Digitise participation records.
Redact patient files.
Bill payers in a compliant way.
Docuflair for rehabilitation clinics: TR-RESISCAN-compliant migration of decades of paper files, PII redaction for third-party data before payer handover, audit-proof archiving aligned with the German Social Code Book IX (SGB IX) and the recommendations of the Federal Association for Rehabilitation (BAR). 100 % on-premises, GDPR for patient data.
Participation documentation, payers, retention — paper has reached its limits here.
Decades of paper files
Rehabilitation records with long retention obligations fill entire archive rooms. Without a structured migration, neither retrieval nor analysis is possible — every legacy enquiry becomes a manual search.
High documentation depth
Participation documentation under § 42 SGB IX and BAR recommendations requires detailed progress notes: assessments, therapy plans, social-medical evaluations. Almost impossible to maintain consistently on paper.
GDPR for payer handover
Sharing with the German pension insurance (DRV), statutory health insurance or accident insurance (BG) requires redaction of third-party data and non-rehabilitation passages — error-prone and time-consuming when done manually.
Discharge reports under time pressure
Discharge reports must be issued on time — reviewed, redacted, dispatched. Manual redaction costs physician and social-services time that is missing elsewhere in daily care.
How Docuflair supports rehabilitation clinics
TR-RESISCAN legacy migration
BSI-compliant replacement scanning under TR-03138. Decades of paper files become searchable; originals can be lawfully destroyed after successful quality assurance.
More on TR-RESISCANPII redaction before dispatch
Third-party data and non-rehabilitation passages in discharge reports and social-medical statements are masked automatically. Selective profiles per payer (pension insurance, health insurance, accident insurance).
More on RedactGoBD- and SGB-compliant archiving
Audit-proof long-term archiving with SHA-256 integrity, retention rules per document type and legal hold. Core medical records up to 30 years, gap-free audit trail.
More on ArchiveParticipation documentation workflow
Assessments, therapy plans, progress notes and discharge documents are produced and approved in structured processes. Escalation on deadlines, roles for physicians, therapists and social services.
More on WorkflowSGB IX-compliant rehabilitation documentation in 5 steps
Admit patient
Rehabilitation application and referral documents are scanned and assigned by barcode to the case in the HIS. Roles (physician, therapist, social services, administration) receive the appropriate level of access.
Create rehabilitation record
Participation documentation under § 42 SGB IX and BAR recommendations — findings, therapy plans, assessments and social-medical progress notes are captured in a structured digital record.
Create discharge report and redact
The workflow assembles the discharge report from building blocks. Redact masks third-party data and non-rehabilitation passages automatically — selectively per recipient.
Hand over to payer
Digital handover to the German pension insurance (DRV), statutory health insurance or accident insurance (BG) via defined interfaces (KIM, DALE-UV, SFTP). Recipient, timestamp and version logged in the audit trail.
Archive for up to 30 years
SHA-256 hash secures integrity. Retention rules per document type: core medical records up to 30 years, administrative records aligned with German AO/HGB requirements. Gap-free logging.
Typical rehabilitation scenarios
Inpatient rehabilitation
Orthopaedic, cardiac and oncological rehabilitation with several weeks of inpatient stay. Docuflair bundles admission, therapy documentation and discharge report in a single case file with defined escalation and approval workflow.
- Structured participation documentation
- On-time discharge reports
- Automated payer handover
Outpatient rehabilitation
Locally based outpatient rehabilitation after accident or surgery. Tight appointment sequences, close coordination with the GP and specialist. Per-session documentation, quarterly progress reports — fully traceable digitally.
- Per-session documentation
- Exchange with referring physician
- Automated quarterly reports
Neurological rehabilitation
Patients with stroke, traumatic brain injury or multiple sclerosis require particularly extensive, interdisciplinary documentation over months. Communication with relatives is sensitive and must be kept in a data-protection-compliant way.
- Interdisciplinary case file
- Long-term progress over months
- Documented relative conversations
The most important modules for rehabilitation clinics
Top 3 core products plus supplementary modules for participation documentation
Docuflair TR-RESISCAN
BSI-compliant replacement scanning for decades of legacy rehabilitation files. Quality assurance, audit log, destruction approval.
Learn moreDocuflair Scan
Digitise incoming mail, rehabilitation applications and findings with OCR and automatic case-file assignment.
Learn moreDocuflair Archive
Audit-proof long-term archiving with SHA-256 integrity, retention rules and legal hold — for up to 30 years.
Learn moreLegal foundations supported by Docuflair
§ 42 SGB IX (German Social Code Book IX)
Medical rehabilitation and participation services: structured documentation of goals, measures and progress — mapped as a workflow in Docuflair.
BAR recommendations
Recommendations of the Federal Association for Rehabilitation (BAR) on discharge report structure and interdisciplinary cooperation — available as configurable templates.
Patient data protection
Federal-state Hospital Acts (KHG of the German states) and medical data protection: role-based access, audit trail, on-premises operation without US cloud.
GDPR
Art. 9 GDPR for health data: consent management, purpose limitation, deletion concept after retention expiry, automatic redaction for third-party disclosure.
Note: Docuflair supports rehabilitation clinics in implementing documentation and retention obligations but does not replace legal advice. For the concrete design of your processes — e.g. for accident-insurance procedures or social data protection under SGB X — we recommend alignment with your data protection officer and legal counsel.
Frequently Asked Questions
Answers to the most important questions for rehabilitation clinics
How long must rehabilitation records be retained?
Rehabilitation records follow the general medical retention obligation of 10 years (§ 630f BGB, § 57 BMV-Ä). In case of possible damages claims, the German statute of limitations can extend up to 30 years after the end of treatment (§ 199 (2) BGB). Docuflair Archive applies configurable retention rules per document type — discharge reports, therapy documentation and social-medical assessments are automatically retained in an audit-proof manner until all deadlines have expired.
Does Docuflair support the German electronic patient record (ePA)?
Docuflair acts as the leading document management and archive system for the clinic-internal record. Exchange with the gematik-ePA takes place via the German Telematics Infrastructure and the connected hospital information system (HIS). Docuflair provides the required structured documents (PDF/A, FHIR-compatible), archives the source documents in an audit-proof manner and logs every ePA transmission in the audit trail.
How is payer billing handled with Docuflair?
Discharge reports and social-medical statements are produced in the workflow, automatically checked for PII and redacted before being sent to the German pension insurance (DRV), statutory health insurance or accident insurance (BG). The handover is digital via defined interfaces (KIM, DALE-UV, SFTP). Docuflair logs recipient, timestamp and delivered version with a SHA-256 hash as an integrity proof — also for later billing audits.
Is professional confidentiality (§ 203 StGB) preserved when handing data to payers?
Yes. Data is only shared with the payer after documented patient consent or on the basis of the statutory disclosure obligation (§ 100 SGB X). Third-party data — such as names of relatives, other patients or treating third parties — is automatically redacted by Docuflair Redact before dispatch. This preserves the professional confidentiality obligation under § 203 of the German Criminal Code.
Can Docuflair be integrated with our hospital information system (HIS)?
Docuflair provides open interfaces via HL7, FHIR, REST API and file exchange. Common HIS and rehabilitation-specific systems (e.g. NEXUS / REHADAT, MEIERHOFER, CGM, ORBIS) can be connected — master patient data flows from the HIS, archived documents are matched by case or file number. The specific integration depth is discussed in a technical call with your IT team.
Ready to digitise your rehabilitation documentation?
15-minute demo — we show you how Docuflair digitises participation records, redacts patient files and archives them in an audit-proof way for up to 30 years. No marketing noise, real software on real rehabilitation scenarios.