“Since implementing medikit, regulatory inspections no longer cause us any concern. The system’s clear structure, transparency, and ease of use make it simple for us to demonstrate that our processes meet legal standards.”
Sabine Sieverding
Quality Management,
Zahnklinik Bochum – Dental medicine at Augusta
The dental clinic Bochum was looking for a platform that could do more than just manage quality according to ISO 9001 standards. With 90 team members across two locations, the clinic was looking for a solution that would also improve internal communication. What they found with medikit went far beyond a typical QM system, it was a scalable, future-ready solution. Quality Manager Sabine Sieverding shares how medikit transformed the way they work and why it proved to be exactly what the clinic needed.
Challenge
A future-ready quality management system
The quality management at Zahnklinik Bochum has been ISO 9001 certified since 2005. But as the clinic grew, it became clear that our previous QM software could no longer keep up. We began searching for a future-ready solution and found medikit, a system that not only simplified quality management in the dental clinic but also made it easier to implement processes in day-to-day work. We sat down with Quality Manager Sabine Sieverding to talk about the journey.
Solution
Scalable system for a growing dental clinic
Our quality management has been certified according to ISO 9001 since 2005. We had been working with a QM program ever since, but over time, it became apparent that it was neither future-ready nor practical in daily operations. As our clinic expanded to two locations and grew to a team of 90 employees, including five practice managers, the system remained rigid and could no longer meet the communication demands that came with growth.
We needed a solution that would support not only quality management but also internal communication across different team structures, and that would grow with us as a business. That’s when we came across medikit. After our very first meetings with the medikit team, it was clear: This was the product we’d been looking for. That strong first impression was confirmed during our 30-day trial in December 2021, and we officially implemented medikit at the beginning of 2022, finally replacing our old QM system.
Successfully recertified QM under ISO 9001:2015
What happened during the audit?
We wanted the auditors to understand why we chose medikit and what it actually is. Our team was the key reason for switching systems. They were frustrated with the old software, which didn’t even have a search function. We explained how medikit won us over, and how our leadership and team quickly embraced it. We also showed how the medikit support team prepared us with webinars. We still use those recordings today to onboard new staff. We plan to use medikit’s online training content even more going forward, the tutorial videos are a great onboarding tool. During the audit, we demonstrated all medikit tools: from the Task tool, to Messages, and the digital Handbook. The auditors weren’t just convinced; they were genuinely impressed by how practical and versatile the platform is.
Since implementing medikit, regulatory inspections no longer cause us any concern. The system’s clear structure, transparency, and ease of use make it simple for us to demonstrate that our processes meet legal standards.
Intuitive use that impresses the team
How did the team respond to medikit?
What stood out to us: younger staff, who are used to social media, immediately loved the communication platform. The system felt intuitive to them. But even new colleagues get the hang of it quickly. medikit has brought us closer together as a team. It has significantly improved how we communicate internally, making our exchange more direct, transparent, and efficient.
Digital communication and streamlined task & repair management
What changed after implementing medikit?
When it comes to communication, quality, task, and repair management, we’re now exactly where we want to be. Tasks like hygiene checks or temperature logs are automatically assigned to the responsible employees via medikit, and their progress can be tracked in real time. Our tech team loves receiving repair requests digitally and having a clear overview of all issues in one place. The built-in stats feature is also super helpful: we can easily see where issues occur most often and how many repairs were completed (or are still open) within a given period. Overall, internal communication has been transformed. Information always gets to the right person and can be quickly found thanks to the powerful search function.
Effective implementation of quality management
One of the highlights is the medikit Handbook, into which we transferred our original QM manual, including its full structure, via data import. We can now continuously update and expand it within the new platform. On top of that, we’re able to approve process changes digitally and see exactly which employees have read the updates. This approval process for workflow changes, required by clinic leadership, used to be entirely paper based, which resulted in high printing costs. With medikit, we’ve eliminated that burden. For us as QM leads, the medikit Handbook serves as a central repository of all essential documents that support our daily work as well as our ongoing efforts to improve operational quality. Here, we keep risk assessment forms and much more.
How do you apply QM in practice?
All our digital tasks in medikit are built on knowledge articles from our Handbook and are fully aligned with their content. This creates an ideal setup for putting our quality management into daily practice, ensuring that every process is followed exactly as intended. When a workflow changes, the related article is updated and so is the corresponding task. medikit allows us to apply QM efficiently by getting the right information to the right people, exactly when they need it.
