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[Accordion] Overview
Collecting signatures digitally through Form Builder enables behavioral health clinics to move faster, work smarter, and do so without paper. Instead of managing paper forms and manual filing, clinics can seamlessly send documents through the patient portal, enabling patients, authorized representatives, and staff to sign securely from any device, anytime.
The result is a more efficient, seamless experience for both staff and patients, while maintaining the highest standards of privacy, security, and regulatory compliance.
[Accordion] Using Signature Controls
How signatures look when designing your form:
How signatures look when completing your form:
Form Builder supports two types of signature controls, depending on who needs to sign the form:
- Digital Signature:
- Used to collect a signature from an internal staff member.
- Applicable for clinicians, supervisors, or clinic staff.
- Typically used for internal approvals or provider sign-off.
- External Signature:
- Used to collect signatures from patients or guardians.
- Commonly used for consent, authorization, and intake forms.
- Accessible through the Patient Portal.
Digital Signature List:
- This feature facilitates the collection of multiple electronic signatures within a single form. It is specifically designed for collaborative workflows where several staff members must provide verification or clinical oversight to finalize a record.
[Accordion] How Does Using Signatures in Your Custom Forms Help?
Using Signature fields on forms offers several key benefits:
- Saves time: Patients and staff can sign forms digitally in moments, with no printing, scanning, or delays. Forms are delivered through the patient portal and completed with just a few clicks.
- Reduces paperwork: Digital forms replace stacks of paper and filing cabinets, eliminating physical storage and manual filing while keeping records neatly organized.
- Improves accuracy: Required fields ensure forms are completed correctly before signing, reducing errors and missing information.
- Convenient for patients: Forms can be reviewed and signed on a phone, tablet, or computer, before or after appointments, for a smoother experience.
- More secure: Digital signatures are stored safely with timestamps and access controls, protecting documents from loss or unauthorized changes.
- Easy record keeping: Signed forms are automatically saved to the patient record, making them easy to retrieve for audits, follow-ups, and daily operations.
- Supports compliance: Built-in consent and authorization workflows help clinics maintain privacy, documentation, and regulatory compliance with confidence.
[Accordion] Form Types and Signature Settings
When creating forms, signature control selection depends on the form type and signer:
Consent / Authorization Forms
These forms are typically sent to clients to obtain treatment consent or authorize the sharing of information.
Adult Clients
- Use the External Signature field.
- Set the “Patient is Signer” field property to "Yes" so the patient can sign directly.
Child Clients
- Use the External Signature field.
- Set the "Patient is Signer” field property to "No" so that a parent or legal guardian to sign on behalf of the child.
[Accordion] Best Practices
- Place signature fields near the end of the form, after all required information has been completed.
- Clearly label who is expected to sign (patient, guardian, or staff member).
- Use required fields to prevent forms from being signed with missing information.
- Ensure the correct signature type is used (internal vs. external) based on the signer.
- Test the form in the Patient Portal to confirm the signing experience works as expected.
[Accordion] FAQs
[Q] Can patients sign forms before their appointment?
[A] Yes. Forms can be sent through the patient portal and signed from any device at any time.
[Q] Are digital signatures legally valid?
[A] Digital signatures are securely stored with timestamps and audit details, supporting legal and compliance requirements.
[Q] Can staff and patients sign the same form?
[A] Yes. Forms can include both Digital Signature and External Signature controls when required.
[Q] Where should signature fields be placed on a form?
[A] Signature fields can be placed anywhere, but are typically at the end of the form, after all required fields and acknowledgments.
[Q] What happens if a form is submitted without a signature?
[A] If the signature field is required, the form cannot be submitted until it is signed.