IPS Gate®
Frequently asked questions
In addition to the IPS Gate® FAQ, we recommend watching our IPS Gate® tutorial videos.
In addition to the IPS Gate® FAQ, we recommend watching our IPS Gate® tutorial videos.
IPS Gate® is a web-based platform and app for surgeons and their staff. It guides the user safely and efficiently through inquiry, planning and production. Use by patients is not intended.
IPS Gate® is a free platform and app available for use by anyone interested in our Individual Patient Solutions product line. An inquiry does not constitute a binding commitment or order placement. Costs are only incurred when the user places an order for product manufacture.
All common standard browsers (e.g. Google Chrome, Firefox, Microsoft Edge, etc.) can be used in the current versions for the use of IPS Gate®.
IPS Gate® guarantees an encrypted data transmission thanks to the "HTTPS" standard, which is additionally certified by the TÜV Süd seal.
Through multi-factor authentication (MFA), an authentication procedure is also used during login, in which all users must provide further proof of identity for verification in addition to their user name and password before they are granted access to their account and the case data. This significantly reduces the risk of a successful cyber attack.
The processing times (data upload to shipping KLS Martin) for individual cases depend on the case indication, data quality as well as cooperation of the user.
Production is generally triggered by receipt of the written prescription and case approval signed by the user as well as the corresponding order.
Generally, one can allow for the following processing times.
Cranio-Maxillofacial Surgery:
1) Splint for orthognathic surgery: approx. 4-5 working days
2) IPS Implants® Distraction: approx. 15-20 working days
3) All other CMF indications are scheduled based on KLS Martin internal capacities and can vary individually.
Upper Extremitites Surgery:
1) Radius | Forearm Reconstruction: approx. 10-12 working days
These values are reference values based on the assumption that case approval and order are placed immediately. Delays in case approval or ordering lead to delays in processing times.
First-time users should therefore calculate an extra time buffer of approx. 1-2 weeks.
Highly time-sensitive patient cases can be pulled forward via special case prioritization. Please contact your KLS Martin sales representative or use the following telephone number or email address to discuss your needs and the further procedure with us:
Open your profile view (top right). There you can access the settings next to your personal details under "Advanced Settings". You can personalize your details and settings to your needs at any time.
In addition to a profile photo, you can enter your personal information (e.g. name, email, telephone number) and the (medical) facilities where you are currently working.
Please note that changes to your email address and the specified institution(s) must always be verified and approved by us first. These changes will only become active after approval.
The settings offer you various possibilities: You can see which devices you have stored in IPS Gate®; change your password or the selected type of multi-factor authentication; set how you want to be notified about activities in IPS Gate® or (de)activate the visibility of your account.
Make sure that the "New messages will create a notification" feature is enabled in your settings. You will then receive an email notification for each comment.
Make sure that you have switched on automatic system notification in your settings under "Notifications". You can choose between a notification via email or via the IPS Gate® app.
If persons already registered in IPS Gate® are not displayed in the contact search, then they have switched off the visibility of their account in the settings ("User Visibility"). If you want to be visible to other users in the system, you have to do this in the corresponding settings.
Open IPS Gate® at https://ips.klsmartin.com/ and click on "Not a Member Yet". Follow the instructions and activate your desired type of multi-factor authentication. You will then receive an activation link by email. You will need to confirm this link to complete registration.
After registration, your account will be checked and usually activated after three working days at the latest. You will receive an email with your login data for registration.
When you register for the first time, you must change your password.
After registration, your account will be checked and usually activated after three working days at the latest.
Make sure you have entered the correct username (email address) and password. If the problem persists, click "Forgot password?". This will allow you to reset your password and log in again. If there is still a problem logging in, please contact our support.
The start page after login shows the so-called dashboard. It is divided into a short case overview, the four most recent cases, and the four most recent private messages.
14 days after the specified dispatch date, IPS Gate® automatically closes the cases if the user has not done this directly in advance.
Closed and canceled cases can be found by filtering for archived cases in the case overview. This is done by clicking on the magnifying glass icon and activating the "Archived" filter. All archived cases can be found here.
As soon as you leave a clinic, your account must be deactivated and you must register with a new account in IPS Gate®. For regulatory and data protection reasons, the patient cases must be assigned to the respective clinic in which patients are treated, so that you are no longer allowed to access them.
If you wish to access your old cases, you have to organize an approval of your former institution on your own and send it to us afterward. Only then can you be granted access.
There are two ways to create a new case.
Either you start a new case directly in the dashboard or you choose the way via the case overview. As soon as you click on the gray plus "Create Case", you will start creating a case. This will open the creation wizard, which will guide you through the case creation process in five to six steps. Once all the information is available, the case can be submitted to us.
If persons already registered in IPS Gate® are not displayed in the contact search, then they are not yet in your own contacts or they have switched off the visibility of their account in the settings.
If you want to be visible to other users in the system, you have to do this in the corresponding settings.
Make sure that at least one corresponding indication and the anatomical detail region affected by it are selected after the specified body region. Multiple selections of indications and detailed regions are possible.
Based on your information from the "Basic Information" step, you can now continue by specifying the desired products and/or services of your choice. You can choose between patient-specific implants, templates, or other services. Multiple selection is possible.
In addition, you can provide a description of your desired treatment so that our IPS® engineering team can prepare your case as best as possible.
However, these steps are all optional. You can also continue planning without making a selection by clicking "Next".
However, in order to guarantee a fast case processing, it is recommended to provide the case details as precisely as possible.
See the FAQ on "Provide Data" below. If problems persist, please contact our support.
In this step, you can provide more detailed information on the osteotomies, implant positions, or design by means of drawings and free-text entries. These optional specifications enable the IPS® engineering team to prepare your case as well as possible.
Therefore, please make sure that the required questionnaire is filled out either directly digitally or manually using the printable version for the following indications:
The information from the questionnaire for these indications must be provided at the latest for case planning.
Make sure that all mandatory fields of this mask are filled in (first name, last name). If you do not want to provide the full patient name, you can use the internal patient ID of your hospital. However, make sure that this patient ID can only be assigned to a specific patient to avoid confusion.
If you have previously specified uncompressed DICOM data, this will be transferred automatically. However, you can change them manually at any time.
Make sure that a plausible operation date is stored. However, until we confirm it, this date only represents a desired date.
If you do not know the surgery date at the time of case generation, you can proceed without specifying a surgery date. This shows that the surgery date still has to be defined in the clinic.
Yes, if you activate the "Create Case" button, the case will be successfully submitted to us.
If you click on "Cancel", your data will be completely deleted, provided you confirm the security question.
After your data is uploaded, it will be reviewed for quality and usability.
If the data can be used for case planning, you will be contacted with initial findings by a developer from our IPS® engineering team to discuss how to proceed.
In special cases (mandibular reconstruction, distraction) we need additional planning information. You can either fill this out directly in the case creation in the "Planning Information" step or submit it in paper form with the necessary questionnaire. Please ensure that this is done promptly after creating the case so that the corresponding case planning can be started.
When creating a case, data can be submitted to us via direct data upload, an upload delegation to a selected contact, or by mail.
In principle, all data formats as well as compressed data sets can be uploaded. Folders cannot be transferred by web browsers as a matter of principle. These either need to be compressed or uploaded with individual contents. An upload of executable files (.exe) is not supported.
A basic requirement is that patient scans must be current (< 4 months), accurate, and adequately reflect the anatomical situation. The spatial resolution of the scans should be between 0.5 - 1.25 mm.
For more detailed information regarding indication-specific patient scan requirements, please refer to the respective scan protocol on our website.
No, the data does not need to be compressed. They can be uploaded individually marked or zipped - by drag and drop or via the file explorer.
IPS Gate® automatically identifies the patient data specified in the DICOM data if the uploaded data are not compressed.
Uploading compressed data is much faster, but the option of internal Viewers is not supported.
When uploading compressed data, it is not automatically unpacked. Consequently, the individual data cannot be accessed, which means that the corresponding preview is not available.
When uploading compressed data, it is not automatically unpacked. This means that the patient data cannot be accessed and the information must be entered manually.
Care should be taken to ensure that a suitable pre-selection of relevant data sets is made. Uploading data that is not needed for case planning and simulation will delay the process.
The delegate must be listed under your accepted contacts. Inquiries can only be processed after upload or postal shipment of the data sets.
If persons already registered in IPS Gate® are not displayed in the contact search, then they are not yet in your own contacts or they have switched off the visibility of their account in the settings. If you want to be visible to other users in the system, you have to do this in the corresponding settings.
The cover letter generated by IPS Gate® must be printed out and enclosed with the shipment. For the delivery of the data, it is mandatory to use the address included.
The data should be delivered as soon as possible.
In addition to the patient data, you can provide all other relevant data under "Supporting Patient Files" to facilitate case processing. This can be, for example, photographs, initial design ideas, special features or other data.
After your data is uploaded, it will be reviewed for quality and usability. If the data can be used for case planning, you will be contacted with initial findings by a developer from our IPS® engineering team to discuss next steps.
Be sure to provide the necessary information and markups, either digitally or manually via a questionnaire, when it comes to the following indications:
Under "Patient Details" you will find all the information that was provided as part of the case creation process.
Under "Case Planning" you will find all the relevant planning documents that were created as part of the case planning process. Below you will find:
In addition, you will find the revision status of the case planning in this area as well as an "Additional Files" area, in which further data and information can be uploaded as part of the case planning.
Under "Surgeon & Team" you can find all the information about the members stored in the case. In addition to the medical team, you can also find your supervisors from our team.
By clicking on the respective user, you will receive further personal information.
As soon as the data have been checked, an engineer will start with case planning with respect to the date of surgery.
In principle, a first three-dimensional plan or case documentation is prepared and this is forwarded to you by the engineer via IPS Gate® in the "Case Planning" section. Then you can make any necessary changes and transmit them to the engineer.
Quite often, joint planning sessions are organized where you and the engineer can discuss case planning together directly online on the PC.
We mainly use GoToMeeting as the meeting software. GoToMeeting can be used online via PC or desktop application. PC use does not require any software installation. You will receive the corresponding invitation via chat entry shortly before the agreed date. Please check in advance whether the firewall of your clinic allows the use of GoToMeeting and contact your IT department if necessary. Additionally, scheduling with GoToMeeting can also be done with mobile devices. However, this requires at least a download of the free and easily accessible GoToMeeting app.
Alternatively, planning sessions can also be organized with other programs, such as TeamViewer Webmeeting or Microsoft Teams.
Following the planning session or the changes you have drawn in, the engineer will revise the case planning according to your wishes and send you the corrected case planning. Once the "Surgeon Approval" status is reached, you can give the design approval digitally via password entry. The next status is then reached.
This digital function is only available to the user, defined as "Surgeon".
Alternatively, you can download the approval document under "Case Planning", sign it manually and upload it in the "Approval" area. Then click on the "Surgeon Approval" button to continue the case manually.
The digital approval function is currently only available in IPS Gate® in the "Surgeon Approval" status for the surgeon stored in the case. As soon as the case is forwarded by another user, the surgeon stored must also transmit the approval by means of a manual signature.
Alternatively, you can download the release document under "Case Planning", sign it manually and upload it in the "Approval" area. Then click on the "Surgeon Approval" button to continue the case manually.
Click on "Redesign" to inform our engineer to edit and renew the current case design. This way the system will automatically assign a new revision number for the case planning. Once the design changes are implemented, our engineer will change the status back to "Surgeon Approval" so you can give final approval to the case planning.
If you have subsequent changes after the planning approval, please write this in the team chat or contact us with the 7-digit case number: +49 7463 838 222, ips@klsmartin.com.
All other case-related data, e.g. for follow-up, can be uploaded to the case in IPS Gate® at any time.
14 days after the stated shipping date IPS Gate® will close cases automatically if not being done by the user directly in advance.
Closed and canceled cases can be found by clicking on the magnifying glass icon in the case overview and activating the "Archived" filter. All archived cases can be found in it.
Ensure that you have activated the automatic notifications in your settings.
Step 1: Case Planning
In the case overview, you will see the message "Action required" if a review is required. Select the case in the list and click on the "Case Planning" area highlighted in yellow.
By clicking on "Review Design", you can view your case planning in the IPS® Review Module and you will be in the working view.
Step 2: IPS® Review Module
The IPS® Review Module is a 3D tool for visualizing and reviewing the case.
You can select the engineer's predefined views and add a note or sketch. In the sidebar, you can see where you are.
The working view shows you the case ID, your tools for editing, and the option to send responses.
Step 3: 3D model interaction
Interaction with the model is not mandatory, as views are already predefined by the engineer for selection.
Nevertheless, editing is always possible with the following options:
By clicking on "Back to view" you get back to the original view.
Step 4: Review Design
In the sidebar, you can see all our comments collected, which you can review by clicking on them. You can reply to them and save the message by clicking on the checkmark. Using "Add Note" or "Add Sketch" you can also add a note or sketch. You can also add them in the individual views.
Correct. These products are customized solutions in the meaning of the European Medical Device Directive 93/42/EEC Article 1, Section d) and do not require CE marking. The requested service is manufactured exclusively upon written prescription for a patient with known name and can therefore not be validated as part of a clinical post-marketing surveillance study.
Prior to realization of the request, the user is given a non-binding realization proposal and a price offer.
Only the treating physician is aware of the overall situation and can therefore make the final decision on execution of the customized solution as part of his/her overall therapeutic considerations.
All references by employees or representatives of the KLS Martin Group, no matter whether in written or verbal form, can only serve the purpose of assisting the treating physician in decision finding.
Please contact your appropriate KLS Martin sales representative for pricing information.
All materials used which come into contact with the patient or the user, demonstrate good biological tolerability in accordance with DIN EN ISO 10993-1.
The resin materials used for the anatomical models are not biocompatible. Anatomical models may therefore not be implanted or come into contact with the patients.
Anatomical models, planning aids, and orthognathic splints are always delivered non-sterile and must therefore undergo a reprocessing procedure with suitable cleaning, disinfection, and sterilization processes.
For IPS Implants®, the delivery (sterile or non-sterile) depends on the material. For detailed information, please refer to the corresponding instructions for use.
If a non-sterile anatomical model or planning aid is to be used again on the same patient, it can be reprocessed once in accordance with the instructions for use.
In the case of implants, this depends on the material used. For detailed information, please refer to the corresponding instructions for use.
The assessment of the condition and the target properties of the product as well as the release for reimplantation after reprocessing are the responsibility of the surgeon in charge and/or the clinical user.
In principle, we welcome if our planning and time efforts can be reduced by the users’ own planning in advance. However, since our IPS Implants® products are subject to a strict testing and control process, they must always meet certain design and production requirements.
For this reason, these products cannot be produced immediately, but must always be cross-checked and controlled by an IPS® engineer first. In this respect, we have made the experience over the last ten years that externally planned implants or guides generally do not meet our design requirements and quality standards. As these are essential parameters, the external plans may only be used as a planning aid and not as a basis for the validated IPS® design process. A new planning by our IPS® engineers is therefore indispensable.
This effort is approximately the same as if the implant or guide were planned by us from the outset. Unfortunately, neither time nor planning effort is saved. For this reason, no cost savings can be expected with externally planned IPS Implants® products.
