Own product · document management system for healthcare
A document management system built for hospitals — every document registered, found and audited
Developed by WeDevelop for hospitals, clinics and medical networks: registry with inbound and outbound numbering, electronic archive with scanning and OCR, approval flows with electronic signature, retention rules, full audit trail and GDPR controls — integrated with your hospital information system. Hosted in the EU or on your own servers.
01Modules
What the system does, module by module
Every module is in production use. Switch on what the institution needs; the registry and the archive are where most hospitals start.
Registry (inbound / outbound)
Automatic registration numbers per register and year, inbound and outbound mail, internal memos, scanning at the registration desk, routing to the responsible department with deadlines and reminders.
- Registers per department and year
- Routing with deadlines and escalation
- Barcode labels and receipts
- Status visible to the sender
Electronic archive
Structured archive by fonds, series and file, with metadata, versioning and full-text search across scanned and born-digital documents. Physical location tracking for paper files that must be kept.
- Fonds / series / file structure
- Versioning and check-out
- Full-text search with OCR
- Physical location of paper files
Scanning & OCR
Batch scanning with separator sheets, automatic OCR in Romanian, classification by document type, extraction of key fields (patient, date, CNP masked where required) and quality control before filing.
- Batch scanning with separators
- Romanian OCR and classification
- Field extraction
- Quality control queue
Workflows & approvals
Configurable flows for referrals, contracts, purchase requests, protocols, committee decisions and internal regulations: steps, roles, parallel or sequential approval, delegation, comments and deadlines.
- Visual flow designer
- Sequential and parallel approval
- Delegation and substitutes
- SLA and overdue alerts
Electronic signature
Qualified and advanced electronic signatures on documents and approvals, integrated with Romanian trust service providers, with timestamp and verifiable signature report.
- Qualified and advanced signatures
- Romanian trust providers
- Timestamping
- Signature verification report
Retention & legal archiving
Retention schedules per document category according to the Romanian archive law and healthcare regulations, automatic hold and disposal proposals, disposal committee minutes and a complete chain of custody.
- Retention schedule per category
- Disposal proposals and minutes
- Legal hold
- Chain of custody
Access control & audit
Roles per department, ward and function, document-level permissions, two-factor authentication, and an immutable audit trail of every view, download, change and signature — ready for a GDPR or accreditation inspection.
- Role and document-level permissions
- Two-factor authentication
- Immutable audit trail
- Inspection-ready reports
Templates & generation
Document templates with fields filled from the patient record, the HR system or the ERP: discharge letters, contracts, decisions, notifications — generated, numbered and filed automatically.
- Templates with merge fields
- Auto-numbering and filing
- PDF/A output
- Bulk generation
Integrations
Connectors to the hospital information system, ERP, HR, email and the public e-registry; REST API for anything else. Documents created in other systems are filed and searchable here.
- HIS / EHR connectors
- ERP and HR
- Email ingestion
- REST API
02Built for healthcare
Configured around how a hospital actually moves paper
Hospitals produce documents in dozens of places — the registry, wards, the pharmacy, procurement, HR, the legal office, management — and each has its own rules, deadlines and accreditation requirements. Before anything is installed we map those flows with your staff and configure registers, categories, retention and approval chains to match.
Where configuration is not enough, we build: custom document types and templates, specific reports for accreditation bodies, integrations with the HIS and the ERP, and scanning procedures for the paper backlog.
- Flow mapping with the registry, wards and administration
- Registers, categories and retention per institution
- Custom templates and accreditation reports
- HIS, ERP and HR integrations
- Backlog digitisation plan
- Training per role, in Romanian
03Implementation
From discovery to go-live
Discovery
We map document flows, registers, volumes and the systems involved with your staff.
Scope and offer
Modules, customisations, integrations, digitisation plan, timeline and a fixed implementation price.
Configuration and build
Registers, categories, retention, flows, templates and integrations configured and tested on staging with real documents.
Migration and digitisation
Existing electronic archives imported; the paper backlog scanned in-house or by a partner, under our procedure.
Training and acceptance
Role-based training, test scenarios run by your people, fixes, signed acceptance.
Go-live and support
On-site presence for the first days, then support, updates and legislative changes under a maintenance agreement.
04Why us
Developed in-house, built with hospitals
We own the code
No third-party licence: features, fixes and customisations are built by us, so nothing is “not possible”.
Security is certified
ISO 27001 processes, EU hosting with daily backups and monitoring, GDPR controls designed in — or on-premise if the institution requires it.
Healthcare experience
We build and run systems for hospitals, clinics and medical distributors; we know the registry, the accreditation file and the HIS.
05Typical configurations
Three typical configurations
No price list — the offer follows the modules, users and volume you select in the form. These show what institutions usually start with.
Clinic
on request
For clinics and outpatient centres that need a registry and a searchable archive.
- Registry
- Electronic archive
- Scanning & OCR
- Access control & audit
- Up to 20 users
Hospital
on request
For hospitals: full flows, signatures, retention and integration with the HIS and ERP.
- Everything in Clinic
- Workflows & approvals
- Electronic signature
- Retention & legal archiving
- Templates & generation
- HIS and ERP integrations
- Unlimited users
Network
on request
For hospital networks and county authorities: multi-institution, central reporting, dedicated environment.
- Everything in Hospital
- Multiple institutions
- Central reporting
- Dedicated environment and SLA
- Named support engineer
Price on request, based on the requested configuration: modules, users, document volume, integrations and hosting. Select the parts you need in the form below and you receive a written offer within two working days.
06Questions
What hospitals ask before choosing a document management system
Is the system compliant with GDPR and the Romanian archive law?
Yes. Access is role-based and logged, personal data can be masked or restricted per document, retention schedules follow the archive law and healthcare regulations, and every action is in an immutable audit trail. We provide the documentation your DPO and the accreditation body ask for.
Can it be installed on our own servers?
Yes. The system runs in our EU cloud with ISO 27001 processes, daily backups and monitoring, or on-premise in the hospital’s data centre. Hosting can be changed later.
Does it integrate with our hospital information system?
Integration is our core work. We connect to the HIS, ERP, HR system and email so that documents created elsewhere are registered and searchable here, and data from the patient record fills templates automatically.
What about the paper archive we already have?
We plan the digitisation with you: which series are scanned, in what order, with what metadata, in-house or through a scanning partner, under a documented procedure. Paper that must legally be kept is tracked by physical location.
Are electronic signatures legally valid?
The system integrates qualified electronic signatures from Romanian trust service providers, which have the legal value of a handwritten signature under eIDAS, plus advanced signatures for internal approvals. Every signature carries a timestamp and a verification report.
How long does implementation take?
A clinic with registry and archive is usually live in four to six weeks; a hospital with flows, signatures and integrations in two to four months. Discovery gives you a dated plan before you commit.
How much does it cost?
There is no fixed price list; the offer is built from the modules you select, the number of users, document volume, integrations and hosting. Implementation, migration and training are quoted as a fixed price after discovery.
Who develops the system?
We do. It is developed and maintained in-house by WeDevelop, not resold, which is why it can be customised for each institution and why updates ship quickly.
07Next step
Tell us how documents move in your institution. We will come back with modules, a plan and a price.
Fill in the form below or write to office@wedevelop.ro. An implementation engineer reads every request.
Request a document management offer
Two minutes. Tick the parts of the system your institution needs, tell us its size and how documents are handled today — the offer follows that configuration within two working days.