ClinicOffice E-Docs

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ClinicOffice E-Docs

In recent years, many of our customers have decided to go “paperless”. One obstacle to this can be the need for patients to fill out and sign documents (e.g. a Patient Consent form or Medical History form).

What can this be used for?

  • Email documents directly to patients to paperlessly capture patient information and signatures on consent forms or medical history documents
  • Information can be obtained in advance of an appointment, resulting in more of a streamlined work flow
  • Create ‘Document Packs’ to easily send multiple sets of documents to Patients
  • All documents are stored securely in your database
  • Digital signatures are legally binding
  • Easy-to-use integration with ClinicOffice
Download E-Docs User Guide
e-docs

What does it cost?

Since E-Docs is an online service which we host and maintain, it’s only available to customers who are on ClinicOffice v6, or ClinicOffice v5 with our Support Plan.

There are two main feature of E-Docs…

  1. Creating “Online Forms” for patients to complete online (e.g. a patient history)
    • (Requires the Forms module)
  2. Capturing “Electronic Signatures” for documents (e.g. signing a consent document)
    • (Requires the Documents & Scanning module)

Although E-Docs can be emailed out to patients for them to complete/sign at home, you can also choose to use the system on a tablet in your Waiting Room. Our recommendations for a tablet specification can be found below.

Tablet Recommendations

If you wish to use this feature in a waiting room environment, (to allow patients to sign forms while they wait for their appointment) then this is also possible.

RecommendedMinimum
Manufacturer / BrandApple iPads tend to offer the best experience, but good quality Android tablets (e.g. Samsung Galaxy Tab) also work well.Any tablet with an up-to-date web-browser capable of rendering HTML 5.
Operating SystemThe latest iOS or Android operating systemNo lower than 2 versions behind the latest O/S
Screen Size10″ screen8″ screen
Screen Resolution1920 x 1080 resolution (or higher)1280 x 800 resolution
Memory3 GB (or higher)2 GB

As a general rule, any modern Apple iPad or good specification Android tablet with a 10″ screen will work well. We also recommend using a stylus too, which makes the user’s experience better.

If you’re spending less than £100 on a tablet, then although it will work with E-Docs, it’s not going to give the best user experience as it will be very under-powered.

Other Frequently Asked Questions…

Good question. For several years, legislation in the UK, the EU, the US and Canada has permitted the use of electronic signatures as being legally binding.

The UK has adopted and implemented certain provisions of the EU’s Electronic Commerce Directive in the Electronic Communications Act 2000, which makes electronic signatures legally admissible in the UK – as reported here.

For countries in the EU, the 1999/93/EC Directive on Electronic Signatures was signed in December 1999 to establish a common framework for electronic signatures. In the US, the Electronic Signatures in Global and National Commerce Act (“E-Signature Act”) became effective on October 1st 2000.

However, we always recommend that you check with the official governing body of your profession in your country for guidance.

Absolutely, in fact, if you have the documents module, you will already have E-Docs available to use! E-Docs works by sending the document that you have created in ClinicOffice to a special web service that can be accessed on any tablet device via a web browser. The document can then be emailed, or physically handed to the patient to read, fill in, and sign. Once they have finished, the submitted document will appear back inside ClinicOffice for you to save wherever you need it.

You have a choice on an indivudal basis as to where you would like each document to be stored once ClinicOffice detects the patient has completed it. They can either go in the documents tab for that patient (Admin Document e.g Consent Form), or be stored in the Clinical Notes. (Clinical Document e.g Case History Form)

Any Questions?

If you have any questions about using E-Docs in ClinicOffice, or if you need any assistance with the above, please give our friendly sales team a call on 01205 205500 and we’ll be happy to assist you.

Click here for other ways to contact us.