Docdeep
Docdeep is a German AI dental software that turns dictation or a recorded patient conversation into structured treatment notes, then flags the BEMA and GOZ billing items involved, including the ones a practice would otherwise forget.
What is Docdeep?
Docdeep is dental practice software published by MedialPrint GmbH, a company based in Castrop-Rauxel in North Rhine-Westphalia and identified in full on the site's Impressum. The product automates the part of a dental appointment that happens after the patient has stopped talking: writing it down, and working out what may be billed.
It works in two modes. A dentist can dictate findings and treatment details straight into the system, which transcribes them within seconds and assembles a structured entry. Alternatively the conversation with the patient can be recorded, after which the AI filters out small talk and keeps only what matters clinically, namely the advice given, the information provided and the treatment performed, and writes the appointment documentation from it. In both modes the engine identifies diagnoses, therapies and patient information and maps them to the corresponding BEMA and GOZ billing positions. It also runs the reverse check: when a billable position looks absent from the documentation, it says so and recommends it.
The vendor makes a point of what Docdeep does not connect to. There is no interface with practice management systems; finished documentation is moved across by copy and paste, in one click, into whichever system the practice already runs. That choice is presented as a deliberate risk-reduction measure, and it is also what makes the tool independent of any particular dental suite. Patients are said to exist inside Docdeep as an ID only, without name or address, so that the mapping back to a real person never leaves the practice.
Nothing special is needed to run it. A PC or an iPad with a built-in microphone is enough, an external microphone is optional, and everything happens in a browser without installation. Documents are stored in certified data centres in Germany, and GDPR compliance is claimed in plain words.
The vendor cites results from practice testing: average billing up by more than 30% per treatment across roughly 1,500 documented cases, documentation time falling from about 15 minutes to one to three minutes, and ten hours a week saved in one example practice. These are vendor figures, published without an accompanying study. The tool is positioned squarely for the DACH region, and its interface, output and billing logic are German.
What it does
- Dictate findings and treatment details and get a structured entry back in seconds
- Record the patient conversation and let the AI write the full appointment documentation from it
- Have the billable BEMA and GOZ items recognised automatically from what was said
- Be told when a billable item is missing from the documentation, with a recommendation
- Edit, extend or correct any generated text before it leaves the tool
- Paste finished documentation into any practice management system in one click
- Work from a browser on a PC or an iPad, with no installation and no interface project
When to use Docdeep / When not to
A quick filter to help you decide if Docdeep is the right fit.
When to use Docdeep
- Dental practices in Germany whose teams lose 15 to 20 minutes of typing per patient
- Solo dentists and two-chair practices: the two published plans cover exactly one and two licences
- Orthodontists, who are named alongside general dentists as the intended audience
- Practices that suspect they are losing revenue to BEMA and GOZ items nobody wrote down
- Small practices with no IT staff, since nothing is installed and no interface has to be built
When not to use Docdeep
- Practices billing outside Germany, because the AI reasons in the BEMA and GOZ fee schedules
- Non-dental medical specialties: the product is positioned specifically for dentists and orthodontists
- Buyers who need a real API or an HL7 link, as the vendor advertises a deliberately interface-free system
- Compliance teams that require a signed data processing agreement before deployment, since none is published
- Anyone looking for a permanently free tier, as every plan is paid once the 30-day trial ends
How to use Docdeep
A typical end-to-end flow, from setup to results.
- Open the pricing block on the homepage or the Zahnarztsoftware page and pick Dental Flex or Dental Flex Duo
- Fill in the registration form: the main user's contact details, then the practice name, tax number and address
- Complete sign-up without entering a card, as the vendor states none is required
- Sign in to the web application from the docdeep.de login page
- Connect a microphone: the one built into your PC or iPad is enough, an external one is optional
- Choose your mode, either dictating your findings or recording the conversation with the patient
- Let the AI transcribe, filter out small talk and assemble the structured documentation
- Review the proposed BEMA and GOZ billing items, including any the tool flags as missing
- Edit, extend or correct the generated text until it reads the way you want it
- Copy the finished entry into your practice management system, and raise a ticket from the customer dashboard if anything goes wrong
Pros & Cons
Pros
- No hardware, no installation and no interface project: a browser and a microphone are the whole prerequisite
- Works with any practice management system precisely because it does not connect to one
- Goes beyond transcription by mapping what was said to BEMA and GOZ positions and pointing out omissions
- Hosting is stated to be exclusively in Germany, and GDPR compliance is claimed in plain words
- Minimising data model: no named patient data is said to reach the vendor at all
- Thirty days of risk-free trial, no credit card required, and monthly cancellation
- Published prices and a complete legal notice, an unusual level of transparency on this segment
Cons
- No terms and conditions and no data processing agreement are published or even announced, a heavy gap for software that sits inside a dental practice
- The privacy notice covers the marketing website only and predates the product by years, saying nothing about consultation recordings
- The site never states whether customer data is used to train models, nor how a customer could object
- The absence of an interface is sold as a benefit, but transferring documentation still means a manual copy and paste
- The headline gains, over 30% more billing per treatment and up to 70% less effort, are vendor claims with no published study or method
- A four-page site with no About page, no demo, no documentation and no named customer reference
- The header phone number carries an Australian dialling code while the legal notice gives a German landline, and an annual Dental Fix package praised in the FAQ appears in no pricing table
Pricing & Plans
There is no permanently free plan. The lowest paid entry point is Dental Flex at EUR 149 per month excluding VAT, covering one user and one licence. Dental Flex Duo costs EUR 199 per month excluding VAT for two users and two licences. Both include a 30-day risk-free trial that requires no credit card and can be cancelled on a monthly basis. Additional users are described as available at extra cost, but no amount is published.
- one user and one licence
- 30-day risk-free trial
- monthly cancellation
- full AI documentation
- recommendations when documentation is missing
- GDPR-compliant data security
- two users and two licences
- identical feature set
- advertised saving of EUR 1
- 200 per year
- mentioned in the FAQ as cheaper than the monthly Dental Flex plan for the same feature set
- but no price is published
Data, GDPR & hosting
A consolidated view of how Docdeep handles your data.
GDPR overview
GDPR compliance is claimed explicitly and in several places: the FAQ answers that Docdeep meets all GDPR requirements, and both pricing cards list GDPR-compliant data security. The privacy notice sets out data subject rights by article, namely rectification (16), erasure (17), restriction (18), notification (19), portability (20), objection (21) and automated decision-making (22). It names the German federal supervisory authority (BfDI) as the complaints route and invokes Article 25(1) for its TLS encryption. Two caveats matter. That notice is dated 30 August 2020, considerably older than the product, and its scope is the marketing website: it never addresses consultation recordings. No data protection officer is named, and no Article 27 representative is designated, none being required for a publisher established in Germany.
Who owns the data?
No terms and conditions are published, so ownership is never settled contractually. What the vendor does claim is a minimising design: it states that it stores no patient data, and that inside the software a patient exists only as an ID, without name or address, so the link back to a real person stays inside the practice's own management system. The privacy notice, which governs the marketing website rather than the software, adds that data submitted through the site is used only for the stated purpose and is not passed to third parties without consent. Ownership of the generated documentation itself is nowhere addressed.
Reuse rights
The published privacy notice governs the website, not the product: it describes form submissions, cookies and server logs, and names consent under Article 6(1)(a) GDPR as the legal basis. For the software itself the vendor describes the processing rather than the permissions. Speech is transcribed, small talk is filtered out, and only advice, patient information and treatment content are kept and matched to billing items. Users can freely edit, extend or correct every generated text and paste it into any practice management system they wish. Nowhere on the site is there a statement about whether customer data feeds AI model training, or how a customer could object.
Data retention & training
Hosting summary
The vendor states that its hosting servers are all located in Germany, and that documents are secured exclusively in certified German data centres. Hosting is also presented as energy-efficient and climate-conscious, and traffic is protected by an SSL/TLS certificate. A DNS lookup of the domain resolves to an address geolocated in Germany and operated by IONOS, which is consistent with the claim, although that is a network observation rather than a vendor statement. Two things are not documented. No hosting operator is named anywhere on the site, and no data centre certification is identified: the word certified is used without naming a standard such as ISO 27001 or BSI C5. Nor is any subprocessor list published, so a buyer cannot see which third parties sit behind the service. The jurisdiction is therefore German by the vendor's own account, but the supporting detail a compliance review would ask for is absent.
Things to keep in mind
Risks and trade-offs to weigh before adopting Docdeep.
- No data processing agreement is offered, yet a German dental practice normally needs one under Article 28 GDPR before letting a vendor process patient-related material; ask for it in writing first
- The published privacy notice does not cover consultation recordings at all, so what happens to the audio is simply undocumented
- Nothing on the site says whether recordings or generated text feed model training, and no objection mechanism is described
- No subprocessor list is published, and the sign-up funnel is served by a third party that appears in no privacy document
- Automating documentation can erode the habit of writing it: a clinician who stops rereading what the AI produced signs off text they never composed, and the legal responsibility stays theirs
- Billing suggestions that push a practice toward more chargeable items deserve human scrutiny, because a tool optimised for completeness is not a tool optimised for restraint
- Prices are quoted excluding VAT, so the real cost is roughly a fifth higher than the figure shown on the pricing card
Setup & Integrations
Technical difficulty
Very low. There is nothing to install and no interface to build: the tool runs directly in a browser on a PC or an iPad, and the built-in microphone is enough, an external one being optional. Sign-up is an online form asking for the main user's details and the practice name, tax number and address, with no credit card required. The only integration step is copying the finished documentation into the practice management system by hand. The vendor sums up the prerequisite as no installation, no interfaces and no IT effort.
Deployment
Supported languages
Behind Docdeep
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Do I need special hardware to use Docdeep?
How does the automatic documentation actually work?
Can I edit the text the AI produces?
Does Docdeep handle billing as well as notes?
Does it connect to my practice management system?
Is there an API?
Where is the data hosted?
What does it cost, and is there a free version?
Who publishes Docdeep?
Should you pick Docdeep?
Docdeep is a narrowly aimed tool, and that is its strength. It does not try to be a general medical scribe: it reasons in the German dental fee schedules, it is sold to dentists and orthodontists, and its interface, output and billing logic all assume a practice in the DACH region. Within that frame the proposition is coherent. Documentation is the part of the day dentists most resent, forgotten billing positions are a real and measurable loss, and a tool that needs nothing beyond a browser and a microphone removes the usual objection that new software means a new IT project.
The most solid arguments are the ones that cost the vendor something: hosting stated to be exclusively in Germany, a data model in which the patient is only an ID, and a complete and verifiable legal notice. Published prices and a thirty-day trial with no card make the tool cheap to evaluate, which matters more than any claim on the page.
The weakness is documentary rather than technical. There are no terms and conditions. There is no data processing agreement, published or offered, which is awkward for software that sits between a dentist and a patient. The privacy notice governs the website rather than the product and is silent on consultation recordings, on how long generated documents are kept, and on whether anything feeds model training. The headline numbers are asserted without a study behind them.
The sensible order is therefore to run the trial, which is genuinely low-risk, and to spend those thirty days asking in writing for the contractual documents the website does not provide. If they arrive, the tool deserves a serious look. If they do not, that answer is informative in itself.
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