Secure, Simple, HIPAA-Compliant eSignatures for Patient Consent Forms
Finally, a seamless patient intake process.
Eliminate paperwork, reduce
errors, and enhance patient care.
Stop Drowning in Paperwork. Start Focusing on Patients.
Managing patient consent forms is a constant drain on your resources. The endless cycle of printing, signing, scanning, and manually filing paperwork creates delays, frustrates patients, and introduces significant compliance risks. Every misplaced form or data entry error is a potential HIPAA violation waiting to happen. eSignly replaces this outdated process with a secure, streamlined digital workflow. Our HIPAA-compliant eSignature solution allows patients to sign consent forms on any device, anytime, anywhere. This not only saves your staff valuable time but also enhances the patient experience and fortifies your data security, letting you focus on what truly matters: delivering exceptional care.
Why Choose eSignly for Your Healthcare Practice?
We built our platform to address the unique challenges of the healthcare industry, focusing on what matters most: compliance, security, and efficiency.
Ironclad HIPAA Compliance
Our platform is engineered to help you meet your obligations under HIPAA, HITECH, and 21 CFR Part 11. We provide end-to-end encryption and detailed audit trails for every document, giving you a defensible record of consent that paper processes simply can't match.
Unmatched Security
Protecting Patient Health Information (PHI) is our top priority. eSignly is SOC 2 Type II and ISO 27001 certified, ensuring your data is handled according to the highest global security standards. Every signature is cryptographically sealed to be tamper-evident.
Seamless EHR Integration
Stop wasting time with manual data entry. Our powerful API allows for seamless integration with your existing Electronic Health Record (EHR) or Practice Management (PM) software, automating the flow of signed documents directly into patient records.
Effortless Patient Experience
Make a great first impression. Patients receive a simple, intuitive signing request on their phone, tablet, or computer. There are no apps to download or accounts to create, making the process accessible for everyone, regardless of their technical skill level.
Boost Staff Efficiency
Free your administrative team from the burden of paperwork. Automate reminders, eliminate manual filing, and reduce data entry errors. eSignly customers report saving hours of administrative work each week, allowing staff to focus on higher-value, patient-facing tasks.
Legally Binding Signatures
eSignly signatures are legally valid and enforceable under the U.S. ESIGN Act and UETA. Each signature is backed by a comprehensive Certificate of Completion that includes timestamps, IP addresses, and a complete audit history.
Flexible Workflows
Whether it's pre-visit forms sent via email, in-person signing on a tablet at the front desk, or telehealth consent, our platform adapts to your needs. Create reusable templates for common forms like patient intake, informed consent, and HIPAA notices.
Immediate Cost Savings
Eliminate the direct costs of paper, ink, printing, and physical storage. More importantly, reclaim the "soft costs" of wasted staff time spent managing a manual process, leading to a significant and immediate return on investment.
Dedicated Expert Support
We understand the unique needs of the healthcare industry. Our expert support team is here to ensure a smooth onboarding process and help you optimize your workflows for maximum efficiency and compliance.
A Complete Solution for Your Patient Consent Lifecycle
Our eSignature solutions are designed to cover every aspect of the patient consent lifecycle, from initial intake to secure, long-term storage. We provide the tools to not only digitize your existing processes but to fundamentally improve them.
HIPAA-Compliant eSignature Platform
Our core service is a secure, cloud-based platform for sending, signing, and managing patient consent forms, designed to support your HIPAA compliance program.
- End-to-end encryption for all data.
- Access controls to limit PHI visibility.
- Comprehensive, unalterable audit trails for every action.
Customizable Form & Template Creation
Build and save reusable templates for all your common patient forms. Our easy-to-use editor allows you to add standard fields and custom branding.
- Standardize forms like Patient Intake, Informed Consent, and HIPAA Acknowledgment.
- Use data validation to ensure fields are filled out correctly.
- Reduce form preparation time for your staff.
In-Person & Counter Signing
Facilitate signatures directly in your office on any tablet or computer, perfect for the front desk or consultation room.
- Guide patients through the signing process on a clinic-owned device.
- Capture signatures from both patient and provider on the same document.
- Instantly digitize the form, eliminating the need for scanning.
Telehealth & Remote Patient Onboarding
Securely obtain consent from patients no matter where they are, essential for telehealth providers and pre-visit form completion.
- Send signature requests via email or SMS.
- Patients can sign on their personal smartphone, tablet, or computer.
- Receive real-time notifications when forms are completed.
Multi-Language Support
Serve diverse patient populations more effectively. The eSignly signing experience is available in over 18 languages.
- Improve comprehension and ensure true informed consent.
- Enhance the patient experience for non-native English speakers.
- Reduce the need for translators during the intake process.
EHR/EMR Integration Services
We provide a robust, developer-friendly REST API to connect eSignly with your existing health records system, transforming it into an integrated part of your workflow.
- Automate sending signature requests based on appointment triggers.
- Automatically file completed consent forms into the correct patient chart.
- Reduce manual data entry and eliminate filing errors.
Bulk Sending for Policy Updates
Efficiently send updated privacy policies or terms of service to your entire patient base and track acknowledgments.
- Distribute updated HIPAA notices or practice policies.
- Track who has opened, viewed, and signed the document.
- Maintain a clear record of patient acknowledgments.
Automated Reminders & Notifications
Stop manually chasing patients for signatures. Our system sends automated email reminders to ensure documents are completed before appointments.
- Customize the frequency and timing of reminders.
- Receive instant email notifications when a document is signed.
- Keep the intake process moving without manual intervention.
API for Custom Healthcare Applications
For digital health companies or large health systems, our eSignature API provides the building blocks to embed compliant signing functionality directly into your product.
- Build seamless consent workflows into your telehealth platform or patient portal.
- Maintain full control over the user interface and experience.
- Access all core compliance and security features of the eSignly platform.
White-Labeling & Custom Branding
Present a consistent and professional brand experience. Customize signature requests and emails with your clinic's logo and colors.
- Reinforce your brand identity throughout the patient journey.
- Increase patient trust and completion rates.
- Available on our Business and Enterprise plans.
Advanced Audit Trails & Compliance Reporting
Every signed document comes with a court-admissible Certificate of Completion, serving as critical evidence for compliance audits.
- Records every event, including creation, sending, viewing, and signing.
- Captures essential data like IP addresses and timestamps.
- Provides a tamper-evident seal on the final PDF.
Secure Document Archiving
We offer secure, long-term storage for all your completed consent forms, helping you meet record retention requirements.
- Meet state and federal requirements for medical record retention.
- Easily search and retrieve signed documents.
- Eliminate the need for physical storage rooms.
Data Validation & Required Fields
Reduce errors and incomplete forms by marking critical fields as "required" and using data validation to ensure correct formatting.
- Prevent missing signatures or unchecked consent boxes.
- Improve the accuracy of your patient data from the point of entry.
- Minimize staff time spent following up on incomplete paperwork.
Role-Based Access Control
Manage who in your organization can view, send, and manage documents. Assign different permission levels to protect PHI and ensure operational security.
- Limit access to sensitive patient data on a need-to-know basis.
- Create teams to manage documents for specific departments.
- Maintain a clear chain of custody for all documents.
Dedicated Onboarding & Compliance Support
We provide specialized support for our healthcare clients, guiding you through setup and helping you configure your account for HIPAA compliance.
- Ensure a smooth transition from paper to digital.
- Get expert answers to your compliance and security questions.
- Maximize the value and ROI of the eSignly platform.
How It Works: Digitize Your Consent Process in 4 Simple Steps
Streamline your entire patient intake workflow with a process that’s as simple as it is secure.
Create or Upload Your Form
Start with your existing PDF or Word document, or build a new, mobile-friendly form from scratch using our intuitive drag-and-drop editor. Save it as a reusable template to use again and again.
Send the Signature Request
Enter the patient's email address or phone number and send the request with a single click. You can also generate a secure link to embed on your website or in your patient portal.
Patient Signs on Any Device
The patient receives a notification and can immediately open and sign the document on their smartphone, tablet, or computer. There are no apps to download or accounts to create, ensuring a frictionless experience.
Receive and Store Securely
You get an instant notification once the form is signed. The completed document, along with its comprehensive audit trail, is automatically stored securely and can be integrated to file directly into your EHR.
Adaptable for Every Healthcare Use Case
eSignly is a flexible platform that streamlines consent and documentation across all your clinical and administrative workflows.
New Patient Intake & Registration
Send a complete digital packet of forms—registration, medical history, insurance, and HIPAA notices—for patients to complete before their first visit.
Informed Consent for Procedures
Clearly document patient understanding and consent for medical treatments and surgeries. Capture signatures from patients, providers, and witnesses with ease.
Telehealth Service Consent
Establish a compliant process for patients opting into virtual care. Securely capture consent for telehealth treatment, prescribing, and billing.
HIPAA Privacy Policy Acknowledgment
Distribute and track patient acknowledgment of your Notice of Privacy Practices (NPP). Maintain a clear, auditable record for compliance.
Release of Medical Information
Securely manage patient authorizations for the release of their protected health information (PHI) to other providers or third parties.
Financial Responsibility & Billing Policies
Ensure patients understand and agree to your financial policies upfront to reduce disputes and improve your revenue cycle.
Trusted by Healthcare Professionals Like You
See how practices and hospitals are using eSignly to transform their operations and patient care.
"eSignly completely transformed our front desk operations. We've cut patient check-in time by more than half. Our staff is happier, and our patients love the modern, professional experience."
"As an IT director, security and integration were my top concerns. The eSignly team was fantastic. Their API and security certifications gave our compliance team the confidence we needed to move forward."
"I was worried about my older patients adapting, but eSignly made it incredibly simple. It's eliminated so much paper, and I no longer have to worry about storing thousands of paper records. A must-have for any modern practice."
Success Stories: Real Results for Healthcare Providers
Explore how we've helped organizations like yours overcome their biggest challenges.
Large Hospital System Cuts Patient Intake Time by 60%
Client: A multi-state hospital system with over 15 hospitals and 100+ outpatient clinics.
Problem: A decentralized, paper-based consent process was creating massive inefficiencies, high costs, and compliance risks. Staff spent hours daily on manual tasks, leading to data errors and an average check-in time of over 20 minutes.
Solution: We implemented our Enterprise eSignly platform, integrated directly with their Cerner EHR via our API. This included centralized templates, a pre-visit digital workflow, and automated filing of signed documents into patient records.
Results:
- 60% Reduction in average patient check-in and wait time.
- 95% Decrease in paperwork-related errors and missing forms.
- $1.2M Estimated annual savings in paper, printing, and administrative staff hours.
Telehealth Startup Achieves Scalability and Compliance with eSignly API
Client: A venture-backed telehealth startup providing virtual mental health services.
Problem: They needed to embed a seamless, scalable, and HIPAA-compliant eSignature workflow into their patient portal without disrupting the user experience or redirecting users to a third-party site.
Solution: The client integrated the eSignly REST API into their patient onboarding workflow, creating a fully embedded and branded signing experience. The process was automated to trigger on new patient registration and file documents via webhooks.
Results:
- 100% Automated consent management process, enabling rapid scaling.
- 4-Week development time for full integration, 70% faster than building in-house.
- Zero compliance issues related to patient consent since implementation.
Multi-Location Dental Practice Saves $50k Annually
Client: A regional dental group with 10 locations.
Problem: Front desk staff was overwhelmed with paper for new patients, medical histories, and treatment plans, losing 10-15 staff hours per location each week to administrative tasks.
Solution: The group deployed the eSignly Business plan across all locations. They implemented digital intake forms sent via email, used tablets for chair-side treatment plan authorizations, and centralized management from a single dashboard.
Results:
- $50,000+ in estimated annual savings across all locations.
- 90% Reduction in data entry errors from illegible handwriting.
- 85% of patients complete their forms before arriving for their appointment.
Frequently Asked Questions
Your top questions about using eSignly for patient consent, answered.
Yes. Electronic signatures are legally recognized in the United States under the federal ESIGN Act of 2000 and the Uniform Electronic Transactions Act (UETA). eSignly provides a comprehensive audit trail and tamper-evident technology to ensure the signed documents are legally defensible and admissible in court.
eSignly is specifically designed to support your HIPAA compliance program. We employ end-to-end encryption for all data, both in transit and at rest. Our platform includes features like role-based access controls, secure data storage, and detailed audit trails that log every action taken on a document. We are also willing to sign a Business Associate Agreement (BAA) as required by HIPAA.
We've designed the signing process to be incredibly simple. Patients just need to click a link in an email or text message and follow the clear on-screen instructions to sign. There are no applications to download or accounts to create. For patients in the office, you can use our in-person signing feature on a tablet, where your staff can easily guide them through the process.
Yes. Our powerful REST API is designed for flexibility and can be integrated with most modern EHR, EMR, and Practice Management systems. This allows for automated workflows, such as sending signature requests when an appointment is booked and automatically filing the completed consent form back into the correct patient's record.
All documents and data are stored in our secure, encrypted cloud environment that meets stringent security standards like SOC 2 Type II and ISO 27001. You retain full ownership of your documents and can download them at any time for your own records or to comply with your data retention policies.
Ready to Modernize Your Patient Intake Process?
Eliminate paperwork, strengthen compliance, and give your patients the seamless experience they expect. Get started with eSignly today.
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