truForm: Digital Signatures

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Instructions below ONLY apply to truForm.

In this section, we will go over the following:


Introduction

Digital signatures made easy!  Our new TruForm™ portal eliminates the costly need for Adobe Acrobat and a Topaz signature pad.  We can now enable your patients to sign their secured form(s) before submission using a desktop,  tablet or phone.   Doctor and office staff signatures can be completed once the form is submitted from our secure portal, with no additional software needed.   Ask our Sales or Support team for further information!

Patient Scheduling

  1. Over the phone, once the patients appointment is scheduled- your staff would direct them to pre-register from your website to save up to 40 min in office.
  2. Either on our standard forms or your custom form, we can enable your signature areas to be completed by your patients BEFORE the form is submitted online to your office.

Patients can complete online signatures BEFORE the truForm is submitted to your office:

  1. These signatures can be turned on and off at anytime
    • Signatures OFF:  The patient will never see a signature section, and can submit the form once all other required fields are filled out correctly.
    • Signatures ON:  The patient can choose to sign the form before they submit it, or they can submit it without signing (as signatures are not required)
  2. These signatures can be set as required
    • This is ALL or nothing, we cannot set individual signatures fields to required.
    • If signatures are required, the patient must sign ALL patient signatures before they can submit their form online.
  3. Patients can only sign online BEFORE the form is submitted

Patient Signatures: (Before truForm is Submitted)

This will show you the exact process of a patient signing and submitting truForm to (https://mysecurepractice.com). 

For a quicker signing process, MySecurePractice will store the very first signature the patient completes.  Once the patient goes to sign any other signatures on the same form, their signature will appear and they just have to click "Sign" to endorse their signature on the form again.     

  1. Patient would select the "Click to Sign" signature field
    patient1.png
          
  2. The patient can choose to free sign with their mouse or finger on a tablet/phone, by selecting the "Draw It" option in the upper right hand corner:patient2.png
          
  3. OR, they can type their name as the completed signature, by selecting the "Type It"
    patient3a.png
          
  4. Once they finish their signature, select the "Accept And Sign" button
    patient4.png

    **Once the first signature is signed, it will remember this signature for all other signatures on this form that need to be signed before submitting.
  5. Once the patient moves to the next signature (if none, skip to step #6), the patient will:
    1. Select the next "Click to Sign" signature field:patient1.png
            
    2. The signature modal will appear, with the patients signed or typed signature stored
    3. Select the "Sign" button to input your signature on the form:
      patient5.png
            
  6. Once the form and signatures are complete, the patient would select the "Complete and Send" button to submit this form to your office.
    patient6.png

Repeat step 5 & 6 for each signature after the first.


Doctor Signatures: (After truForm is Submitted)

This will walk you through signing your submitted patient forms through our portal (https://mysecurepractice.com).  If doctor signatures are turned on, the TruForm will need to be fully submitted by the patient before you can successfully sign and submit the form.

Once you sign a truForm for the very first time, our system will store and use your signed (draw it) signature for a quicker signing process within the portal.

Please note we do not store typed signatures, only signed signatures.

  1. Once you login
  2. Go to your TruForm Submission List
  3. Select the type of form you would like to sign (from your LEFT hand menu):
    *in this example, we are using the patient registration- ALL categories will work exactly the same!!

           
  4. Find the patient form you would like to sign, and select the "Actions" drop down to the far RIGHT
  5. Select the first option, "Sign Form"
    patient7.png
           
  6. This will open your patients form and bring you directly to the first signature field (if you've previously signed truForm under this login, skip to step #11)
  7. Click the area labeled "Click to Sign" as shown below:
    patient8.png
          
  8. The below Signature window will appear, select the "Draw it" tool (if you want to store your signature)
  9. Select the "Sign Here" section/area to begin signing your name.
    sig-draw.png
           
  10. Once done, select "Accept And Sign" to insert your signature and today's date onto the form
    signature1.png
           
  11. The system will automatically take you to the next needed signature (if none, skip to step ).
    1. Select the next "Click to Sign" signature field:
      patient8.png
            
    2. You will notice your signature is already inserted. To endorse your signature on the form, select "Sign"
      signature-stored1.png
             
    3. Repeat Step 11 for any other signatures needed (on any further truForm submissions)
  12. Once all signatures are completed, select the "Complete and Send" button to finalize this form:
    patient9.png
             
  13. This will bring you back to your patient list of submitted forms.
    patient10.png
           
  14. The completed PDF will have your patient/doctor signatures and dates on the form!!


TruForm with Topaz Overview (signing form outside of MySecurePractice):

If you will need to complete any digital signatures once the form is fully submitted within MySecurePractice, you can review the options below to accomplish this:

MySecurePractice allows you to complete both patient (before the form is submitted) and doctor signatures through our online portal as described above.

Additionally any signatures left unsigned once you finalize the submission through our portal will be programmed so you can complete signing at anytime using a topaz signature pad and the PDF submitted and finalized.  Please review the below requirements in order to complete this.

If truform is integrated into any of the following software companies (WinOMScsHenry ScheinMedims), your software company may have a way to sign the completed PDF form through your software using a Topaz Signature Pad.  Please contact your software rep to review this first.

Please note, WinOMScs 'CLOUD' versions DO NOT SUPPORT TOPAZ signature pads due to Adobe Acrobat Licensing.


Topaz Signature Programs:

STEP #1 Select a Program to use for signing PDFs:

There are currently two programs PBHS can recommend that can complete truForm signing.  Adobe acrobat (a paid for program) and pDoc Signer by Topaz (a free program via Topaz).

  1. (free application)  pDoc Signer  (https://www.topazsystems.com/pdocsigner.html)
    This is a free product that can be installed, created by Topaz for signing PDF forms using their topaz signature pad.  This product can complete signatures as well as annotation within the form as needed.
  2. (paid application) Adobe Acrobat (either standard or professional)  FULL VERSION
    **Standard would be a little less expensive, and can do everything you need regarding signatures
    • You can find this on e-bay's website, click here. This will lead you to professional options, you can also search e-bay's website for Adobe Acrobat Standard.
      Or directly from adobe’s website, click here.

STEP #2 Select a Topaz Signature Pad for signing:

  1. You can browse through their signature pads below:
    http://topazsystems.com/products/index.htm
  2. Here in support, we use this topaz signature pad for testing with TruForm. It is one of the less expensive signature pads and works perfectly for signing TruForm PDF's:
    http://topazsystems.com/products/siglite.asp (the USB option)
  3. *You will need to contact Topaz directly for pricing, click here for Topaz Support Information.

If you choose to purchase adobe acrobat and/or already have adobe acrobat standard or pro installed: 

Once you have adobe acrobat installed- you would need to use the settings/PDF attached to change the settings within adobe acrobat to connect to your topaz signature pad.


Required Settings through Adobe Acrobat:

If you choose to sign through adobe, follow the below instructions:

The settings below will connect your topaz signature pad to your adobe program, so you can sign submitted TruForms: 

 

TruForm & Topaz Signing Overview:

To sign truForm correctly, please note the following:

  1. TruForms must be submitted BEFORE signatures can be completed using a Topaz Signature Pad. 
      • patient signatures can be captured before the form is submitted.  This signature setup would be used to capture any missing signatures after the form is submitted, signed by the doctor and finalized through our portal.  Once finalized you cannot go back and sign via the portal- you would have to use a signature solution like topaz and adobe or pDoc by Topaz.
  2. Only one signature can be signed at a time (an automated date is given to that signature once signed)
  3. You must open the submitted form within Adobe Acrobat Standard or Professional or pDoc Signer to correctly sign your TruForm with Topaz
  4. PBHS recommends Topaz Signature Pads
  5. WinOMScs Client Alert:  Please note, WinOMScs 'CLOUD' versions DO NOT SUPPORT TOPAZ signature pads due to Adobe Acrobat Licensing. 


Support Information:

Topaz Support Click here  
Adobe Support  Click here  
PBHS Support Click here  
     
*Please contact PBHS support if you would like the ability to sign your forms digitally!


Understanding Electronic Signature Laws:

Please review with the appointed personnel who handles legal matters on behalf of your practice.

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