Secure
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- Exclusively encrypted data storage
- Servers operated in a high-security data center (ISO 27001 certified) in Germany
- Application security through a comprehensive permissions concept
- and much more
smart medication ScanDoc – Smart software for pharmacies: simple batch documentation for medicinal products under the German Transfusion Act (TFG)
smart medication ScanDoc is software for pharmacies for the batch documentation of blood products and clotting factor concentrates under Section 17 (6a) of the German Pharmacy Operating Regulations (ApBetrO) and Sections 14 and 21 of the German Transfusion Act (TFG). A scanner provided by smart medication captures the PZN, batch and expiry date from the data matrix code; the software reports the dispensing automatically to the hemophilia treatment center and makes it available to the patient in smart medication eDiary.
At a glance
- Target group
- Pharmacies dispensing hemophilia products and other medicinal products under the Transfusion Act; hemophilia treatment centers as recipients of the report
- Legal basis
- Section 17 (6a) of the German Pharmacy Operating Regulations, Sections 14 and 21 of the German Transfusion Act; pharmacy distribution channel under the GSAV since September 1, 2020 – overview of the documentation duties, workflow in the pharmacy
- Capture
- Scanner for the data matrix code – PZN, batch number and expiry date in one step
- Reporting
- Automatic and standardized to the center; by fax directly from ScanDoc if the center is not yet connected
- Platform
- Web application – no software installation required
- Security
- Exclusively encrypted storage, servers in an ISO 27001-certified data center in Germany, role-based access
- Services
- smart medication supplies the scanner, sets up the software and trains the pharmacy staff
- Extension
- smart medication eConsent for digital contract management
- Adoption
- In use at many pharmacies specializing in hemophilia products – list of participating pharmacies by state
When it comes to caring for people with hemophilia, two factors are of central importance: guaranteed availability of the required products and ensuring drug safety.
On September 1, 2020, the German act for more safety in the supply of medicines (GSAV) came into force. It brought changes not only to the care of hemophilia patients: pharmacies must now also transmit selected information in writing to the treating physician when dispensing blood preparations, sera from human blood, preparations made from other substances of human origin, and medicinal products.
smart medication ScanDoc was developed to support pharmacies and physicians in meeting these legal requirements and to optimize the necessary processes.
98 pharmacies in 14 German states document with ScanDoc
Specialized pharmacies across Germany record the dispensing of hemophilia products with ScanDoc and report it to the treatment centers. Status: September 9, 2026, from ScanDoc.
View all participating pharmacies Your pharmacy is missing? Get in touch
The newly developed software solution smart medication ScanDoc enables pharmacies to carry out the documentation required by the German Pharmacy Operating Regulations (Section 17 ApBetrO) easily and to a high standard, to report it to the prescribing physician or hemophilia treatment center, and to make it available to patients in their electronic diary (e.g. smart medication eDiary).
Changes in the care of hemophilia patients
What pharmacists and hemophilia treatment centers need to know:
The new path of GSAV batch documentation
- Prescription
- Data
- Medicinal product
(Once one of the buttons has focus, the arrow keys page through as well.)
At the hemophilia treatment center / physician’s office, the patient receives a prescription, which they fill at the pharmacy. The pharmacy is required to report the dispensing of the previously documented medicinal product to the center / prescribing physician. The easiest way to transmit the legally required data is smart medication ScanDoc. In addition to the product and the batch number, it also records the patient details required under the ApBetrO and the German Transfusion Act (ScanDoc data).
All of this information must be documented at the center / physician’s office and retained for up to 30 years (Section 22 (4) ApBetrO). It ensures traceability and is also used for the mandatory registry report submitted by the center / physician to the German Hemophilia Registry (DHR).
Smart management system for pharmacies
Document reportable data quickly and easily using the software and the scanner provided, and transmit it automatically to the center
Support for patient retention: digital features for providing order and delivery status
Plan and forecast more effectively: retrieve statistics on your own pharmacy’s dispensations and patients
Physician – Pharmacy – Patient
Security on all sides
Pharmacies and physicians with access to smart medication ScanDoc benefit from highly optimized workflows. With a scanner for pharmacies – provided by smart medication – and the matching software at the centers, the recording and documentation processes can be simplified and automated. The effort is reduced to a minimum for everyone involved.
Uncomplicated
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- No software installation required
- Automatic data transmission
- Intuitive operation
Legally compliant
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- Section 14 of the German Transfusion Act (TFG)
- Section 21 of the German Transfusion Act (TFG)
- Section 17 (6a) of the German Pharmacy Operating Regulations (ApBetrO)
How smart medication ScanDoc works
Video transcript (27 sections)
Captions can be switched on via the player’s caption button. They appear inside the picture; the same text is shown here in full.
- 0:03 Hallo, ich bin Max. Ich habe Hämophilie. Um Blutungen vorzubeugen, spritze ich mir in
- 0:08 regelmäßigen Abständen den fehlenden Gerinnungsfaktor. Bisher habe ich das Präparat direkt über
- 0:14 mein Hämophiliezentrum erhalten. Durch das neue Gesetz, GSAV, hat sich das seit September
- 0:20 2020 geändert. Die bisherige Ausnahmeregelung, durch die wir unsere Hämophilie-Medikamente
- 0:25 direkt vom Arzt erhalten haben, wird nun aufgehoben. Jetzt stellt meine Ärztin mir
- 0:30 ein Rezept aus, welches ich dann in der Apotheke einlöse.
- 0:33 Der Apotheker ist verpflichtet, bei der Abgabe von Hämophilie-Präparaten die Bezeichnung des
- 0:39 Arzneimittels, Chargennummer, Abgabedatum sowie patientenbezogene Daten zu dokumentieren
- 0:46 und an meinen Hämophilie-Arzt zu übermitteln. Dies dient auch der Sicherheit und Transparenz,
- 0:52 denn dadurch lassen sich zukünftig alle Wege zurückverfolgen. Um dieses Verfahren zu erleichtern
- 0:58 und Fehler zu vermeiden, gibt es ScanDoc. Mit einem speziellen Scanner erfasst die Apotheke
- 1:04 durch einen QR-Code die nötigen Informationen. Diese Daten werden sicher verschlüsselt und
- 1:10 direkt an mein Zentrum geschickt. Dort können alle Daten schnell und unkompliziert
- 1:16 eingesehen und dokumentiert werden. So ist die Rückverfolgbarkeit gewährleistet. Die
- 1:22 Daten werden auch zur Meldung an das Deutsche Hämophilie-Register herangezogen. Übrigens,
- 1:26 wenn mein Zentrum, wie ich, mit einem digitalen Tagebuch zum Beispiel smart medication arbeitet,
- 1:31 ist es möglich, dass die für mich relevanten Daten auch dort abrufbar sind. Dabei stehen
- 1:36 Datenschutz und Sicherheit immer an oberster Stelle. Klingt zunächst kompliziert, ist es aber
- 1:42 gar nicht. Wir Patienten bekommen von diesen Vorgängen gar nicht viel mit. Für uns ist es wichtig,
- 1:48 dass wir gut versorgt sind und die Arzneimittelsicherheit gewährleistet ist. Denn stellt euch vor,
- 1:53 ihr habt einen Unfall und braucht umgehend ein Faktorpräparat. Dann ist es gut zu wissen,
- 1:58 welche Apotheke sofort helfen kann. Eine spezialisierte Hämophilie-Apotheke zeichnet sich dadurch aus,
- 2:05 dass sie Erfahrung mit Hämophilie-Präparaten hat und diese schnell und zuverlässig unter
- 2:10 Einhaltung der erforderlichen Kühlketten liefern kann. Auch sollte sich die Apotheke mit
- 2:14 Chargendokumentation auskennen. Fragt doch mal bei eurem Apotheker und bei eurem Arzt nach,
- 2:20 ob sie dort mit ScanDoc arbeiten. Oder informiert euch direkt. Hier könnt ihr erfahren, wo eine
- 2:25 Apotheke mit Hämophilie-Erfahrung in eurer Nähe zu finden ist.
smart medication supplies the scanner, sets up the software, and trains the pharmacy staff in using the new application. At the pharmacy, the scanner reads the data matrix code to capture the PZN (German pharmaceutical registration number), batch, and expiration date of the blood product, and transmits all relevant information immediately and with absolute security directly to the center. This transfer takes place in a standardized form that leaves the data optimally prepared for further processing. If the center does not yet use the system, a fax can be sent directly from smart medication ScanDoc. ScanDoc guarantees maximum IT security along with simple and fast operation.
The software is already in use in many pharmacies specializing in hemophilia products. An up-to-date list of participating pharmacies by state is available on this website.
Frequently asked questions
What obligations does a pharmacy have for hemophilia products since the GSAV?
Since September 1, 2020, hemophilia products are dispensed via pharmacies. When dispensing blood preparations, sera from human blood and medicinal products for hemophilia therapy, pharmacies must transmit selected information to the treating physician (Section 17 (6a) ApBetrO) and document the batches under Sections 14 and 21 of the German Transfusion Act. ScanDoc handles capture and reporting in one step.
Which data does ScanDoc transmit to the center?
Product, PZN, batch number and expiry date from the data matrix code as well as the patient details required for the report under the ApBetrO and the German Transfusion Act – in standardized form, immediately after dispensing and prepared so that the center can process them further and use them for reporting to the German Hemophilia Registry.
What happens if the hemophilia treatment center does not use ScanDoc?
Then the pharmacy sends the report directly from ScanDoc as a fax. As soon as the center is connected, transmission runs automatically.
How long must the data be retained?
At the center or the prescribing physician for up to 30 years (Section 22 (4) ApBetrO). The data serve traceability and the mandatory registry report to the German Hemophilia Registry (DHR).
What does my pharmacy need to start with ScanDoc?
Get in touch, receive training, get started: smart medication provides the scanner, sets up the software and trains the team. No installation is needed – ScanDoc runs in the browser.
Where and how securely are the data stored?
Exclusively encrypted, on servers in an ISO 27001-certified high-security data center in Germany, with comprehensive role-based access control in the application.
Does my pharmacy management system need to be adapted?
No. ScanDoc works independently of the pharmacy management system: the scanner reads the Data Matrix code on the pack, and the application runs in the browser. No IT project is needed, and the existing software remains untouched.
Which medicines does ScanDoc cover?
Blood products and clotting factor preparations for which the pharmacy must keep records and report under Section 17 (6a) of the German Pharmacy Operating Regulations and the Transfusion Act – in particular the medicines used to treat hemophilia. The application is built so that further groups of medicines with documentation duties can be added.
What does ScanDoc cost the pharmacy?
ScanDoc is offered individually. Get in touch via the contact page and we will follow up with an offer for your pharmacy.
News and publications about smart medication ScanDoc
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- Contact us
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All the benefits of smart medication ScanDoc at a glance:
Interested in smart medication ScanDoc?
Get in touch – we are happy to help. The list of participating pharmacies shows who is already on board.