An external OHS provider tracks, for hundreds of client companies, the mandatory service hours that depend on risk category, specialist and doctor visits, employee medicals and training. When registry assignments, field visits and invoices do not match, the result is both an inspection problem and a collection problem. In the system we build every client is defined with a monthly service allowance by risk category and headcount. The visit plan for specialists and doctors is generated automatically, each visit is closed in the field with a location stamp and report, and medicals, training and findings-and-recommendations records appear in the client’s own portal.
Problems we see at OHS providers
- Mandatory service hours not tracked per client
- Specialist and doctor visits going undocumented
- Periodic medical and training dates being missed
- Contracts, assignments and invoices not matching
Modules
Client and contract
Risk category, headcount, service hours and contract dates.
Assignments
Specialist, doctor and nurse assignments with a registry compliance check.
Visit plan
Automatic plan from monthly hours, location-stamped visits and reports.
Health surveillance
Pre-employment and periodic medicals, tests and examination forms.
Training management
Subject, duration, attendee list and certificate generation.
Invoicing and portal
Periodic invoices, collections and the client’s document portal.
How it works day to day
- 1
A new client contract is entered with its risk category and headcount.
- 2
A specialist and doctor are assigned and the monthly visit plan is created.
- 3
The field visit is closed in the mobile app with location and report.
- 4
Medical and training records are entered per employee.
- 5
At period end the service report and invoice go to the client.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For new providers serving few clients, the ready-made packages common in the sector are enough to start with.
When custom software pays off
For providers managing hundreds of clients and a large specialist and doctor team, and wanting their own reporting and client portal, a custom system noticeably improves field efficiency and collections.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 24 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €550 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can data be exchanged with the national OHS registry?
Nothing is written directly into the official system; assignment and contract details are held in the same structure and a cross-check report is produced.
Can doctors enter medical records in the field?
Yes. The examination form is completed on a tablet or phone, with signatures and documents attached.
Can client companies access their documents?
Yes. Training certificates, risk assessments, findings-and-recommendations records and invoices appear in the client portal.
How is health data protected?
Examination data opens only with physician-level permission, access is logged and GDPR rules are followed.
