Every practice has a handbook where all process knowledge is documented. But just because something is written down doesn’t mean it’s actually followed. Can you say with full confidence that every team member is always up to date? Does everyone still know exactly what to do, or have those processes changed ten times since? OPTI Concept made it their mission to create and maintain easy-to-use, practical handbooks. Now, with the integration of the medikit Handbook, that mission is entering a whole new era.
A smart handbook with reminders and reading confirmation
The practice handbook is the central source of all collected knowledge. A valuable resource, often underestimated in its importance. In an ideal world, every process listed is followed to the letter. Even new team members would know exactly how to handle every task right from the start—after all, it’s all in the handbook. But in reality, that’s rarely the case. The medikit Handbook is often referred to as “the backbone of the system”—and with good reason. Yes, it stores all essential knowledge. But more importantly: Every time an article is updated, the relevant team members are automatically notified. And the creator can track whether the article was read, using the built-in read confirmation feature. On average, a medical practice has around 1,800 handbook articles, nearly half of which are updated over the course of a year. Just imagine how much time and energy you could save by outsourcing that process.
With OPTI Concept, your content stays up to date
To avoid the constant manual effort of keeping a handbook updated, more and more practices are turning to OPTI Concept. Previously, the OPTI Handbook was delivered as a Word document or an HTML file. But the benefits of an intuitive digital system speak for themselves—and with medikit, OPTI Concept has found the ideal partner.
QM in action at Dr. Arndt Höhne’s dental practice
Since mid-2020, the dental practice of Dr. Arndt Christian Höhne has been using medikit along with the integrated OPTI Handbook. The practice’s organizational director, Stefanie Höhne, is a big fan of the system:
“The best quality management is worthless if it isn’t put into practice. Thanks to medikit, OPTI QM is accessible anytime, anywhere in the practice and can be actively embedded in workflows and procedures.”
Stefanie Höhne
Organizational Director
Zahnarztpraxis Dr. Arndt Höhne
Before using the OPTI-medikit Handbook, updates in Dr. Höhne’s practice were communicated verbally during team meetings and later added to physical QM folders. But with part-time staff and varying shifts, not everyone was present during those meetings, making it nearly impossible to keep the whole team on the same page. That issue is now a thing of the past. Dusty QM folders that were always missing when you needed them? Gone. And every team member is now instantly in the loop. No surprise, then, that motivation levels have soared. As Ms. Höhne shares: “Our team genuinely enjoys looking up processes on a PC or iPad and working through them independently with medikit. It creates a sense of success, satisfaction, and helps avoid stress.”
The benefits of the OPTI-medikit handbook
Katja Effertz, Head of Client Services at OPTI Concept, is thrilled about the medikit partnership: “Thanks to medikit, we’re now browser-based and app-ready. Honestly, I don’t think there’s a more intuitive tool out there.” Like YouTube, you can upload example videos directly into the system. With OPTI’s personalized consulting, content is tailored to each practice’s individual needs and uploaded accordingly. From there, clients are continuously supported by OPTI consultants via medikit. OPTI regularly updates all documents, so the practice doesn’t have to invest any time in this. From ISO certification articles that meet both G-BA and ISO standards to work instructions, hygiene plans, personnel rules, and much more as required by the Federal Joint Committee (G-BA). As part of the update guarantee, clients also received new articles related to the EU Medical Device Regulation (MDR), effective since May 2021.
Dr. Johannes Gebauer, Co-Founder of medikit, highlights another critical point:
“For ISO certification, integrated revision management is essential. It ensures smooth and traceable information sharing.”
New expertise, always up to date
In some situations, lightning-fast response is key. During the COVID-19 crisis in 2020, for instance, it became essential to push out pandemic-related updates quickly. Topics like furlough regulations were entirely new territory. OPTI quickly stepped in to provide handbook entries to help practices navigate the changing guidelines with ease.
Stress-free inspecitons? Yes, please.
When a scheduled inspection is coming up, a structured system is invaluable. Katja Effertz explains: “We often visit practices where someone says, ‘We’ve got it all somewhere, but the person who handled it doesn’t work here anymore.’ That kind of QM doesn’t bring success or legal certainty.” With medikit, your practice appears well-organized right from the start. Show the inspector that you’re on top of things—and you’ve already won,” she says. “A medikit Handbook practically guarantees success!” At Dr. Arndt-Christian Höhne’s practice, inspections are now stress-free: “Searching in medikit is super easy—it’s just like Google. You find exactly what you need,” confirms Dr. Höhne. And since inspections often involve rarely used documents, being able to find them instantly helps your team stay confident and prepared.
Conclusion
Practices using medikit see real value in combining it with the OPTI Handbook. In fact, one in five medikit platforms now includes OPTI content, providing strong support for daily quality management. medikit is a powerful system, but it needs the right content to truly shine. That’s where the OPTI Handbook comes in. Just a heads-up: medikit can be addictive. “If I don’t check medikit every day, I feel like something’s missing—I’m hooked!” says a team member from the Höhne dental practice.
