“If medikit didn’t exist, I might not still be here today. WhatsApp used to make me reachable 24/7. Now my private life is actually private again.”
Sandra Glöser
Practice Manager
HOPPE.DENTAL
At HOPPE.DENTAL in Germany, the challenge was never whether structure was important, but how to make it work realistically in a busy dental practice environment. The goal was not simply to introduce another software tool, but to establish a system that simplified communication, clarified responsibilities, and made information accessible exactly where it was needed.
Together with Juliane Hoffmann and Dr. Christina Fritz, the practice gradually built a unified operational structure that is now fully integrated into medikit, from the quality management handbook and task management to onboarding and internal communication. Since April 2024, medikit has become an integral part of everyday operations for the entire team.
Challenge
Unclear responsibilities and communication overload
Before implementing medikit, much of the internal communication happened through WhatsApp. Information was often shared with entire groups, even when it was only relevant to specific departments or individuals. At the same time, several employees frequently worked on the same issues without knowing others were already involved. Responsibilities were often undefined.
“It was incredibly exhausting”, recalls Sandra Glöser, Practice Manager at HOPPE.DENTAL.
Dr. Martin Hoppe was also heavily involved in operational matters, from repair coordination and staffing issues to daily organizational tasks. As a result, less and less time remained for strategic leadership and long-term development. Although a quality management system already existed, it was not actively integrated into daily workflows. Following the practice acquisition in 2017, the existing structure had barely evolved.
“At some point, everyone lost track of things”, says Sandra Glöser.
Onboarding processes also lacked consistency. Knowledge was often passed on informally, while important information was scattered across different systems, PDFs, and personal folders.
Solution
A unified practice structure with digital quality management
All internal communication across our two locations now takes place in medikit. Within their groups, care The starting point was not the software itself, but the organizational structure of the practice. Together, the team developed a clear organizational chart with defined roles, responsibilities, and decision-making paths.
Based on this structure, job descriptions, operational responsibilities, and a completely redesigned digital quality management handbook were created within medikit. Unlike traditional QM systems organized alphabetically, the new structure reflects the actual workflows of the practice, from leadership and vision to reception, hygiene, and treatment procedures.
Today, this same structure connects all operational areas: task management, communication, and quality management work together seamlessly and create clarity across the entire practice, especially for new employees. Existing checklists and work instructions were digitized and expanded with additional processes covering hygiene, reception, onboarding, and treatment preparation.
Many workflows were also enhanced with photos, videos, and step-by-step instructions. Employees can now access procedures directly instead of searching for information or interrupting colleagues. Onboarding was redesigned as well. New team members now follow structured task sequences, internal tutorials, and a medikit-supported onboarding process.
“Everyone is directly connected, and everything moves much faster now. We’ve especially reduced unnecessary walking paths and unfiltered communication.”
Sandra Glöser
Practice Manager
HOPPE.DENTAL
Results
Less coordination effort and more calm in daily operations
The greater the distance, the more valuable digital solutions and their advantages become. In a large organization like ours, there’s always the risk that teams at different locations lose connection and that people in one care home may no longer know who’s working in the other. The medikit employee app helps uThe new structure fundamentally changed collaboration within the team. Responsibilities became clearly defined, access rights were organized properly, and workflows were standardized across the practice.
Today, Dr. Hoppe is only minimally involved in many operational processes. Repairs, quality management tasks, and organizational workflows now run independently through clearly assigned areas of responsibility.
In practice management alone, clearer communication channels and defined responsibilities reduced unnecessary coordination time by approximately 3–4 hours per week. This equals roughly 150–200 hours saved annually.
The resulting resource savings are conservatively estimated at around €5,000–€9,000 per year, without even factoring in additional benefits such as faster onboarding, fewer interruptions, or efficiency gains in other departments.
Today, information is centrally accessible, communication is more structured, and workflows are clearly documented. This not only improves efficiency, but also creates noticeably more calm throughout the practice.
“Today, everyone knows exactly what they are responsible for,” says Sandra Glöser.
A personal view from Dr. Martin Hoppe
“We didn’t want to digitize just for the sake of it”
“My practice is a true passion project for me. That’s why every new investment, software solution, or initiative always comes with the hope of making our daily operations more efficient, more structured, and ultimately more human.
Our search for a solution like medikit did not come from a desire to ‘go digital’ for the sake of digitalization. It came from a real need within the team. Employee feedback made it increasingly clear how stressful and unstructured communication had become. Messages were sent late at night, information reached people who were not actually involved, and important knowledge was stored across multiple systems and locations. We lacked a centralized source of information and a clear communication structure.
At the same time, we realized that even the best software solutions do not automatically succeed. In a busy dental practice, there is often little time for onboarding, implementation, and properly involving the team. That’s exactly how systems fail — not because the intention was wrong, but because adoption never becomes consistent.
For us, it was therefore essential to approach this project strategically and with professional support from the beginning. Together with Juliane Hoffmann and Christina Fritz, we didn’t simply introduce software. We built a structured operational framework. Processes, workflows, and content were carefully developed and implemented during dedicated training days outside of normal practice operations. That allowed us to truly involve the entire team.
And that is exactly what we feel today: exceptionally high acceptance, sustainable usage, and most importantly, the feeling that this system genuinely supports and relieves us in everyday work.
For me, that was the decisive difference: not simply imposing a solution on employees, but giving them time, guidance, and real support. ‘
The best result is the level of satisfaction we now see in our employee surveys — because communication has become clearer, information reaches the right people, and daily operations feel significantly calmer and more structured overall.”
— Dr. Martin Hoppe M.Sc.
