Distributing schedules, approving time-off requests, documenting quality management, and staying connected with the whole team. A practice manager’s responsibilities are diverse. Without the right tools, communication and admin tasks can quickly become overwhelming. Practice Manager Silke Weber shares how Oralchirurgie Mosbach tackles these challenges with the help of medikit and pepito.
For the past 20 years, Silke Weber has been a member of the team at Oralchirurgie Mosbach, where the primary focus is on implantology. Over the years, she has seen the practice grow from a small operation with a handful of employees into a thriving organization with three locations. In her current role as Practice Manager, she knows firsthand the challenges of managing shift documentation, approving time-off requests, overseeing quality management, and keeping communication flowing in a growing team. To manage all this more efficiently, the practice turned to two digital tools designed for healthcare: medikit as the communication hub and pepito for staff scheduling. The best part? They’re fully integrated, making everyday admin tasks quicker and more seamless.
No more paper schedules
pepito has been in use at your practice for four years now, and you recently added medikit. What made you choose these two solutions?
Silke Weber: When our practice started 22 years ago, we were a small clinic with two dentists and three assistants. Now we’ve grown to 50 team members across three locations. Verbal communication and paper-based scheduling just couldn’t keep up anymore. Verbal communication alone no longer gets the job done, paper-based schedules and time-off requests create a massive organizational and time burden. To streamline our administrative processes, we implemented pepito four years ago. Since then, our team has submitted vacation requests digitally, and as the practice manager, I can approve them directly in the system. I also create and share shift schedules through pepito. We chose medikit as our communication platform to better connect our teams across all three locations and to maintain a clear overview of our daily workflows. As the practice manager, I can now see which tasks are currently being worked on and quickly get clarity if delays arise.
Managing time-off requests
How is the integration between pepito and medikit used in your daily operations?
Silke Weber: I create the shift schedule for the upcoming week in pepito and then release it to the team. They receive a notification in medikit and can view their shifts there. It works similarly for vacation requests: staff submit them in pepito and are notified in medikit once the request is approved. Shift plans often change at short notice, of course. That’s where medikit helps us—it’s our go-to communication platform, allowing us to share updates instantly and in real time. We no longer rely on exhausting email threads or phone calls. Now, everything runs more smoothly and efficiently.
Benefits of the pepito & medikit integration
What are the advantages of using both systems together in your daily operations, for the team and you as the practice manager?
Silke Weber: The integration between these two practice-focused tools creates an efficient link between a digital communication platform and an administrative system for managing vacation, sick days, and working hours. The big benefit for our team is that they can access the schedule I create in pepito directly in medikit, their everyday digital workspace. They only need to use one platform but still get all the information from both systems. Because users are synced between pepito and medikit, I don’t have any extra work when it comes to distributing schedules: I can select the same staff and user groups in both systems. At this point, I’m creating the schedule for all three of our locations in just one hour.
“Compared to the workload we used to have, pepito and medikit now save me an entire workday every week. It’s honestly incredible.”
Silke Weber
Practice Manager
Oralchirurgie Mosbach
Aside from the integration, medikit is also a great tool for reminding staff to regularly check their data in pepito. For example, if I want to make sure time balances are reviewed before the end of the month, I can easily set this up as a recurring task in medikit. It encourages personal responsibility among the team, and for me as the practice manager, it’s one less thing to worry about.
Worth it for practices of any size
Is this setup something you’d recommend to other practices?
Silke Weber: Absolutely. Practices are generally getting larger, and with that comes more administrative and communication work. But I would also recommend these tools to smaller practices. After all, QM and time tracking are legal requirements. With medikit and pepito, I can significantly reduce the workload and boost efficiency. Digital communication is also a big part of everyday life for younger employees: They expect to have modern tools in the workplace. That alone makes a strong case for using this kind of software in practices.
