Is time recording mandatory in a doctor's office?
Yes Every medical practice is required to record the working hours of its employees. The basis is that Judgment of the Federal Labour Court of September 13, 2022, which is based on a decision of the European Court of Justice from 2019.
Means: Employers must introduce a system in which Start, end and duration of daily working hours be documented.
The working time of the practice owner himself does not have to be recorded, as he is not an employee.
Conclusion: Time recording is mandatory, regardless of practice size or number of employees. Anyone who does not have complete documentation risks legal problems due to overtime and checks.
Are there any special features when recording time in dental practices?
Yes Although there are changes of activity in all practices, they are much more fragmented in dental practices.
There are often only a few minutes between treatment, assistance, instrument preparation, X-ray, laboratory and reception. These short sections are completely part of working time and must be recorded. This is where overtime otherwise occurs unnoticed.
However, not every activity has to be individually documented down to the minute. It is crucial that the entire working time per day is recorded completely and comprehensibly.
Who in the doctor's office is responsible for time recording?
The practice owner is responsible. He must provide a system for time recording and ensure that it is used correctly.
The team can enter the times themselves, but the duty of control and proof remains with the practice owner.
Tasks such as audit or organization can be delegated to a practice manager or manager, but legal responsibility cannot be delegated.
Record working time in analog or digital form? There are these options
Both are allowed. There is no legal requirement that time recording must be done digitally. It is crucial that the start, end and breaks are clearly comprehensible.
1. Analog recording
For example, time sheets or time clocks. It works, but is prone to errors. Additions, roundings or forgotten entries quickly lead to discussions. During tests, the evaluation takes longer.
2. Digital time recording in everyday practice:
Software, terminal, app or PC login. Times are saved automatically. Changes are understandable. Particularly useful when several rooms, laboratory, preparation and reception are integrated. More transparent and faster evaluation.
3. Mixed forms:
Some practices start with paper and later switch digitally or use the terminal and app in parallel. This can be a temporary solution as long as the recording remains clear.
Conclusion: Everything is allowed, but in everyday practice, the digital version is simpler, more accurate and more legally secure.
The best tools and apps for time tracking in the doctor's office
There are many solutions for recording working hours. That's what matters:
- Easy operation
- reliable documentation
- quick evaluation
The following tools are good for medical and dental practices because they support typical processes and requirements:
1st Clockin
Clockin offers simple digital time recording for medical practices. Times can be recorded via app or terminal. Vacation planning and absences are integrated.
Good for: Practices that want to get started quickly, without lengthy training.
2nd TimeTac
TimeTac is a comprehensive solution with terminal, web and app capture. It offers clear evaluations, overtime accounts and GDPR hosting in the EU.
Good for: Practices with several employees or shift models.
3rd Clockodo
Clockodo offers browser and app-based time recording that works without a long introduction. Working hours and breaks can be recorded and traced directly. Evaluations are clearly available.
Good for: Practices that prefer an easy-to-understand solution without complex structures.
4. TimO®
TimO offers a digital system for time recording with integrated absence management and report overviews. The system can represent various work areas, such as treatment, reception and laboratory.
Good for: Medium-sized practices with changing activities and several areas of work.
What a good time recording tool should pay attention to in a doctor's office
- Easy to use for the entire team
- Recording of working time, breaks and overtime
- Correct documentation for tests and proofs
- GDPR-compliant storage in the EU
- Possibility to display different work areas or rooms
Free template for time recording in the doctor's office
If you want to start without a tool for now or standardize existing processes, you can also record working hours with a clearly structured template.
The only important thing is that the start, end, breaks and the total working time are clearly comprehensible.
For this, you are welcome to use our free word template use.
Next step: digitally organize your practice
Clean time recording is part of the practice organization. However, the process only becomes truly efficient when documents, invoices and patient communication are also digitally structured. This reduces reception costs, creates clear responsibilities and reduces sources of error.
With Nelly Central processes can be mapped completely digitally and connected directly to the practice software.
This includes:
- Digitale anamnesis and clarification forms
- Digital document delivery including electronic signatures
- Digital invoicing and payment
- Digital factoring
- Automatic payment reminders via SMS or email
- Patient portal for viewing documents
- and more
Would you like to see what this could look like in your practice? We are happy to advise you without obligation.
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Common questions
Is time recording required by law in medical practices?
Yes According to the Federal Labour Court ruling of September 13, 2022, employers must systematically record the start, end and duration of daily working hours. This obligation is based on a decision of the European Court of Justice of May 14, 2019.
Is electronic or analog time recording mandatory in medical practices
No law exclusively requires electronic recording. It is crucial that the recording is reliable and verifiable — analog or digital. Many practices opt for digital solutions because they are more efficient and audit-proof.
How must working hours be documented?
The documentation must include the start, end and duration of daily working hours as well as breaks and overtime, if necessary. In addition, fixed storage periods must be met and traceability ensured so that reliable evidence is available in the event of checks or disputes.
When can working time recording be dispensed with?
Working time recording can only be dispensed with if no employees are employed. Self-employed doctors do not record their own working hours as they are not considered employees. However, as soon as personnel are employed (whether full-time, part-time, mini-job or trainee), there is an obligation to record working time. There is no general exception for medical practices.
What are the consequences of not having time recording?
Without systematic time recording, a practice cannot prove that statutory working hours have been met. If there are audits or disputes, there is a risk of additional claims and employment law conflicts. Violations of Working Hours Act can be punished with fines.
How long can an MFA work per day?
The same legal basis applies to medical professionals as to other employees: According to Section 3 (1) ArbZG In principle, working hours must not exceed eight hours. An extension of up to ten hours is possible if, during the compensation period (six calendar months or 24 weeks), an average of eight hours per working day is not exceeded.
How long are medical workers allowed to work during the day?
Medical workers (employed doctors) are also subject to the ArbZG: The daily working hours must generally not exceed 8 hours (§ 3 ArbZG). An extension of up to 10 hours is possible if the average does not exceed eight hours a day over six months or 24 weeks. Tariff or company-specific agreements may contain additional regulations.
