Documents & E-Signatures

Upload documents, request legally-binding electronic signatures, and track completion.

Available on Premium plan only

Overview

The documents system enables secure storage, management, and legally-compliant electronic signing of medical documents. All document access is audit logged for HIPAA compliance, and signatures capture IP addresses and timestamps for legal validity.

Supported Document Types

Clinical Documents

  • • Lab Results
  • • Imaging Reports
  • • Prescriptions
  • • Referrals

Administrative Documents

  • • Consent Forms
  • • Insurance Cards
  • • Invoices
  • • Other

Supported File Formats

Documents

PDF, DOC, DOCX, TXT, CSV

Images

JPG, PNG, GIF, WebP

Spreadsheets

XLS, XLSX

Maximum file size: 10MB per file

Uploading Documents

Upload Process

  1. Go to Documents from the dashboard
  2. Click "Upload Document" or drag files into the drop zone
  3. For each file, enter:
    • Document title (required)
    • Document type (Lab Result, Consent Form, etc.)
    • Description (optional)
    • Whether signature is required
    • Whether to show in patient portal
  4. Click "Upload" to save

Batch Upload

You can upload multiple files at once. Each file will have its own metadata form to configure before saving.

Requesting Signatures

Signature Request Process

  1. Open the document that requires a signature
  2. Click "Request Signature"
  3. Select signer type:
    • Patient - Select from your patient list
    • Staff - Select from your staff members
  4. Signer name and email auto-fill from the record
  5. Set expiration date (optional, 1-365 days)
  6. Click "Send Request"
  7. Signer receives email with signing link

Email Delivery

The signature request email includes a secure link to the signing page. Make sure the signer's email address is correct before sending.

Signing Documents

For Staff (In Dashboard)

  1. Open the document with your pending signature
  2. Click "Sign Document"
  3. Draw your signature in the signature pad
  4. Review the legal acknowledgment
  5. Click "Submit Signature"

For Patients (Standalone Page)

  1. Patient receives email with signing link
  2. Clicks link - no login required
  3. Views document details and content
  4. Draws signature in the signature pad
  5. Acknowledges the legal binding nature
  6. Submits signature
  7. Sees confirmation of successful signing

Legal & Compliance

What We Capture

Each electronic signature records the following for legal validity:

  • Signature Image - The drawn signature as a PNG image
  • Timestamp - Server-side timestamp (cannot be manipulated)
  • IP Address - Signer's IP address for verification
  • User Agent - Browser and device information
  • Signer Information - Name and email from the request

Signature Status

Track the status of signature requests:

PendingSignature requested, awaiting completion
SignedSignature successfully completed
DeclinedSigner explicitly declined to sign
ExpiredRequest expired before signature

Required Document Templates

Configure document templates that patients must sign (consent forms, waivers, etc.):

Creating a Template

  1. Go to Settings > Documents
  2. Click "Add Template"
  3. Enter template name and description
  4. Set recurrence (Once, Before Each Appointment, Annually, Custom)
  5. Choose when to send (Expired/Missing, Every Notification, Manual Only)
  6. Configure requirements:
    • Show in action items when pending
    • Require before scheduling
    • Require before check-in
    • Require before product orders
  7. Save template

Document Versioning

When you need to update a document, upload a new version instead of replacing:

  • Both versions are preserved for audit purposes
  • New version is automatically linked to the original
  • Version history is viewable in the document details
  • Previous signatures remain valid on their respective versions

Patient Portal Visibility

Control which documents patients can see in their portal:

Visible in Portal

Toggle this option when uploading or editing a document to control whether patients can view it in their patient portal.

Documents visible in the portal can be viewed and downloaded by the patient. Required documents (consent forms) that need signatures are automatically shown in the patient's portal with signing capability.