Denticon – Digital Signature for Progress Notes

Denticon's Digital Signature feature allows providers to create and apply a digital signature to progress notes without a physical signature pad. Providers can draw a signature using their mouse, type their name in a script font, or continue using an existing USB signature pad. Once a signature is saved to the provider's profile, it can be applied to any progress note in a single click.

Note: This feature applies to progress notes only. Consents, Medical History forms, and Referral Letters continue to require a connected USB signature pad and are not affected by this update.

Note: This feature must be enabled by a Denticon Admin before providers can use it.

Enabling Digital Signatures

The Digital Signature feature is controlled by a site feature flag and must be turned on for each practice location before providers can access it.

Navigate to Denticon Admin > Site Features.
Locate ESIGNPROGRESSNOTES and toggle it ON for the appropriate PGID(s).
- Note: For multi-location groups, this flag can be enabled per PGID to stage rollout across locations independently.
Once enabled, all providers at that location will see the new signature options when signing progress notes.

Setting Up a Digital Signature (Provider – One-Time)

Each provider sets up their digital signature once in User Settings. Once saved, the signature is stored to their profile and available on any workstation where they log in to Denticon.

Navigate to User Setup > User Settings.
Locate the Signature Method section.
Choose one of the three input methods:
- Draw – Use the mouse to draw a freehand signature.
- Type – Enter your name and select from five available script fonts for a personalized appearance.
- Signature Pad – Continue using a connected USB signature pad (Topaz, ePad) if preferred.
Complete the signature input and click DONE to save.

Denticon's Best Practice: Providers who sign multiple progress notes per session should set up a stored signature using the Draw or Type method. This enables the one-click Apply Signature workflow and reduces per-note signing time significantly.

The saved signature is stored as a base64-encoded image with a unique Digital ID (format: SIG-[timestamp]-[random]) for audit purposes.
Updating a signature in User Settings only affects future signings — previously signed notes are not modified.

Signing a Progress Note

Option 1: Apply Stored Signature (Recommended)

For providers who have already completed the one-time signature setup.

Open or create a progress note from the patient record.
Locate the Signature section of the note entry screen.
Click the Apply Signature button.
The stored signature is applied instantly — no additional steps or hardware required.
The SAVE button activates once the signature is applied. Click SAVE to save the note to the patient record.

Note: Once saved, the signed note will display a SIGNED indicator showing the provider's signature image, user ID, date (MM/DD/YYYY), time (HH:MM AM/PM), and Digital ID.

Option 2: Sign On-the-Fly (No Stored Signature Required)

For providers who have not yet completed the one-time setup, or who prefer to sign inline without a stored signature.

Open or create a progress note from the patient record.
In the Signature section, select the Draw or Type tab.
Complete the signature inline and click Apply.
Click SAVE to save the note to the patient record.
After signing on-the-fly, providers will have the option to save the signature to their profile for future one-click use.
- Note: Saving at this step is optional but recommended for providers who sign notes regularly.

Option 3: Sign Using an Existing Signature Pad

Providers who prefer to continue using a USB signature pad can do so without any changes to their current workflow.

Open or create a progress note from the patient record.
In the Signature section, select the Load Signature tab.
Sign using the connected pad as normal.
Click SAVE to save the note.

Note: The Load Signature tab also supports signing as a different user. Select Sign as a different user, enter the alternate provider's credentials, and their stored signature will be loaded. If the alternate user has not set up a stored signature, an error will display — this is expected behavior.

Signing from the Unsigned Progress Notes Report

Providers and Office Managers can review and sign pending unsigned progress notes directly from the interactive report without navigating to individual patient records.

Navigate to Reports > Interactive Reports > Unsigned Progress Notes.
Locate the note to be signed and click REVIEW & SIGN.
Review the note on the Progress Note Summary: Review Note page.
Apply the signature using the Draw, Type, or Load Signature tab.
Click SAVE. The note will be removed from the Unsigned Progress Notes queue once saved.

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Signature Methods at a Glance

Method	Where to Set Up	Hardware Required	Best For
Draw (mouse)	User Setup > User Settings	None	Providers without a signature pad; any workstation
Type (script font)	User Setup > User Settings	None	Providers who prefer a clean, consistent typed signature
Signature Pad (USB)	User Setup > User Settings	USB pad (Topaz, ePad) + plugin	Providers who prefer to continue their existing pad workflow

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Scope and Compatibility

What This Feature Applies To

Progress Notes — main note workflow and the Unsigned Progress Notes interactive report

What This Feature Does Not Apply To

Consents — signature pad required; no change in this release
Medical History forms — signature pad required; no change in this release
Referral Letters — signature pad required; no change in this release
Mobile and tablet devices — desktop browser (Chrome recommended) only
Cloud 9 and other Planet DDS products — Denticon only

Plugin and Extension Requirements

Workstations where providers only sign progress notes using Draw or Type: no plugins or browser extensions required.
Workstations that also use Consents, Medical History, or Referral Letters with a signature pad: existing plugins must remain installed.

Note: Existing USB signature pad hardware (Topaz, ePad) is fully preserved. Enabling the ESIGNPROGRESSNOTES feature flag does not remove or replace pad functionality for any module.

Frequently Asked Questions

Do we need to purchase new hardware to use this feature?

No. The Draw and Type methods work with any standard mouse and keyboard. No new hardware, drivers, or software installation is required.

Will our existing signature pads still work?

Yes. USB signature pad workflows are fully preserved. Pads continue to be required for Consents, Medical History, and Referral Letters. For progress notes, the pad remains available as one of three input options.

What is the Digital ID shown below each signature?

Every signature — drawn, typed, or pad-captured — receives a system-generated unique identifier in the format SIG-[timestamp]-[random] (e.g., SIG-1706385600000-4729). This ID is stored with the signature and displayed on the signed note to support audit trails and signature verification.

What happens if a provider updates their signature later?

Previously signed notes aren't affected. Updating a signature in User Settings only applies to future signings.

Can a provider sign a note on behalf of another provider?

Yes. From the Load Signature tab on the signing screen, select Sign as a different user and enter the alternate provider's credentials. The alternate provider must have a stored signature set up in their profile. If they do not, an error will display.

This feature is enabled but the Apply Signature button is not appearing. Why?

The Apply Signature button only appears for providers who have completed the one-time signature setup in User Settings. Providers who have not yet set up a signature will see the inline Draw and Type options instead. Direct the provider to User Setup > User Settings > Signature Method to complete setup.