Tuesday, April 21, 2015

Electronic signatures . . . a must have for going paperless


Since I wrote the blog on March 23, I have been receiving a lot of questions about integrating electronic signature devices, how they work in Dentrix, and which one I recommend. The good news is that I can answer all these questions and I am excited that the shift toward going paperless is growing. 


Electronic signature pads can work in several places inside of the Dentrix software from patient forms to clinical notes.
  • Questionnaire Module – If you are looking to be completely paperless, then this module is where all your patient forms (such as new patient forms, consent forms, financial arrangement forms, and HIPAA consent) will be located. You can capture up to three signatures (patient, provider, and witness) on a form.
  • Clinical Notes – After the doctor or clinical team member has finished writing his or her clinical note for the patient, he or she can sign and lock up the note for security purposes.
  • Document Center – If you scan, import, or send a letter to the Dentrix Document Center, you can lock up this document using an electronic signature to prevent any accidental deletion.
  • Treatment Plan consent forms – There is a consent forms section where you can customize your own consent forms for treatment. When you sign a consent form here, it will be attached to a specific case and will copy to the Document Center.
  • Microsoft Word – If you are using Quick Letters or Letter Merge, you can use an electronic signature device inside of MS Word as well.

I recommend using the ePad II signature device. They are super easy to use and they integrate beautifully with the Dentrix software. You can purchase the ePad II directly from Dentrix by calling the regular support number (800-336-8749) and being directed to sales. I have checked the pricing online and going through Dentrix is less expensive.

Once you have received your new ePads, you can install them very easily by following the instructions in the box. Plug them into the USB port and inside your Dentrix software click on the ePad II in the list. You can find this list by opening up the Questionnaire Module, click Edit, Questionnaire Setup and in the upper right corner drop down menu, select your signature device.

Since the ePad II signature device is a USB connection, it is easily moved from one computer workstation to another just like a sensor or IO camera. My recommendation would be to install one ePad for every four treatment rooms and then one for each front office workstation that patients are in contact with.


Dayna Johnson, Certified Dentrix Trainer
Dayna loves her work. She has over 25 years of experience in the dental industry, and she’s passionate about building efficient, consistent, and secure practice management systems. Dayna knows that your entire day revolves around your practice management software—the better you learn to use it, the more productive and stress-free your office will be. In 2016, Dayna founded Novonee ™, The Premier Dentrix Community, to help cultivate Dentrix super-users all over the country. Learn more from Dayna at www.novonee.com and contact Dayna at dayna@novonee.com.


8 comments:

  1. Hello Dayna, how exactly can we use the signature pad on MS Word program?

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    Replies
    1. When you install the ePad there is an MS integrator you can also install. This will put a new icon on your Word toolbar.

      Hope this helps,
      Dayna

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    2. How do you lock up the clinical notes if not closing out the month? Can you lock notes after each patient?

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    3. You can sign each note individually by clicking on the sign note icon. The note can be signed with a signature device, mouse or just click okay.
      Dayna

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  2. Do you know of signing system that is wireless?

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    Replies
    1. Hello Erin,

      The only wireless method I have found that works is to implement a PC tablet. The office can install Dentrix on the PC tablet that is connected to the network, open up the Questionnaire and sign with your finger.
      Hope this helps,
      Dayna

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  3. Here is an online signature pad that works without hardware, do have a look at SuperSignature the online signature pad

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  4. Since the documents are singed and sent in an electronic form, you can be assured that everything can done with ease. Using e-signatures any employee in an organization be it at headquarters or in regional offices, can sign and send docs and client files, as well as have the ability to check user activities and manage access rights at the folder or file level.

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