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SignSafe

SignSafe in hospitals and medical facilities: patient signatures on a phone or tablet, no special pad

The patient, including an older one or one from abroad, completes the form and signs with a finger in a minute on their own phone or a clinic tablet, at home or in the waiting room. Reception does not retype paperwork, and the finished PDFs are on the account at once.

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SignSafe is a tool for electronic document workflow and for collecting signatures, including from patients: consents, registration forms, GDPR declarations and rules are signed with a finger on the patient’s own phone or a clinic tablet, with no signature pad and no account. The clinic receives a finished PDF. A legal opinion states that a SignSafe signature meets written form.

In hospitals and medical facilities SignSafe is used to sign documents online: consents, forms and declarations. It shortens administrative processes and document flow and reduces the amount of paper. Data is stored on servers in the European Union, and for the facility we sign a data processing agreement. Whether a specific document can be signed this way is for the facility to settle with a lawyer.

A solution tailored to you

Signing documents

Place handwritten signatures on PDF documents with a finger on a smartphone or tablet screen, anywhere and at any time. You sign important documents right away, wherever you are.

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Collecting signatures

Quickly collect signatures from different parties on electronic documents. Just define a document template and mark the fields the recipient fills in, with no advanced technical knowledge.

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Filling in documents

Fill in and sign documents on a computer or mobile device. You receive a document with marked fields, complete them and sign as you would on paper. The finished PDF is ready to use straight away.

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What does your medical facility gain?

You manage documentation faster and simplify administrative processes, with fewer paper formalities. The team can focus on patients while documents are signed online.

Security

Patient documents are kept on servers in the EU (OVH hosting), and for business customers we sign a data processing agreement. The facility checks medical records requirements with a lawyer.

Faster processes

Administrative processes are quicker because documents can be signed remotely, for example before the visit.

Lower costs

Lower operating costs for printing and storing paper documents.

What usually gets in the way

Patients arrive early to fill in forms

Paper forms, a pen and a clipboard in the waiting room take reception time and slow the queue, especially at peak hours.

Reception retypes data from paper into the system

Manual retyping costs staff time and risks typos in patient data.

Consents and declarations disappear into binders

When a specific consent is needed, someone searches the paper archive instead of opening a document on the account.

What you get

Before the visit

the patient can complete and sign documents at home

Paperless

the finished PDF is on the account at once, no scanning

Legal opinion

on use in medical facilities, available to download

How it works

You save document templates

You save the registration form, consent and declaration once as a template with fields to complete.

You send them to the patient

You pick the patient from your contact list and send a link, for example right after booking the visit.

The patient completes and signs

They open the link in the phone browser, enter their details and sign with a finger. No account and no app to install.

The clinic receives the finished PDF

An email notification announces the signature and the document is on the account. You see the status in real time.

The patient fills in fields and signs

The patient completes the template fields (personal data) and signs on a device at the facility with no login, or from an e-mail link with a one-time code and no password.

What you can do

  • Patient consents for procedures (wording set by the facility)
  • Patient registration forms
  • GDPR declarations and data processing consents
  • Clinic rules and acknowledgements
  • Commercial medical service agreements
  • Documents for patients who book remotely
  • Patient forms and consents as templates with fields to fill in (personal data)
  • Patient signature on a device at the facility, with no login and no account
  • Administrative documents of the facility that need a patient’s or employee’s signature, such as rules and declarations

Who it is for

  • Private clinics, doctors’ surgeries and dental practices
  • Facilities where patients complete the same set of forms at every first visit
  • Reception teams that want to shorten the queue at the desk
  • Practices that book visits in advance, where documents can be sent before the appointment

Which documents in a medical facility you can sign in SignSafe

The documents below are typical examples from medical facilities. SignSafe is a tool for signing PDF documents, not a system for keeping medical records, so the facility must determine the wording and retention duties for each document.

  • Registration forms. Patient details entered by the patient in the document fields, with no retyping at the desk.
  • Patient consents. A consent document signed by hand on screen, with the finished PDF kept on the account.
  • GDPR declarations. Data processing consents and information clauses.
  • Rules. Confirmation of having read the facility’s rules.
  • Commercial service agreements. For example an agreement for a package of paid services, sent before the visit.

Whether a given medical document can be signed in this form and how it must be stored needs checking against the rules on medical records. To be plain: SignSafe does not promise compliance with all medical records regulations.

The legal opinion for medical facilities: what it says

According to a legal opinion from Gałecki and Associates dated 25 August 2024, rules for medical facilities generally require written form. The opinion gives examples: consent to a procedure or method involving heightened risk (Art. 18 of the Patients’ Rights Act) and an agreement for the provision of health services, which requires written form on pain of nullity.

A SignSafe signature is a handwritten signature and, according to the opinion, meets written form (see also the opinion of 21 August 2023). The opinion indicates that the app can be especially useful for medical records in electronic form, and medical records are in principle kept electronically. Consent given through the Internet Patient Account or with a personal signature has documentary form, according to the description of the law in the opinion.

What the opinion does not settle: we do not promise compliance with all medical records regulations, including the rules on keeping and storing them. This summarises an opinion and is not legal advice. Leave the assessment of specific documents to your lawyer or data protection officer. You can download the opinions from the legal security page.

A reception day with e-signature

A patient books a first visit by phone. Right after the call, reception sends them a link to the registration form, consent and GDPR declaration. The patient opens it at home, fills in their details and signs with a finger on the screen.

On the day, the patient walks into the surgery with a set that is already on the clinic’s account. There is no queue for the clipboard at the desk, and reception does not retype data from paper.

People who did not manage to complete the documents at home can do it in the waiting room on their own phone or on a clinic tablet. They install nothing and create no account.

You see the status of each document in the panel, and an email tells you about a new signature. We describe the whole process more broadly in electronic document workflow.

Patient signatures without an electronic signature pad

Healthcare organisations often look for an electronic signature pad at the front desk. SignSafe does not need one. The patient signs with a finger on the screen of their own phone or on a tablet the clinic provides, in a browser, with no app and no account.

You can send the link before the visit, or open the same document on a reception tablet in the waiting room. The handwritten patient signature goes into a finished PDF that you see on the account, with the status in real time.

The legal opinion describes a SignSafe signature as handwritten (a handwritten biometric signature), which describes its legal nature. SignSafe does not promise patient identity verification at the desk. See handwritten e-signature for how the signature works.

Medication-related documents: what to check first

SignSafe signs PDF documents. A patient can, for example, sign a consent form or an acknowledgement attached to a treatment plan. It is not a system for prescriptions or for recording medication administration, and it does not replace them.

Whether a particular medication document may be signed in this form depends on the rules for medical records. The legal opinion we rely on does not address medication records, so we do not claim that. Check it with your lawyer or data protection officer before use.

Patient consents: which require written form

According to the legal opinion from Gałecki and Associates dated 25 August 2024, rules for medical facilities generally require written form. Two examples are given.

  • Consent to a procedure or method involving heightened risk (Art. 18 of the Patients’ Rights Act): written form.
  • An agreement for the provision of health services: written form on pain of nullity.

A SignSafe signature is handwritten and, according to the opinion, meets written form. Consent given through the Internet Patient Account or with a personal signature has documentary form, according to the description of the law in the opinion. This summarises an opinion and is not legal advice. The facility sets the wording of consents and checks with its lawyer which documents need a special form.

Forms with fields and patient signing on a device at the facility

Consents and forms in a facility repeat, and the patient gives the same kinds of data each time. In SignSafe you save such a document as a template with fields to be filled in by the other party, e.g. personal data, and the patient completes them before signing. A template can use these fields: PESEL, today’s date (inserted automatically), a date of their choice, numbers and text, so the patient enters their own details.

Signing works in four ways. At the facility, signing on a device at the point (reception, consulting room) is useful: the patient does not log in and needs no account. Away from the facility, the patient receives an e-mail and opens the document with a one-time code, no password. These are examples of use; see filling in documents.

Observer and storage space in a facility

You can add an observer to a document: a person who does not sign or send but sees the document and receives notifications (for example the facility manager, administration or a lawyer). A copy of the signed PDF goes to everyone: the facility and the patient. There are no automatic reminders; the sender resends the invitation manually.

The plan includes 1 GB for documents. We do not assess whether that is enough for your facility. For larger needs we can connect to an external drive or a server of the facility so that the archive is on its side. This is a possibility agreed in the offer.

Hospitals and medical facilities: less paper in document flow

In a hospital or a larger facility there are many administrative documents, and each needs signing, storing and finding. SignSafe shortens that flow: you save consents, forms and declarations as templates, send them to the patient, and keep the signed PDFs in your account, with no scanning and no archive of folders.

The legal opinion for medical facilities (Gałecki and Associates, 25 August 2024) concerns written form in medical facilities. It does not settle every rule on keeping medical records, so we do not promise compliance with all regulations. This is a summary, not legal advice.

Security and legal basis

Documents and signers’ data are stored on servers in the European Union (OVH hosting).

For business customers we sign a data processing agreement, which matters when handling patient data.

A SignSafe signature is a handwritten signature and, according to a legal opinion from Gałecki and Associates dated 21 August 2023, meets the written form requirement (Art. 78 of the Civil Code); at the least, the declaration is valid in documentary form (Art. 77² of the Civil Code). Where a qualified electronic signature is required (the electronic form under Art. 78¹ of the Civil Code), we can connect one in SignSafe. SignSafe does not support notarial deeds.

Legal and handwriting-expert opinions

Legal and handwriting-expert opinions to download

Gałecki and Associates, legal adviser Tomasz Gałecki · 25 August 2024

Using the SignSafe app in medical facilities

Rules for medical facilities generally require declarations of intent in written form (for example consent to a higher-risk procedure or a contract for healthcare services). A signature in SignSafe is a handwritten signature and the declaration meets the requirements of written form. The app can be especially useful when keeping medical records in electronic form.

Download the opinion (PDF)

Gałecki and Associates, legal adviser Tomasz Gałecki · 21 August 2023

Legal nature of a signature placed by hand on the touch screen of an electronic device

A signature placed in SignSafe is a handwritten signature, and a declaration of intent signed in the app meets the requirements of written form. If the signature did not qualify as handwritten, the declaration is still valid in documentary form. In legal effect it is equivalent to a qualified electronic signature: both preserve written form.

Download the opinion (PDF)

The opinions are in Polish. Summaries are a translation of their conclusions, not a legal opinion.

Pricing

One simple price: PLN 69 net a month

You pay for full access to the service, not for the number of documents. No yearly plan and no need to buy several accounts.

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They trust us

Companies from many industries use SignSafe: from staffing agencies and real estate to catering, transport and medical services.

Customer reviews

“SignSafe has significantly improved how we sign contracts with employees and clients. Because documents can be signed remotely, with no need to come to the office in person, recruitment and hiring have become more efficient and less time-consuming. The tool is fully compliant with legal regulations, which gives us confidence that all contracts are fully binding. It is an ideal solution for the temporary-work industry, where operational efficiency is crucial.”
Michel T.R2T — temporary employment agency
“With SignSafe we can sign real-estate brokerage agreements and reservation agreements with clients remotely, which speeds the process up considerably. Confirming terms with prospective buyers is quick and convenient, even with people abroad. It is one of the few tools that lets you sign a reservation agreement online, removing the need for in-person meetings.”
Dorota R.Property Gold — real-estate sales agent
“SignSafe has revolutionised how we manage documents in our restaurant. Suppliers can sign contracts and orders remotely, which greatly speeds up procurement. Employees easily accept schedules and regulations, and clients sign reservation and event agreements online, saving time and making things more convenient for everyone.”
Kamila F.Restauracja Mimosa — catering and restaurant business

Reviews are translated from Polish.

See also

Electronic document workflowFill in documentsHandwritten e-signatureLegal securityEducation and training

Frequently asked questions

Can a patient sign a consent on a phone in SignSafe?

Yes. The patient opens a link in a browser, completes the fields and signs with a finger on the screen. No account, no app, and the finished PDF is on the clinic’s account.

Does SignSafe have a legal opinion for medical facilities?

Yes. The opinion from Gałecki and Associates dated 25 August 2024 states that written form is generally required in medical facilities and that a SignSafe signature is handwritten and meets it. You can download the opinion from the legal security page. It does not settle every question about medical records.

Is SignSafe compliant with all medical records regulations?

We do not promise that. SignSafe is for signing PDF documents, and the facility should verify with a lawyer the requirements for keeping and storing medical records.

Can a patient registration form be completed online?

Yes. You save the form as a template with fields, and the patient completes it on a phone before the visit or in the waiting room. The data goes into the finished PDF.

Where are patient documents stored?

We store service data on servers in the European Union (OVH hosting). For business customers we sign a data processing agreement.

Can a qualified signature be used in SignSafe?

Yes, as a separate feature. A SignSafe signature is a handwritten signature that, according to a legal opinion, meets the written form requirement (Art. 78 of the Civil Code) and is equivalent in effect to a qualified electronic signature, though it is not one. Where a qualified electronic signature is required (for example the electronic form under Art. 78¹ of the Civil Code), we can connect one in SignSafe. SignSafe does not support notarial deeds. This summarises an opinion and is not legal advice.

How much does e-signature for a medical facility cost?

The standard plan costs PLN 69 net per month and includes full access and 1 GB for documents. There is a free trial at the start, and you can cancel at any time.

Can consent to a higher-risk procedure be signed in SignSafe?

According to the legal opinion, consent to a procedure or method involving heightened risk requires written form (Art. 18 of the Patients’ Rights Act), and a handwritten signature in SignSafe meets written form. The facility sets the wording of the consent, and the opinion does not settle all rules on keeping medical records.

Can an agreement for health services be signed in SignSafe?

According to the legal opinion, yes as regards form: an agreement for the provision of health services requires written form on pain of nullity, and a handwritten signature in SignSafe meets written form. This summarises an opinion and is not legal advice.

Do I need an electronic signature pad for healthcare organisations?

No. With SignSafe the patient signs with a finger on the screen of their own phone or on a clinic tablet, in a browser, with no app and no account. SignSafe does not supply a separate signature pad.

Is SignSafe electronic signature software for healthcare?

Yes, for signing documents. You save consents and forms as templates, send them to patients and receive finished PDFs on the account. It is not a system for keeping medical records.

Are patient signatures in SignSafe valid as written form?

According to the legal opinions from Gałecki and Associates (2023 and 2024), a patient’s handwritten signature added in SignSafe is a handwritten signature and meets written form. This summarises an opinion and is not legal advice. The opinion does not settle how medical records must be kept and stored.

Can medication document signatures be collected in SignSafe?

Only as signatures on PDF documents, such as consent or acknowledgement forms. SignSafe does not replace prescriptions or medication administration records, and the legal opinion does not cover them, so check with your lawyer before use.

Which patient consents require written form?

According to the legal opinion, for example consent to a procedure or method involving heightened risk (Art. 18 of the Patients’ Rights Act) and an agreement for the provision of health services. A handwritten SignSafe signature meets written form. Confirm the full list of documents with your lawyer.

Can a patient sign a form on a device at the facility without logging in?

Yes. In the mode for signing on a device at the point, the patient signs on a tablet or screen, does not log in and needs no account. The scope depends on the type of document; if in doubt, consult a lawyer.

Can a form have fields the patient fills in?

Yes. You save the document as a template with fields for the other party to fill in, e.g. personal data. The patient completes them and signs, and the finished PDF goes to the facility's account.

Can I add a person who only sees the document?

Yes. An observer does not sign or send the document but sees it and receives notifications, for example facility administration.

What if a facility needs more than 1 GB for documents?

The plan includes 1 GB. For larger needs we can connect to an external drive or a server of the facility. This is a possibility agreed in the offer.

Can the patient enter their own details in a template?

Yes. Templates have fields for PESEL, today’s date, a date of their choice, numbers and text. The patient completes them and signs straight away.

Updated: 2026-10-05

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