Time tracking in healthcare
clinics, practices and medical centres
Shifts, on-call duties and part-time schedules that do not fit an office timetable, professionals who rotate between centres and receptions that cannot stop between patients. PIN kiosk, not fingerprint. A compliant record, without opening a front with the AEPD.
Quick answer: in private healthcare (dental clinics, physiotherapy, medical centres, veterinary practices, laboratories) the working-time record collides with three realities: shifts and on-call duties that do not fit an office timetable, professionals who rotate between centres, and receptions where no one can stop to fill in papers between patients. On top of that, the sector carries a dangerous legacy, fingerprint terminals, today restricted by the AEPD.
The 4 challenges of healthcare clock-in
The elasticity of a healthcare centre is legitimate. Undocumented, it is a liability, and in healthcare there is an added front of its own: data protection.
Rotating shifts and on-call duties
Mornings, afternoons, alternate Saturdays, on-call duties. The system supports flexible schedules and calculates real vs theoretical hours without a late-night Excel. Shifts are configured per employee or team, and overtime is computed on its own.
The fingerprint trap
For years fingerprint clock-in was the standard in clinics. Today the AEPD considers it disproportionate as a general rule since 2023, in a sector that already handles health data. The risk-free alternative, a PIN kiosk at reception, the same two-second gesture, zero biometric data.
Multi-site professionals
The physiotherapist who is at one centre on Mondays and Wednesdays and at another on Tuesdays and Thursdays; the dentist who rotates between two clinics of the group. Reports by workplace, each site sees its own and management sees everything.
Part-time staff and cover
Constant hires and departures, summer cover, reinforcements. Onboarding in a minute, pay only per active employee, and each part-time contract with its exact record, your shield against the presumption of a full-time day.
How Cleverfy works in a healthcare centre
A working-time record, not patient management. Two obligations, two tools, zero dangerous mixes. Setup in 10 minutes, no rollout project.
Kiosk on the reception tablet
PIN clock-in, included in every plan, no biometric hardware. Two seconds between patients.
App and web for those who rotate
Professionals who rotate or make home visits, with optional geolocation only at the moment of clock-in.
Shifts, on-call duties and part-time
Reflected exactly as they are, with automatic overtime. The elasticity of the centre, squared away.
Reports by site
And by professional, ready for the Labour Inspectorate, with a 4-year history and change traceability.
Official app in ChatGPT
Check your working-time data and clock in from the chat itself, with controlled access. No other Spanish time-tracking tool has it.
Serious privacy
Each employee sees only their own; working-time data is processed in line with GDPR, separate from the clinical system and its patient data.
Clock-in systems for a clinic, compared
Paper at reception
Filled in late and badly; visible to patients (personal data on show); impossible to keep for 4 years properly
The coordinator's Excel
No change trace: no good as evidence and consumes hours
Fingerprint terminal
Restricted by the AEPD since 2023, high risk in the sector most watched on data protection
PIN kiosk + app (Cleverfy)
Two seconds at reception or from the phone; multi-site; a compliant and traceable record, from €1.20/employee
What the record must contain (and what the Labour Inspectorate looks at)
The Labour Inspectorate in private healthcare cross-checks three documents: working-time records, contracts (looking for part-timers with higher real working days) and on-call schedules. And if you clocked in with fingerprints, a single complaint activates both the Labour authorities and the AEPD at once.
Worker identification
Health staff, reception, assistants: all salaried personnel
Start and end of the working day
The real ones, including when the schedule runs longer with the last patient
Split-day slots
Morning and afternoon consultations: each slot separately
On-call presence
Recorded as effective working time
Part-time contract: daily accuracy
The defence against the presumption of a full-time day
Workplace
Essential in groups with several clinics
How to roll out clock-in in a clinic in 5 steps
Remove the fingerprint with communication
If you come from biometrics, explain to the team the why (AEPD criterion 2023) and the new gesture: a PIN on the reception tablet. The tablet is linked by scanning a single-use QR code, a minute per site. Document the change, proactive removal works in your favour.
Configure the real profiles
Health staff with a schedule (split day), reception (continuous), afternoon part-timers, and those who rotate between centres. Each profile with its schedule, the system compares the theoretical with the clocked.
Onboard staff and sites
Each clinic of the group as a workplace; each professional assigned to theirs (or several). Import from Excel if you come from another system.
A trial-run week
The coordinator reviews missed entries every morning (2 minutes). Professionals check their hours in the app, transparency removes the initial friction in a week.
Monthly routine
Report of hours per professional and site, review of overtime and on-call duties, filing. With part-timers, check that the clocked day matches the contracted one: your internal audit against art. 12.4.
Dental group with 3 clinics and 19 employees
The situation: a dental group (6 employed dentists, 5 hygienists, 4 assistants, 4 reception), inherited fingerprint clock-in at two sites and paper at the third. Four hygienists on an afternoon part-time contract. The risk is twofold: the fingerprint terminals post-AEPD criterion, and two part-time hygienists who come in a bit earlier each day to prepare the surgeries, 25 unrecorded minutes daily that over 18 months are a claim for differences plus the 12.4 presumption.
The result with Cleverfy: €22.80/month on the annual plan. Communicated removal of the fingerprint, PIN tablet at each reception, app for those who rotate between sites, 19 onboardings in 40 minutes. The exact record of the part-timers surfaces the 25 minutes of preparation: they are added to the contracted day of two hygienists, cost accepted and documented, 12.4 risk closed. The AEPD front, dismantled with the fingerprint.
Frequently asked questions about time tracking in healthcare
Remove the fingerprint, set the PIN, and sleep soundly
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