The Challenge
A large health system in Canada needed to introduce electronic signatures at the point of registration. However, their registration process spanned hundreds of decentralized locations, making a traditional hardware deployment impractical:
- Outfitting each site would require 300–400 signature pads.
- Devices would need regular updates, maintenance, and eventual replacement.
- Shared hardware also posed infection control concerns, as signature pads and pens were passed between patients and staff.
The health system wanted a more modern, flexible, and cost-effective approach — one that would allow patients to sign electronically using their own smartphones or tablets, while supporting both English and French user interfaces.
The Solution
Our team extended our electronic forms automation platform to support a Bring Your Own Device (BYOD) signature workflow.
Key Capabilities
- Localized e-Signature Forms: Embedded e-forms and signature capture functionality directly into the registration workflow. Delivered interfaces in both English and French, ensuring accessibility and compliance with language requirements.
- Smart Device Integration: Patients receive a secure link or QR code to open the consent or registration form on their own smartphone. Signature data is encrypted and transmitted back to the registration system automatically — no shared hardware required.
- Rapid Prototype Deployment: A proof-of-concept was completed quickly to demonstrate workflow feasibility. The system integrated seamlessly with existing registration operations and is now under consideration for full rollout in the next fiscal year.
The Impact / Results
Operational Savings
- Eliminated purchase and maintenance costs associated with hundreds of signature devices.
- Reduced IT support overhead for driver updates and hardware replacement cycles.
Infection Control & Patient Safety
- Removed the need to pass devices and pens between staff and patients, reducing health risks.
- Fully paperless workflow improved hygiene and reduced waste.
Scalability & Accessibility
- Works across all registration locations — no special equipment required.
- Supports bilingual (English/French) patient interactions, ensuring inclusivity and compliance with regional regulations.
Strategic Outcome
The health system gained a flexible, future-ready model for electronic signatures that aligns with digital transformation goals and enhances the patient registration experience — all without the burden of physical hardware.