The practice's quality management is mapped in EU Flow: recurring tasks for hygiene checks, maintenance intervals and staff training, with due dates. The person responsible gets a reminder three days beforehand, and the completed task is logged with a timestamp.
- 04
New medical assistant: onboarding and access
A new medical assistant starts. EU HR creates the profile, and access rights for the rota and team chat are set. The personnel file, kept internally, is stored on German servers with an access log. After the probation period, access is extended, all of it documented.
Legal position
Legal framework for practices
- Art. 9 GDPR classifies health data as a special category of personal data and requires an explicit legal basis, as well as technical and organisational measures that go beyond the standard.
- § 203 of the Criminal Code protects patient confidentiality: doctors may only pass on patient data to processors that guarantee sufficient adherence to instructions and confidentiality.
- The KBV guidelines and the gematik environment define minimum requirements for IT systems in practices; EU Suite is not a practice management system, but complements every area where no KBV certification is required.
- Patient files must be retained for at least ten years under § 630f of the Civil Code; EU Notes stores them with version history and a deletion log on servers in Germany.
- Under § 630e of the Civil Code, video consultations require the patient's informed consent to this form of treatment. EU Meet records this consent when the patient enters the call room.
- Third-country transfers of health data to US services are especially sensitive following Schrems II. EU Suite content is stored on servers in Germany. Transcription in EU Recap and the AI features in EU Notes run at Mistral AI in France. The subprocessor list names every provider with its country. For health data, EU Recap should still only be used once the legal basis under Art. 9 GDPR has been clarified.
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