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Challenges
Hospitals, long-term care facilities, medical care centers (MVZ), doctors’ offices, laboratories, and rehabilitation clinics face the daily challenge of balancing complex work schedules, various shift models, and stringent legal requirements. Different occupational groups—from nursing staff to administrative and kitchen personnel to cleaning staff—must be coordinated efficiently. Added to this are special provisions in collective bargaining agreements, company agreements, increasing documentation requirements, and the shortage of skilled workers. A digital solution like ZMI reduces administrative burdens, ensures smooth operations, and provides transparency for human resources departments, nursing management, and works councils.
The Right Solution for All Healthcare Facilities
Fixed Time-Tracking Terminals & Employee Self-Service
ZMI enables secure time tracking right on site—at terminals in the hospital, via the Employee Self-Service portal, or through an app. Employees can track their hours, submit requests, and view their schedules—easily and intuitively.
Digital Schedule Planning and Staff Scheduling
The ZMI – Planner module is used to centrally create, coordinate, and publish shift and duty schedules. Scheduling can be based on qualifications, department, and availability, and overstaffing and understaffing are automatically detected. This saves time and prevents scheduling errors.
Digitally Documenting Collective Bargaining Agreements & Company Agreements
ZMI takes into account collective bargaining agreements (e.g., TVöD, AVR, company-specific agreements) as well as individual works agreements. Premium pay for night shifts, weekend shifts, on-call duty, or overtime is calculated automatically—reliably and in a way that stands up to audit scrutiny.
<span data-metadata=""><span data-buffer="">Payroll Interfaces & Reporting
The recorded data is automatically transferred to payroll systems such as DATEV, Sage, HS – Hamburger Software, Lexware, VOCUS, or SAP. Alternatively, the time-tracking entries can also be transferred to industry-specific software for the social sector, such as CGM Sozial. Comprehensive reports and statistics provide insights into staff hours, duty assignments, and workload—ideal for management, controlling, and nursing service management.
GoBD & GDPR Compliance
ZMI meets all legal requirements for proper time tracking. All data is stored in a tamper-proof manner and is documented in an audit-proof way—compliant with GoBD and therefore audit-ready. At the same time, the solution guarantees the highest standards of data protection under the GDPR, including role-based access and encrypted transmission.
Special Considerations for the Healthcare Sector
- Scheduling Based on Qualifications: For example, specifically scheduling nursing staff with specialized training or operating room experience.
- Shift & Duty Scheduling: Plan early, late, night, and on-call shifts flexibly and in compliance with the law.
- Automatic Overtime Calculation: Night shifts, weekend shifts, on-call shifts, and standby shifts are accurately recorded and billed.
- Transparent Reports: Analyses of staff hours, workload, absences, and department statistics.
- Scalable for all types of healthcare providers: A multi-client, cross-location solution for time tracking and scheduling that equally supports hospitals, long-term care facilities, outpatient services, and medical care centers—from individual locations to hospital networks.
ZMI - Ecosystem: integrations and partnerships
Open for your processes: ZMI grows with your requirements. Thanks to numerous REST and CSV interfaces, you can seamlessly integrate payroll programs, ERP systems and BI tools such as Power BI or DATEV. Whether importing personnel, exporting time and project data or live data for dashboards – our flexible architecture ensures that information arrives where you need it. This allows you to automate workflows, speed up reporting and avoid duplicate entries. The result: less effort, faster billing, better decisions.
Even more functions for every requirement
- Software Made in Germany
- GDPR-compliant
- Requirements of the ECJ and BAG on the time recording obligation
Mobile booking tool
always and everywhere with you.
Security
Work flexibly and transparently with the ZMI – WebClient.
Cloud-based time tracking – test it now.
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Frequently Asked Questions
Answers to Your Most Important Questions
Is ZMI also suitable for smaller practices or long-term care facilities?
Yes, ZMI has a modular design and can be used in both small and large facilities. You start with the modules you need and expand the system as needed—for example, to include shift scheduling or access control.
How does ZMI support shift and assignment planning in nursing?
How are bonuses and collective bargaining agreements taken into account?
ZMI fully incorporates company agreements and collective bargaining agreements. Premiums for night shifts, weekend shifts, on-call duty, or overtime are automatically calculated and transferred to the reporting and payroll interface.
What areas can be mapped using ZMI?
In addition to nursing care, administration, food service, housekeeping, therapy, and technical services can all be managed centrally within a single system. Each area can be configured with individual permissions, service models, and reports.
How secure is the data?
All ZMI solutions are GDPR-compliant and are hosted in German data centers. Thanks to clearly defined roles and permissions, as well as encrypted data transmission, all personal data remains secure and traceable.
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My team and I would be happy to advise you!
– Markus Welsch (Head of Sales)
