8 Challenges of Implementing Electronic Signature in Hospitals

Challenges of Implementing Electronic Signature

The use of eSignatures in healthcare solutions is not new. The healthcare industry has seen a rapid transformation from traditional paper-based workflow and documentation to paperless procedures since the enactment of the HITECH Act of 2009. The Challenges of implementing electronic signatures in hospitals include regulatory compliance, data security, and system integration.

Never before has the world’s healthcare industry undergone such a rapid period of transformation. In order to reap the full benefits of technological advancements, the healthcare sector is adapting to them. Utilizing electronic signature software is one such effort by the healthcare industry to implement the greatest technology and provide patients and other stakeholders with the best solutions.

Challenges of Implementing Electronic Signature

One of the industries that constantly complains about the burdensome paperwork and mountains of documentation at every turn is the healthcare sector. e Signature Solution for Healthcare Professionals are crucial in overcoming this. Systems for keeping electronic health records are efficient, strong, and inventive. Although these tools aid with clinical recording procedures, they do nothing to digital interactions between hospitals and their potential patients. More paperwork for consent forms, government forms, etc. results from this. 

Given the prevalence of digital initiatives among hospitals, it is not uncommon for healthcare facilities to investigate and implement electronic signatures or Signature Healthcare Solutions for patients in order to eliminate paper-based workflow and accept digital document systems. The “paper-gaps” will be filled by this software.

However, just because a certain sort of solution is redefining and reshaping a certain industry or a select few firms within it does not imply that it will also benefit your healthcare organization. You must be sufficiently aware of your company’s objectives and requirements to select the appropriate electronic signature application.

Here are a few frequent issues hospitals have while deciding whether to evaluate and implement e Signature Healthcare Solutions.

We shall now see the challenges of Implementing Electronic Signature that the healthcare industry will need to deal with:

  • Focus on Single Department
  • Poor Physical Form Produces Poor Digital Form
  • Variations in the Processes
  • Logistical differences
  • Differences in forms
  • Informed Consents
  • Lack of EHR Integration

Concentrate on One Department: 

You must consider the installation of the solution at the proper location, in the proper manner, and at the proper time.

Electronic signature software is typically installed in the Patient Access area of most healthcare facilities or by medical practitioners. This is done so that the hospital can reduce the amount of paperwork by using the straightforward (but numerous) documents that must be filled out. Additionally, this will enhance the general patient experience.

The hospital must keep in mind that some of its other departments also require Signature solutions. As a result, while you just implement electronic signature software in one department or area of the hospital, the other departments continue to suffer because they are no longer able to keep up with the faster department.

Poor Physical Form Produces Poor Digital Form

When a hospital attempts to implement an electronic signature as part of its transformation into a technologically advanced work structure, this is one of the most frequently encountered obstacles. Hospitals are however constantly eager to implement electronic signature solutions. Hospitals work to reduce their expenditures on paper and money while also considering ways to enhance the patient experience.

According to NCBI, the patient effort associated with paper-based forms was around 15% more than its digital counterpart, while the patient satisfaction rate with digital alternatives was 25% higher than that of paper.

However, as soon as hospitals begin implementing digital signature solutions, they realize that their current physical forms in use require a considerable redesign. As these physical forms have legal significance and must be examined by legal authority, the department head, etc., such an overhaul may take a while. Making ensuring the document or form is complete and prepared for digitization is the answer in this case.

Variations in the Processes

A successful deployment of electronic signature software in a clinical care context is very different from one in the patient access area. When you are considering using Signatures at the bedside, you should take into account two additional differences: One is a logistical distinction, and the other is a difference in form.

Differences in logistics

 During the Patient Access procedure, the patient often sits at a desk in front of the registration staff. LCDs are commonly used in hospitals to capture the patient’s digital signature. However, things are different when it comes to the clinical care procedure. It becomes difficult to obtain the patient’s digital signature in this situation because the patient is typically bedridden.

The LCD device frequently needs to be connected through USB, and signing on an LCD while the patient is in bed is difficult to do. Thus, using a tablet or mobile device in place of an LCD is something healthcare facilities can do.

Differences in forms

The Patient Access process uses straightforward forms that occasionally simply require a patient’s signature. The forms utilized in a clinical care process are complicated on the other hand.

Each Form Is Different and Unique

The difficulties that hospitals must overcome vary depending on the form. When utilizing an electronic signature tool to create the signatures, one must be extremely careful because not all e-signature solutions are ideal for healthcare businesses with their intricate forms and processes. There are two main difficulties in this area: Forms POLST/MOLST.

Informed Consent

It takes more than a patient’s signature to provide informed consent. Such paperwork must bear the signature of the appropriate surgeon and include details such as the process’s risk and the recess’s name. The technique description is another question on these forms. When the patient digitally signs the form, all of this information must be there in the proper location. You cannot always get this from vendors or digital signature solutions.


These are state-level government forms with a palliative care focus. There are other fields on the form that need to be carefully filled out in addition to getting the patient’s and the caregiver’s basic signatures. There is always room for human error when there are too many fields to fill out manually.

Therefore, you need to find electronic signature software that not only aids in creating digital signatures but also in automatically filling up the data.

Lack of EHR Integration

Medical professionals have been using electronic healthcare reports long enough for them to become romantically enamored with them. The workflow and user-friendly interface provided by EHR improves performance for medical professionals. As a result, people get disinterested in utilizing any other technology or EHR alternatives. Clinicians hardly ever want to go through the learning process for another piece of software.

In order to increase the usability of electronic data and interoperability within electronic solutions, it is crucial to reduce cognitive burden, offer digital and mobile user interaction, and, above all, take into account user input and feedback. Although it’s important to give electronic signature software a specific role in the medical industry, it’s as important that the program can readily interact with EH. There are very few Signature Solution for Government Agencies that are designed to match this need, thus when you apply this criterion to the list of providers of signature services, your list gets very short very soon. Therefore, if installing a Digital Signature for Government Agencies is crucial to you because of its use, accessibility, and flexibility then this filter is important.

Getting digital signatures outside of the hospital presents another difficulty for the institution. The current pandemic has made it possible to treat patients remotely using telemedicine, which has increased demand for Signature services from patients who are not hospitalized. Hospitals can allow patients to check-in even before they and their families arrive on the hospital grounds by using digital signature software. As a result, registration goes more quickly. In order to stop the spread of the coronavirus within hospital grounds while conducting contactless procedures, hospitals are also using e Signature Healthcare Solutions.


You’re on the correct track if you’re a hospital or healthcare facility considering installing an eSignature system to do away with paper-based processes. But keep in mind that not all digital signature applications are ideal for you.

Certinal is a wholly owned subsidiary of Zycus, the pioneer in Cognitive Procurement. A familiar name and market leader with years of experience managing critical contracts & agreements, Zycus boasts of over Fortune 1000 enterprise clients and deployments of procurement and sourcing suite of products. Digital Signing has always been a focus area for Zycus. Thus, Certinal was born to offer a best-in-class Digital Transaction Management solution that will be easy to use, 100% secure to deploy, and legally compliant worldwide. We stand committed to providing a one-stop solution to large enterprise customers, compliant with various security standards and conforming to different regional regulations. Book a demo now!

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