For medical practices
AI automation for medical practices
44 percent of statutorily insured patients are dissatisfied with how well they can reach their practice by phone. 68 percent of medical assistants spend over 40 percent of their time on organization and administration instead of patients (GKV umbrella association 2024, Fresenius 2024). Since December 2025 the KBV itself classifies AI phone assistants as low risk. The bottleneck can be fixed within clear legal limits.
30 minutes, no obligation. German or English. Clicking loads Cal.com (USA); the call runs on Google Meet. Prefer to write first? Ask by email. We send the draft data processing agreement and our terms on request.
- 44%
- of statutorily insured patients are dissatisfied with how well they can reach their practice by phoneGKV umbrella association patient survey 2024
- 68%
- of medical assistants spend over 40 percent of their working time on organization and administrationHochschule Fresenius 2024
- 57.8%
- of physicians now do medical-assistant tasks themselvesKV Bremen/Zi 2023
In short
What remains is the daily work between systems: phone, fax, secure mail and the patient record. That is what we automate. No machine answers anything medical. The trial run starts at €2,500.Last updated:
The gap
Practice software handles documentation. The phone and the paperwork between systems stay with you.
Doctolib offers a phone assistant and an AI practice system for three specialties, CGM a phone assistant that works with any practice system, medatixx ambient documentation with EU hosting. The built-in AI focuses on documentation, often as a paid add-on per specialty. What remains is the daily work between systems: phone, fax, secure mail and the patient record. That is what we automate.
Phone intake within the KBV rules
Patients book, move and cancel appointments around the clock. The assistant says it is an AI in the first sentence and always hands emergencies to a person. The KBV classifies exactly this as low risk. Evaluating symptoms is deliberately excluded.
Prescription, referral and callback requests as a worklist
Instead of a full voicemail box, your team works through a tidy list. Each request is captured with the details your team needs and assigned to the patient. No machine answers anything medical.
Sorting fax, secure mail and records
77 percent of practices still communicate with hospitals mostly on paper (PraxisBarometer 2025). Sorting and forwarding is where assistant hours vanish. The AI classifies incoming documents, assigns them to the right patient and forwards them to the right person.
Patient-record workflows that work
The electronic patient record (ePA) has been mandatory since October 2025, yet 81 percent of practices upload documents while only 11 percent have ever downloaded one (PraxisBarometer 2025). We set up filing and retrieval so the record is useful to your practice too.
Health law first
Built within the KBV rules
Medical practices cannot use AI the way other businesses do. A provider who does not start with that is a risk. Our setup follows the KBV's AI guidance of December 2025 and the laws it refers to. These are German rules; they apply to practices in Germany.
- The KBV framework, followed to the letter
- The KBV classifies AI phone assistants as low risk, requires an AI announcement at the start of the call, and states that patient consent is generally not required as long as the data is not used for training. The physician stays responsible; the AI makes no decisions.
- Confidentiality under § 203 StGB
- Before we access any data, we sign a data processing agreement plus a formal written confidentiality commitment. If a practice involves a service provider without that commitment and the provider discloses patient secrets, the physician can be criminally liable (§ 203(4) StGB). So with us it is the first document on the table.
- § 393 SGB V and the C5 attestation
- Cloud processing of health data is only allowed with processing in the EU, EEA or Switzerland, a domestic establishment of the provider, and a BSI C5 attestation, since July 2025 as Type 2. A phone assistant that sends health data through a US AI API without C5 is ruled out, however good the demo sounds.
- A hard stop before the medical-device line
- The moment software evaluates symptoms, grades urgency or recommends action, it becomes a class IIa medical device under the MDR and a high-risk system under the EU AI Act. Our assistants record, structure and forward. A person does the grading, in every setup we build.
- Practices in Austria: different rules
- In Austria, the GDPR applies with the Austrian Data Protection Act (DSG), plus medical confidentiality under § 54 of the Ärztegesetz 1998 and the Gesundheitstelematikgesetz 2012, which also governs the ELGA health record. That act requires health providers to send health data electronically only encrypted or over secured networks. For each project we check the data processing agreement, confidentiality, the data route and whether the workflow touches ELGA.
How it starts
How a project runs
Intro call
Free
30 minutes on where your practice loses time. If AI is not the right tool, we tell you.
Trial run
from €2,500 · credited to the implementation
We find out where the hours actually go, from incoming calls to deadlines, and rank the use cases by payback. You get a shortlist with expected effort, not a slide deck.
Implementation
Fixed fee, named in your proposal
We implement and test one workflow with your team, typically within two to four weeks once prerequisites are confirmed. We train your team, and your team checks and approves every draft before patient data goes out.
The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. 30 min · remote · no obligation. And if AI isn't the right tool, we'll say so.
Fair questions
What medical practices ask us first
01Is AI on the patient phone even legal?
Yes, under conditions, and since December 2025 that is official: the KBV classifies AI phone assistants as a low-risk application, requires an AI announcement, and states that patient consent is generally not needed as long as data is not used for training. The strict conditions are § 203 StGB confidentiality and § 393 SGB V with its C5 attestation. Our setup is built around exactly those.
02Does this replace our medical assistants?
No, that is not the goal. In a Bremen survey one practice in four could not fill a single assistant position in twelve months, and 68 percent of assistant time goes to organization and administration. Automation gives part of that time back to the front desk and to patients.
03What may the assistant never do?
Evaluate symptoms, grade urgency or recommend action. At that point software becomes a class IIa medical device under the MDR and a high-risk system under the EU AI Act. We only build on the legal side of that line, and we tell every prospect so in the first call.
04We use Doctolib, CGM or medatixx. Does this replace it?
No. Your practice software stays the main system. Where its built-in features cover your case, start there; we tell you so in the intro call. We automate the work between systems: sorting fax, secure mail and records, callback lists, capturing requests. Where interfaces exist, we use them.
05What does it cost?
The trial run starts at €2,500. If you go ahead, we credit it in full against the implementation. If we advise against automating in writing, we refund the fee. The implementation gets its own fixed-fee quote. We published what AI automation actually costs, with sources, on our blog. The implementation of one contained workflow costs about €3,000 to €5,000. Projects with several processes and systems cost more, and the fixed fee is in your proposal before work starts. Ongoing care starts at €250 per month per workflow. Read the article with the cost examples. Calculate with your own numbers.
06Does this page apply to a practice in Austria?
Only in part. The KBV guidance, § 203 StGB, § 393 SGB V with the C5 attestation, secure mail (KIM) and the ePA are German, and so are all statistics and the practice-software offers described on this page. The MDR and the EU AI Act apply in Austria too. In Austria, the GDPR with the Data Protection Act (DSG), § 54 of the Ärztegesetz 1998 and the Gesundheitstelematikgesetz 2012 with ELGA apply. The steps and prices are the same. We check which rules affect your workflow for each project, before we process patient data.
Robert Van YsendyckFounder & Managing Director
In 30 minutes we can tell whether automation makes sense for your practice. If it does not, we say so.