Integration with the Central e-Registration System

In response to the statutory obligation for medical facilities to integrate with the central e-Registration system (CeR), Pentacomp implemented the e-Registration Connector in one of the largest medical networks in Poland, covering around 300 facilities. Integration with the Central e-Registration System through the Connector enables patients to book, change, and cancel appointments online, while facilities maintain full compliance with CeR and Ministry of Health requirements.

Client profile

• Industry: Healthcare, network of medical facilities
• Company size: About 300 facilities nationwide
• Business context: Need to adapt to new regulations regarding the central e-Registration system, which from 2026 will cover first-time appointments with cardiologists as well as mammography and cytology examinations under the NFZ.

The challenge

The Parliamentary Health Committee introduced the obligation to integrate with the Central e-Registration System (CeR). From 2026, the lack of connection between a medical facility and the system will result in the inability to settle NFZ services. In practice, this means that appointments booked outside of CeR will not be reimbursed.

By the end of 2025, facilities must adapt their IT systems to allow patients to book appointments via the Internet Patient Account (IKP), manage them through the mojeIKP application, and respond to SMS notifications sent from the system. This must be done while maintaining full compliance with CeZ regulations and data security requirements. Plans also include implementing a voicebot – an automated system that will contact digitally excluded patients.

From the perspective of national e-Health, this is necessary to:

• ensure proper appointment registration,
• introduce automatic management of waiting lists,
• implement patient notification systems,
• facilitate vaccination booking and participation in preventive programs,
• and simplify the settlement of reimbursed services.

The consequences of not connecting the registration system to the Central e-Registration will be serious for medical providers:

• financial penalties,
• inability to settle appointments booked outside CeR,
• risk of losing patients due to the lack of effective online booking for NFZ-covered visits.

The implemented solution

The e-Registration Connector is a ready-to-use component that securely connects medical providers with the central e-Registration System. Its services are scalable, meaning it can support both a single clinic or – as in our client’s case – an entire network of facilities.

How the Connector works – 4 steps:

1. Automatically synchronizes doctors’ schedules.
2. Processes data and maps it to the CeR standard.
3. Sends information about the facility, schedules, and appointments to CeR, ensuring that doctors’ schedules and visit lists are always up to date.
4. Synchronizes data in seconds, so information in the facility’s system and in the Central e-Registration remains identical.

What about security?

Our client retained full control over their data. The Connector was installed locally (on-premise) and does not access the HIS/LIS database but functions as a separate module. Moreover, thanks to encrypted connections and certificate-based authentication, it secures patient data transmitted to CeR.

Results

The implementation of the Connector enabled full compliance with Central e-Registration requirements: online registration in the central system, patient self-management of appointments, handling of waiting lists, and notifications. Our client is already prepared for the upcoming changes.

“Pentacomp helped us easily meet the statutory obligation of integration with the Central e-Registration System. Our patients already have the guarantee that from the new year, when registering at any of our facilities, the process will be successful and NFZ-covered appointments will take place without issues.”

Conclusions and added value

By implementing the Connector, the network’s facilities fulfilled the statutory obligation in advance, avoiding potential NFZ penalties. They also made it significantly easier for patients to book NFZ-covered visits and manage the entire registration process.

The e-Registration Connector also prepares the network for the future expansion of CeR to additional specializations and preventive programs. From August 2026, the system is expected to be extended to include appointments with specialists in infectious diseases, endocrinology, and pulmonology.

Do you want your facility to comply with the statutory obligation of integration with the Central e-Registration System and provide patients with convenient online appointment management? Contact us and discover the e-Registration Connector.