How to Add a Provider Signature to Correspondence

Sensei Cloud's correspondence templates enable you to add provider signatures (stored in the team member's record) to letters and emails when corresponding with patients.  

To include provider signatures in correspondence, you must add a signature image file to the Team Member record. From there, you can create or edit a Correspondence Template that contains one of the provider signature merge fields (Last Appointment Provider Signature or Preferred Provider Signature), and then use the Correspondence Template to generate patient correspondence (email or letter).

Adding a Signature in Team Member Settings

To use a provider signature on correspondence, you first need to upload an image of the signature in the team member's record.

To add a provider signature:

1. From the Administration tab, select Team > Team Members.
2. Select a team member, and click Edit Selected Team Member. The team member settings become editable.
   Note: You can click Create New Team Member if you are adding a new team member.
3. Under the Personal Information section, scroll to the Provider Signature field.
   Note: No Signature is displayed next to this field if there is not currently a signature uploaded for the team member.
4. Click Upload Signature. The Upload a Signature window is displayed.
   
5. Click Browse. The file explorer window is displayed.
6. Select the image file containing the signature (.PNG or .JPEG file format), and then click Open.
7. Click Upload Signature. A preview of the signature is displayed next to Provider Signature.
   
8. Click Save Team Member to save the signature to the team member's record. 

Replacing or Deleting a Signature

Once a signature has been uploaded for a team member, you can delete it or replace it with a new one at any time.

To delete or replace a signature:

1. From the team member's settings, scroll to the Personal Information > Provider Signature section.
   
2. To delete the signature, click Delete Signature. A message is displayed.
3. Click Remove Signature to confirm the removal of the user's signature.
4. To replace the signature on file, click Replace Signature. The Upload a Signature window is displayed.
5. Click Browse. The file explorer window is displayed.
6. Select the image file containing the signature (.PNG or .JPEG file format), and then click Open.
7. Click Upload Signature. A preview of the signature is displayed next to Provider Signature.
8. Click Save Team Member.

Adding Provider Signature Merge Fields to Correspondence Templates

To add a provider signature to correspondence, you must add one of two available merge fields to a correspondence template (Administration > Templates > Correspondence Templates).

The following merge fields enable you to add an image of the saved provider signature to the generated correspondence:

• Last Appointment Provider Signature: This merge field populates the Doctor for the last completed appointment. If there is not a doctor assigned to the appointment and there is only a  hygienist assigned, then the merge field uses the hygienist's signature. If neither have signatures on file, or if the patient does not have a completed appointment, the merge field does not pull a signature and remains blank.
• Preferred Provider Signature: This merge field populates the Preferred Provider (US) or Preferred Dentist (UK) that is stored in the Patient Preferences section of the Patient Record. If the Preferred Provider (US)/Preferred Dentist (UK) does not have a signature on file, the merge field does not pull a signature and remains blank.

See How to Manage Correspondence Templates and How to Send Patient Correspondence or Email for more information.