How to Digitally Capture Signatures for Treatment Plans, Payment Plans, and Contracts

Sensei Cloud supports the capture of a digital patient signature for treatment plans, payment plans, and orthodontic contracts using the on-screen signature pad with a computer mouse, track pad, or touchscreen-enabled device or using a Topaz® electronic signature pad.

The Topaz signature pad integration has been fully tested with the Topaz SignatureGem LCD model T-LBK462-HSX-R. For more information on Topaz signature pads, see Topaz Systems Inc..

Note: For Topaz signature pads, you need to connect the device and install the Topaz SigWeb drivers in order to capture signatures within Sensei Cloud. 

A PDF copy of the signed treatment plan, payment plan, or contract is automatically saved in the patient's files (Patient > Patient Files), with the signature date included in the File Name. See How to Add and Access Patient Files for more information. 

Treatment Plans

The electronic signature feature is included in the Viewing Treatment Plan window, so it can be accessed from any location where you can gain access to the patient's treatment plans (e.g., from the patient's Hard Tissue Chart (US) or Dental Chart (UK) banner in Planning mode, from the patient's Home tab, etc.).

To electronically sign a treatment plan:

1. From the Patient tab, select Treatment Plans. The patient's treatment plans are displayed.
2. Select a treatment plan by clicking the Plan Name. The Viewing Treatment Plan window is displayed.
3. From the Plan Actions menu, click Add Signature. The Signature window is displayed.
   
   The following Signature window for on-screen signature pads is displayed if a Topaz signature pad is not installed.
   
   Note: If a Topaz signature pad is detected, the window instead has an Use on-screen signature Pad option available.
4. Have the patient sign using an on-screen signature pad (e.g., computer mouse or touchscreen) or have them use a Topaz device, if installed. 
   
   Note: If you have a toolkit installed and a device connected, the signature window defaults to the Topaz view. Click Use on-screen signature Pad or Use Topaz Signature Pad to toggle between the different signature pad methods. 
   Note: If using a Topaz device and the Topaz SigWeb software has not been installed or a signature pad is not detected by Sensei Cloud, a message is displayed.
    
   Make sure that the signature pad is plugged in and that the software has been installed, and then click Retry.
5. Click Sign. The treatment plan is displayed as Signed within the Plan Actions, and a PDF copy of the signed treatment plan is added to the patient's files (Patient > Patient Files). 
   

Important: Certain changes to the treatment plan revert the treatment plan to an unsigned status, and you should obtain a new signature from the patient. These changes include:

• Adding or removing procedures
• Updating pricing
• Updating anatomy 

When one of the preceding changes is made, the Add Signature option is added back to the Plan Actions section of the treatment plan. A treatment plan can be edited and re-signed as many times as needed, and all of the signed copies are stored in the patient's files.  Existing signed treatment plans are not removed or overwritten by newly signed documents.

Note: The patient will not have to re-sign when the changes involve scheduling, updating the status of procedures, adding ICD-10 codes (US Only), accepting a treatment plan (UK Only), or updating the treatment plan name, group names, provider, or notes. 

See the following topics for additional information:

• How to Create or Edit a Patient Treatment Plan
• NHS Treatment Planning

Payment Plans

The electronic signature feature is available from the patient's Payment Plans screen.

To electronically sign a payment plan:

1. From the Patient tab, select Financials > Payment Plans. The Payment Plans screen is displayed.
2. Select a payment plan from the left side panel.
3. Under Actions, click Sign Payment Plan. The Signature window is displayed.
4. Have the patient sign using an on-screen signature pad (e.g., computer mouse or touchscreen) or have them use a Topaz device, if installed.
5. Click Sign. The treatment plan is displayed as Signed under the Actions menu, and a PDF copy of the signed payment plan is added to the patient's files (Patient > Patient Files). 

Note: When a payment plan is signed, the option in the Actions menu changes to Payment Plan is signed and is no longer available. However, if the payment plan is edited (before it is activated), the plan reverts to an unsigned status, and you can obtain a new signature from the patient. 

See How to Create a Payment Plan for more information. 

Orthodontic Contracts

The electronic signature feature is available from the patient's Contracts screen.

To electronically sign an orthodontic contract:

1. From the Patient tab, select Financials > Contracts.
2. Select a contract.
3. Under Actions, click Sign Contract.
4. Have the patient sign using an on-screen signature pad (e.g., computer mouse or touchscreen) or have them use a Topaz device, if installed.
5. Click Sign. The contract is displayed as signed under the Actions menu, and a PDF copy of the signed contract is saved to the patient's files (Patient > Patient Files). 
   Note: The PDF includes only the guarantor's portion, and not the insurance portion (if applicable).

Note: When an orthodontic contract is signed, the option in the Actions menu changes to Contract is signed and is no longer available. However, if the details of the contract are edited, the signature option is re-enabled. 

See How to Create an Ortho Contract and How to Manage Patient Contracts for more information.