smart medication ScanDoc – Vaccination documentation for pharmacies: from counseling to the vaccination certificate in one record
With smart medication ScanDoc, pharmacies in Germany document vaccinations in one record – counseling, medical history, consent, vaccination, supporting documents, the vaccination certificate under Section 22 IfSG and the data set for the Robert Koch Institute. ScanDoc checks the mandatory details under Section 35a (5) ApBetrO before confirmation and locks every record after completion, with a complete log.
At a glance
- Target group
- Community pharmacies in Germany that offer vaccinations
- Legal basis
- Section 20c of the Infection Protection Act (IfSG) as amended by the ApoVWG (since July 2, 2026), Section 35a (5) of the Pharmacy Operating Regulations (ApBetrO), Sections 22 and 13 (5) IfSG
- Scope
- Counseling, medical history, consent, vaccination, documents, vaccination certificate and RKI data set in one record – counseling and vaccination also on different days
- Checks
- Mandatory details and plausibility before confirmation; confirmation with password, then locked and logged
- Capture
- Vaccine from the MMI vaccine catalog or by scanning the DataMatrix code – PZN, batch and expiry date
- Printouts
- Vaccination certificate under Section 22 IfSG, pre-filled medical history and consent form (PDF)
- RKI data set
- CSV file under Section 13 (5) IfSG that the pharmacy can complete or adjust and forward; history of all exports
- Platform
- Web application in the pharmacy’s ScanDoc account; user interface in German
- Security
- Encrypted storage, servers in an ISO 27001-certified data center in Germany, two-factor login available
- Available
- Since October 12, 2026
Vaccinating in the pharmacy – and the duty to document
Since July 2, 2026, trained pharmacists in German community pharmacies may vaccinate adults with all vaccines that are not live vaccines (Section 20c of the Infection Protection Act, IfSG, as amended by the Pharmacy Care Development Act, ApoVWG). They may delegate the administration to pharmaceutical technical assistants (PTA), pharmacy engineers and pharmacists in practical training – under supervision.
Every vaccination comes with documentation: nine items under Section 35a (5) of the German Pharmacy Operating Regulations (ApBetrO), to be retained for ten years from the date of vaccination, plus the vaccination certificate under Section 22 IfSG and the data set for the Robert Koch Institute under Section 13 (5) IfSG.
smart medication ScanDoc documents a vaccination in a single record: counseling, medical history, consent, vaccination, supporting documents, vaccination certificate and RKI data set. The mandatory details are checked before confirmation. Interruptions cost no entries, and once completed, every record is locked and fully logged.
ScanDoc is designed for pharmacies in Germany; its user interface is in German.
One record, two possible appointments
Counseling today, vaccination later – or both in one step. Each record has exactly one status:
- Draft Saved without a password – explicitly not yet documentation.
- Counseling Information, medical history and consent confirmed with a password.
- Vaccinated Vaccination confirmed with a password.
Also possible
- Ended without vaccination: With a reason: contraindication, acute illness, declined by the person, vaccine not available or other.
- Cancelled: With a reason and password; remains readable and is shown struck through in the list.
Features in detail
Recording without losing anything
- “Save draft” at any time without a password: after a phone call or interruption, all entries are back – including checkboxes and the supervision details.
- If the person already has an open record, ScanDoc offers to “continue” it – so no duplicate records arise.
- If two windows or workstations edit the same record, ScanDoc reports the conflict instead of silently overwriting.
- Errors are shown right at the field concerned; drafts no longer needed can be discarded.
Vaccine, batch and disease
- Vaccines from the MMI vaccine catalog, searchable by PZN or name.
- Scanning the DataMatrix code fills in PZN, batch and expiry date.
- ScanDoc suggests the disease targeted by the vaccination from official catalog data.
- Next to the form: the person’s last vaccination and the last one against the same disease, with the dose number in the series.
- An expired vaccine requires an explicit confirmation.
Mandatory details complete and plausible
- All nine items under Section 35a (5) ApBetrO and the contents of the vaccination certificate under Section 22 (2) IfSG.
- Plausibility checks: no date in the future, order of information – consent – vaccination, same-day medical history, valid dose number in the series.
- Medical history with six questions, each to be answered explicitly – or a signed questionnaire is attached.
- If the date of birth or address is missing, a link leads straight to the patient record.
- Pre-filled dates stay highlighted until someone touches them – nothing is taken over unnoticed.
Delegation and supervision
- Administration can be delegated to PTA, pharmacy engineers and pharmacists in practical training (Section 20c (4) IfSG).
- ScanDoc explicitly asks “without supervision” or “under supervision” and then for the supervisor’s name – there is no silent default.
- Under supervision, the vaccination certificate names the supervising pharmacist as the responsible person.
- A note reminds staff that information, medical history, consent and documentation cannot be delegated.
Supporting documents and replacement scanning
- PDF documents attached right where they belong – information, medical history, consent, other documents. Misfiling is not possible.
- For each file, the explicit confirmation “The scan matches the original”.
- The paper original can be marked as destroyed, with a date – also retroactively.
- Documents are stored encrypted, read back immediately and checked against their checksum.
- Documents can be added after completion.
Confirm, lock, trace
- Counseling and vaccination are confirmed by re-entering the password: name, timestamp and a checksum over the confirmed details (simple electronic signature).
- After completion, the record is locked; addenda such as further documents or a vaccination complication remain possible.
- Corrections are made by cancelling and creating a new record that refers to the old number. The old version remains readable (Section 630f of the German Civil Code), and every change is logged.
- Patient and pharmacy details are captured as a snapshot at confirmation.
- Sequential record number per pharmacy (e.g. IMP-2026-0001) – or continue your own numbering scheme.
Printouts
- Vaccination certificate as a PDF under Section 22 (2) IfSG, with the notes required by Section 22 (3) and (4) IfSG and space for stamp and signature.
- Medical history and consent form as a PDF, pre-filled with the recorded answers.
- Printable already as a draft: print, have it signed, scan, attach.
- The QR code on the form contains only the record number, no personal data.
Overview and patient record
- List of all vaccinations and drafts with search, status filter and period; download as PDF and Excel.
- Counseling sessions and drafts open for more than 30 days are flagged.
- Separate “Vaccinations” tab in the patient record.
- When duplicate patients are merged, their vaccination records move along.
RKI data set
- ScanDoc creates the data set under Section 13 (5) IfSG as a CSV file for a chosen period – only vaccinations performed, with pseudonymized personal reference.
- The pharmacy can complete or adjust the file and then forward it.
- Default “not yet exported only”; the number of vaccinations included is shown before export.
- History of all exports: “Download again” returns exactly the file created at the time.
- If an already exported vaccination is cancelled, ScanDoc points out that the correction must be reported separately.
Vaccination complications
- Record a suspected complication: description, time of the report to the public health office, completed report form as a document.
- Notes on the 24-hour deadline (Section 9 (3) IfSG) and on the reporting duty of the pharmacy manager (Section 8 (1) no. 6 IfSG), with links to the Paul-Ehrlich-Institut report form and the AMK form.
- An open report is clearly visible in the list, the patient record and the record itself.
Security and data protection
- Documents, postal code, reason for vaccination and the person snapshot are stored encrypted; the servers are located in an ISO 27001-certified data center in Germany.
- Nothing is permanently deleted: drafts are discarded, records cancelled, deleted documents remain readable. This supports the ten-year retention duty from the date of vaccination.
- Password confirmation counts failed attempts and locks like the login.
- Support access to the pharmacy sees the vaccination documentation read-only.
- Two-factor login is available for ScanDoc.
Legal basis
- Section 20c IfSG , opens in a new tab
- Vaccinations by pharmacists with vaccines that are not live vaccines, from age 18; delegation of administration under supervision (para. 4). As amended by the ApoVWG of June 26, 2026 (Federal Law Gazette 2026 I No. 195), in force since July 2, 2026.
- Section 35a (5) ApBetrO , opens in a new tab
- Nine mandatory items of documentation, retention for ten years from the date of vaccination.
- Section 22 IfSG , opens in a new tab
- Vaccination documentation and certificate: contents and notes.
- Section 13 (5) IfSG , opens in a new tab
- Data set for the vaccination surveillance of the Robert Koch Institute.
- Sections 6, 8 and 9 IfSG , opens in a new tab
- Reporting a suspected vaccination complication to the public health office.
- Sections 630d to 630f BGB , opens in a new tab
- Consent, information and documentation in medical treatment (German Civil Code).
Links lead to the German legal texts.
Frequently asked questions
Which vaccinations may German pharmacies perform since July 2026?
Since July 2, 2026, trained pharmacists in community pharmacies may vaccinate people aged 18 and over with all vaccines that are not live vaccines (Section 20c IfSG as amended by the Pharmacy Care Development Act, ApoVWG). Pharmacists so far trained only for influenza and COVID-19 vaccinations need supplementary training for further vaccines.
What must the pharmacy document for a vaccination?
Under Section 35a (5) ApBetrO, nine items: information, medical history and consent with dates, date of vaccination, vaccine and batch, name, date of birth and address of the vaccinated person, name and address of the pharmacy, and the name and confirmation of the persons involved. The documentation must be retained for ten years from the date of vaccination. In addition, there is the vaccination certificate under Section 22 IfSG and the data set for the Robert Koch Institute. ScanDoc checks these details before confirmation.
How does ScanDoc handle delegation to PTA?
Administration may be delegated to pharmaceutical technical assistants (PTA), pharmacy engineers and pharmacists in practical training, under supervision (Section 20c (4) IfSG). ScanDoc explicitly asks whether the vaccination was given with or without supervision, and then for the supervisor’s name. In that case, the vaccination certificate names the supervising pharmacist as responsible. Information, medical history, consent and documentation cannot be delegated – a note reminds staff of this.
How is the data set for the Robert Koch Institute created?
ScanDoc creates the data set under Section 13 (5) IfSG as a CSV file for a chosen period, containing only vaccinations performed and with pseudonymized personal reference. The pharmacy can complete or adjust the file and then forward it. Every export remains in a history and can be downloaded again unchanged.
What happens if counseling is interrupted or the vaccination takes place later?
Drafts can be saved at any time without a password; when reopened, all entries are there. Counseling and vaccination can take place on different days: counseling is confirmed first, the vaccination later in the same record. If the person already has an open record, ScanDoc offers to continue it.
How are paper forms and signatures handled?
ScanDoc prints the medical history and consent form pre-filled, even as a draft. The person signs on paper, and the scan is attached at the right place in the record – with the confirmation “The scan matches the original”. The destruction of the paper original can be recorded with a date.
Can completed vaccinations still be changed?
After completion, the record is locked. Addenda remain possible – further documents, a vaccination complication, the destruction of the paper original. Corrections are made by cancelling and creating a new record that refers to the old number; the old version remains readable, and every change is logged.
Who can use the vaccination documentation, and what does it cost?
Pharmacies in Germany with access to smart medication ScanDoc; the user interface is in German and runs in the browser, no installation needed. ScanDoc is offered individually – get in touch via the contact page.
Vaccination documentation with ScanDoc
Interested? Get in touch, we are happy to help. Vaccinating ScanDoc pharmacies can also appear as vaccinating pharmacies in the list of participating pharmacies – they give their consent in ScanDoc under “Meine Apotheke” (My pharmacy).
