From June 1, 2026, Poland’s National Health Fund (NFZ) will exclusively reimburse healthcare providers using a new central e-registration system, fundamentally altering appointment access.
Central E-Registration System Becomes Mandatory
As of June 1, 2026, the National Health Fund (NFZ) will only process payments for facilities connected to the central e-registration system. A month later, the policy tightens: the Fund will only pay for appointments visible within the system, marking a critical juncture for many clinics.
Beyond IT: Reforming Chaotic Appointment System
This change represents more than just an IT upgrade; it’s a significant attempt to organize the historically chaotic and opaque medical appointment market.
May 31, 2026: The Final Deadline
May 31, 2026, is the ultimate deadline for facilities to submit complete appointment schedules – both available and booked – for the coming months. Failure to comply will result in the NFZ suspending payments starting June 1st, potentially halting fund flow.
Practical Implications for Healthcare Providers
Many facilities are now confronting the reality of this transition. Some still rely on paper schedules, others require costly system integrations, and many haven’t organized their calendars effectively. This could lead to clinics providing care without a basis for NFZ reimbursement.
July 1, 2026: Reimbursement Limited to E-Registered Appointments
June serves as a warning, while July will be the point of enforcement. From July 1, 2026, the NFZ will only pay for appointments made through the e-registration system, shifting from post-facto reporting to a continuous data-then-payment model.
Central E-Registration Aims to Improve Efficiency
The central e-registration system is designed to address inefficiencies in appointment management, where dispersed availability and duplicate bookings contribute to long wait times. Analyses suggest that up to 20% of healthcare resources are wasted due to ineffective scheduling.
How the Central E-Registration System Works
The system, accessible via the Internet Patient Account (IKP) or the mojeIKP app, allows patients to view and book appointments. The key change is the creation of a single, central waiting list instead of numerous local ones.
Impact of Limited System Participation
The system’s effectiveness depends on universal participation. If some facilities remain outside the system, patients will only see a partial view of available appointments, potentially being directed to distant clinics while closer slots remain unlisted. The fact that 40% of facilities are currently outside the system poses a risk to access to care.
Challenges in Implementing the Central E-Registration System
Implementing the CeR system is often complex, requiring organizational changes rather than simply adding new technology. Common issues include disorganized schedules, lack of categorization for urgent, stable, and follow-up appointments, IT integration errors, and real-time data synchronization problems.
What Changes for Patients in 2026
Patients will notice changes immediately, including increased transparency in appointment availability and the introduction of the “Waiting Room” feature.
The “Waiting Room” Feature: Virtual Queue for Appointments
If no immediate appointments are available, patients are placed in a virtual queue. The system automatically searches for openings, assigns appointments when they arise, and sends SMS notifications, eliminating the need for constant phone calls.
Potential for Circumventing the E-Registration System
Any public system has vulnerabilities. If the e-registration system is too slow or doesn’t meet patient needs, a parallel system may emerge, with patients seeking private appointments and facilities retaining some slots outside the system.
Impact on Clinics and Hospitals: Risks and Benefits
This is the most significant organizational change for many facilities in years. Implementing central e-registration requires a complete overhaul of daily operations, from scheduling to patient registration. Initial concerns center around the risk of losing payments due to technical errors or data synchronization issues.
However, facilities that successfully implement the system report fewer missed appointments due to easier cancellation options, reduced phone calls, and more efficient use of schedules, freeing up staff for direct patient care.
Scope of the E-Registration System: Initial and Future Coverage
The initial phase of the central e-registration system covers primary care physicians, specialist doctors, and diagnostic tests. Future phases will expand to include additional specializations and eventually encompass all ambulatory specialist care.
