As a digital signature tool, the electronic signature pad has shown significant advantages in efficiency, cost, security, and management convenience compared to traditional paper-based and handwritten signature methods. Government of differenct countries have been promoting digital transformation precisely because of the significant advantages of digitization.
1. Efficiency improvement: Digitalization of the entire process accelerates business operations
The signing process has been greatly simplified
The traditional method requires printing paper documents, manually filling in signatures, archiving and saving, and the process is cumbersome (such as patients having to travel to multiple departments to sign surgical consent forms). The electronic signature pad supports real-time retrieval of online files, allowing patients or medical staff to manually sign on the pad in seconds, eliminating the need for printing, transmission, and organization.
Case: In the signing of outpatient prescriptions in hospitals, doctors confirm the prescription directly in the system through an electronic signature pad, and patients can complete the payment by scanning the code, reducing waiting time compared to traditional paper prescriptions.
Multi scenario synchronous signing and collaboration
Traditional signature requires multiple people to sign offline in a centralized manner (such as multi department consultation reports), which can easily lead to process delays due to the absence of personnel. The electronic signature pad supports remote signing (such as through the hospital intranet or encrypted platform), and medical staff can complete document signing in different departments, even when working from home, and synchronously upload it to the HIS system, achieving "immediate signing and effectiveness".
Batch processing and automated archiving
Traditional paper documents require manual classification and archiving, which is time-consuming and labor-intensive to search for (such as searching through filing cabinets to retrieve historical medical record signatures). The documents signed on the electronic signature pad are automatically generated into electronic archives, which are classified and stored according to dimensions such as time, department, and patient ID. Through system search, they can be located in seconds, and the archiving efficiency is improved by more than 80%.
2. Cost reduction: Reduce consumables, manpower, and management expenses
The cost of paper consumables has sharply decreased
Traditional signature relies on consumables such as paper, printers, and ink. Taking a large-scale hospital as an example, the annual consumption of paper documents such as prescriptions and medical records can reach hundreds of thousands. The electronic signature pad achieves paperless operation throughout the entire process, with almost zero consumable costs, and long-term use can save a lot of expenses.
Optimization of labor costs
The traditional method requires dedicated personnel to be responsible for document printing, distribution, and archiving (such as the archive administrator in the medical record room), and the automated process of electronic signature pad reduces the manpower demand for such positions. In addition, medical staff no longer need to spend time processing paper documents, allowing them to devote more energy to diagnosis and treatment work, indirectly reducing labor costs.
Reduced storage and management costs
Paper documents need to be stored in a dedicated archive room, occupying space and requiring maintenance such as moisture and fire prevention. The electronic files generated by the electronic signature pad are stored in the cloud or server, with small space occupation, low maintenance costs, and no need for physical storage, saving space and equipment investment.
3. Security enhancement: multiple technologies ensure signature and data security
Legal effectiveness and immutability of electronic signatures
The electronic signature pad ensures the legality of signatures through digital certificates, timestamps, and blockchain technology (in compliance with the requirements of the Electronic Signature Law). The signature data is encrypted and stored, and any modifications will leave traces. Compared to paper signatures, it is more difficult to forge or tamper with. For example, the patient's signature on the electronic signature pad will generate a unique hash value, which can be bound to the file and verified for authenticity by a CA certification agency.
Identity verification mechanism to prevent fraudulent signatures
Traditional signature processes may involve the risk of someone else signing on behalf of the patient (such as family members signing on behalf of the patient), while electronic signature pads support multiple identity verifications such as fingerprint recognition, facial recognition, and ID card reading, ensuring the authenticity of the signatory's identity and reducing the risk of medical disputes.
Data transmission and storage encryption
When the electronic signature pad is connected to the hospital system, SSL encryption transmission protocol is used to prevent signature data from being stolen in the network; When storing, AES encryption algorithm is used, and even if the server is attacked, the data is difficult to crack, while traditional paper files may lead to information leakage due to improper storage (such as file loss).
4. Management convenience: full process traceability and intelligent control
Real time traceability and audit of signed records
The electronic signature pad automatically records the time, signatory, device number, file version, and other information of each signature, forming a complete audit trajectory (such as whether the system can track whether the electronic medical order has been confirmed by the patient after the doctor signs it). Traditional paper signatures are difficult to accurately trace the details of the signature, making it difficult to obtain evidence in case of disputes.
Comply with compliance requirements and regulatory standards
Hospitals need to comply with policies such as the Electronic Medical Record Application Management Standards, and the signature process and data storage of electronic signature pads strictly comply with regulatory requirements. They can cooperate with health department inspections at any time; Traditional paper signatures may pose compliance risks due to improper storage, such as blurry handwriting and damaged documents.
Deep integration with hospital information systems
The electronic signature pad can seamlessly integrate with HIS (Hospital Information System), Electronic Medical Record System, LIS (Laboratory Information System), etc. The signature data is automatically synchronized to various modules (such as the pharmacy system obtaining real-time information for dispensing after signing the outpatient electronic prescription), achieving intelligent management of the entire process. Traditional signature methods are difficult to link with the system in real time and can easily form "information islands".
5. User experience optimization: combining convenience and environmental friendliness
The signing experience is closer to real writing
The high-end electronic signature pad adopts electromagnetic induction technology, supporting original handwriting (such as pressure sensing, pen edge effect), and the writing habits of patients or medical staff are not affected. Compared with traditional electronic forms, it is more natural to check or type signatures, and has a higher acceptance rate.
Environmental protection concepts align with social trends
Reducing the use of paper documents is in line with the "carbon neutrality" environmental protection goal. Hospitals can enhance their social image by promoting electronic signature pads, while traditional signature methods generate a large amount of waste paper every year, which contradicts the concept of green office.
Summary: The inevitable transition from the "paper age" to the "digital age" has led to the upgrading of electronic signature pads, which have solved the pain points of traditional signature methods in terms of efficiency, cost, and safety through digital and intelligent means. It is not only an important part of hospital information construction, but also a key tool for improving the quality of medical services. With policy promotion and technological maturity, its advantages will be further highlighted in more medical scenarios.
