One of the most important basis to establish trust between caregivers and patients is the possibility to keep the patients’ or client’s home and front door keys safe and traceable.

According to the quality inspection requirements of the Medical service of the central association of health insurance companies (MDS), outpatient care services, in particular, are required to keep the “apartment keys of the people cared for […] inaccessible to unauthorized people”, whereby an “assignment of the apartment keys of the people cared for must not be possible for unauthorized people”.

Traditional key boards and safes do not meet such a requirement. They lack logging or the necessary security. Our electronic key cabinets, on the other hand, are designed precisely to meet this need. Detailed history recording, anonymized key tagging and high security precisely defines the key cabinets at ecos.

For outpatient care services and home emergency calls, one thing counts above all: speed. To make this possible, we offer unlocked slots.

This means that all keys in the cabinet can be removed immediately after the user has authenticated himself on the system. The removal and return of keys is logged electronically. If unauthorized keys are removed, an alarm is triggered and the administrator is notified by e-mail or app.

The ecos key cabinet, which was designed to be burglar-proof when closed, ensures the security of your keys. So your keys are always protected when closed and quickly available when needed.

In addition to sheer time savings, unlocked slots also reduce the initial purchase costs as these are available at half the price of the locked variant.

It is often a challenge to manage several hundreds or even thousands of keys. This directly lead to time-consuming searches if your employees cannot find the required keys quickly enough at the start of work.

Therefore, all slots of our electronic key cabinets are equipped with individual LED lights. When you authenticate yourself at the locker, the intelligent system recognizes the keys authorized for you and lights up all the corresponding LEDs. The interactive touch display of the key cabinet also shows the exact location of the individual keys, so that each individual key can be found quickly and easily, even if there are several cabinets.

With ecos key management systems, you can manage both types of keys in one cabinet. The software modules ‘ecos fleet’ and ‘ecos access’ can each be assigned to specific keys. In addition, the various key groups can be easily assigned to your employees and routes in the software, thanks to the individual assignment of access rights.

When your drivers authenticate themselves on the system, they are prompted to remove both the customer and vehicle keys for their journey. In this way, all the keys they need can be stored access protected in just one system and removed together in a single step when starting work.

Especially when it comes to security critical values ​​such as the trust that your customers has shown by providing you the apartment keys, it is important to always know where their keys are at any point of time.

Our intelligent key cabinets therefore straightaway register every key removal and return, and assign them uniquely to the respective employee via authentication. The history is updated in real time on your smartphone or computer and you can see at a glance who currently has or should have the key.

For even better coordination, our alarm module can be used to set up an automatic notification in the event of non-return. If a key is not returned as planned at the end of a period you have defined, e.g. at the end of a shift, you will receive a push notification via the ecos app.

For home emergency calls, we also offer a connection of the system control to your emergency notification system. If you receive an alarm, it immediately triggers the emergency unlocking system and automatically releases all the keys needed for the operation in the cabinet. As an employee, you yourself are also informed of the incoming alarm via push notification on your smartphone.

One of your biggest tasks as an administrator is the responsible planning of your drivers’ tours. In our web application, we offer you the option of managing your entire administration tasks centrally in one place and from any end device.

To do this, you simply assign the corresponding customer and vehicle keys to an employee or ‘shift’ group when you create a tour in the web application. The real-time data transfer between our systems ensures that your drivers can already see the tour that is now planned for them and the corresponding keys on the system. If you add new customers, you can simply assign them to an existing group or tour to integrate them into your system without any effort.

As an outpatient service provider, you must always have an up-to-date overview of the relevant data from your vehicle fleet. Pending maintenance, empty tanks or even damage to your vehicles can delay or even prevent important emergency trips if they remain undetected.

With our intelligent return procedure, your employees are prompted to enter the vehicle-relevant data on the display of the key cabinet when they return the vehicle key at the end of their trip. The data entered about mileage, fuel level, or even damage is then transferred directly to the web software, where you as the administrator can view it at any time. If the system registers a need for maintenance, you will receive a push notification by e-mail and the unroadworthy vehicle will be blocked for further use. With this overview, you can always ensure that all vehicles in your fleet are ready for use when needed, without any administrative effort. Particularly in the case of urgent home emergency calls, this can save lives in case of doubt.

To ensure that your employees are fit to drive, you must check the presence and validity of their driver’s licenses at regular intervals. This can be easily forgotten, but is necessary to be legally protected.

With our key cabinets, you can automate this routine check by either requesting the driver’s license through the system at random intervals or using it as an authentication medium at the key cabinet each time the employee comes on duty. The cabinet door will then only open if a valid driver’s license has been recognized. As an administrator, you receive a complete overview of all credentials. Alternatively, you can obtain photos of the employee driver’s licenses via the ecos app.

It often happens that employees use the company vehicles for private use. This can result in unnecessarily high costs for taxation with the 1% rule. With our smart driver’s logbook, you can achieve complete traceability and categorization of every trip to be a business, private or mixed trip. You can submit the tax office-compliant evaluation to your local authorities and only pay tax on what was actually driven.

In contrast to conventional driver’s logbooks, our ecos smart driver’s logbook works completely via app, so you no longer need an additional module that you have to install in your vehicles. If your employees do not have a cell phone, we also offer an OBD plug-in variant on request, which transmits the recorded data wirelessly to the web software of your key cabinet.

Like in all our hardware systems, multiple authentication options are possible with our terminals too. Via a PIN code, RFID card or fingerprint recognition, your employees can identify themselves without the need of a key.

The terminal transmits the incoming information in real time to the key cabinet inside the building, which then opens the door. This allows your employees to access the building at unscheduled times and get on duty faster.

With our time recording module ‘ecos time’, your employees can record their working times directly as soon as they authenticate themselves at the ecos key cabinet. Through the integrated touch display of the system, they are prompted to document the beginning and end of their working time.

By directly recording the working time on the system, you, as a manager, can save yourself the additional task of documenting their times manually.

Time recording can also be conveniently performed remotely on the go via ecos app.

Just like our key cabinets, you can also define individual access rights for each individual compartment in our asset management systems. This allows you to specify exactly which person can access which compartment in accordance with the authorization of your employees. Particularly in the case of medications or instruments that require instructions and training, you can ensure that only trained employees use the corresponding resources.

With 6 standard user roles as well as multifactor and user authentication on each system, our ecos Webman offers you with various options. Individual configurations allow you to change roles, define access times, and customize other security measures according to your needs.

eco’s specialist systems help you meet medication storage requirements and go beyond the required minimum for the safety of your patients. Active security features such as the automatic closing of the ecos drawer ensure that your facility management system is not only lockable but also actually secure. This helps you avoid human error and ensures that your patients’ medications are always stored in an access control protected manner.

In the case of conventional cupboards, in order to clearly allocate the medicine compartments to the people to be cared for, you have to attach external labels outside of the compartments so that they can be read by everyone. But with our intelligent compartment systems, the assignment is purely digital via web software. Only your own employees can see on the system, via web or app, which compartment and thus which medication is assigned to which person. This means that you can store all medicines not only in relation to residents but also in compliance with the GDPR (Data protection law in EU).