Secure E-signatures for healthcare: How Qwil makes digital patient communication easy
Introduction to Electronic Signatures in Healthcare
Electronic signatures are a critical element of the modern healthcare business. They offer a secure and efficient way to collect patient consent, intake forms and approvals while keeping a fully digital workflow. With Qwil HIPAA compliant e-signatures are made easy, and integrated into part of a larger eco-system of patient communication.
As a HIPAA compliant e-signature tool, Qwil ensures that sensitive patient information stays secure, and protected under healthcare regulatory standards. You can directly go from your secure patient messaging, file sharing and video consultations to sharing a signature request directly within your chat.
Healthcare providers and institutions that wish to adopt electronic signatures are able to reduce their paperwork, speed up their onboarding process and enhance the patient experience. Your patients don’t need to make the journey into your practice to sign documents, get a consultation and share secure information with you. This can all be done digitally, without risks of data leaks and HIPAA violations.
Qwil is the all in one patient communication platform. Secure HIPAA compliant messaging, file sharing, video, e-signature and appointment scheduling all in one easy to use platform. Simplify your technology stack with one tool that does it all.
HIPAA Compliance Requirements for E-Signatures
As you are probably aware, HIPAA is an extremely strict set of guidelines for the healthcare businesses' operational regulation. HIPAA covered entities need to comply with the strict regulations laid out in every aspect of business. Technology and software are no different.
To keep your e-signatures HIPAA compliant a software must have strict protection protocols for your clients protected health information (PHI) throughout the signature lifecycle. From the template, to the request, to the signage then to the storage. Qwil maintains HIPAA compliance in all your communications by:
- Having stringent access controls: You control which users can see what
- Rock solid audit trails: Nothing can be deleted from Qwil by end users. Everything maintains its record and audit trail
- Encryption end to end, both in transit and at rest: All your communications are encrypted both while travelling to destination and while stored
- Business Associate Agreements: Qwil are more than happy to sign a BAA with your HIPAA covered entity. This is requirement for compliance and Qwil provides this as standard for healthcare clients
- Regular audits and risk assessments: Qwil’s data reviewer capability allows for multiple levels of power in data viewership. You can scan, search and view documents, chats, signature requests across the entire organization on Qwil. All the logs are detailed and easily accessible if given the correct permission.
You do still need to patient consent to collect data digitally. However with Qwil’s foundation in instant messaging, this is as simple as a quick message back and forth to confirm consent.
Qwil takes all the guesswork out of compliance. Qwil does everything for you, so you can focus on what really matters. Taking care of your patients.
Key Features of HIPAA-Compliant Electronic Signatures with Qwil Messenger
- End to end encryption: Sophisticated encryption end to end at all stages. Both in transit and at rest.
- Identity verification: All patient users are invitation only, authenticated with 2 factor authentication.
- Integrated audit trails: All messages, documents, and signatures are recorded with timestamps, read receipts, and participants.
- Customizable document templates: Easy drag-and-drop template builder for quick document preparation.
- Seamless integration: Send signature requests directly from within a chat thread.
- Multi-device access: Available on web, mobile, and desktop apps.
Benefits of Using Qwil Messenger for E-Signatures in Healthcare
- Streamlining workflows: Onboarding, consent collection, and communication all in one place.
- Reduced administration: All communications, signatures, and files are stored automatically.
- Improved patient satisfaction: One app for all tasks saves patients time and travel.
- Mitigate risks of data breaches: Eliminates insecure channels like email or WhatsApp.
- Cost efficiency: Save up to 80% on software costs by consolidating platforms.
Training and Education for Healthcare Providers Using Qwil
At Qwil we have a substantial amount of training materials and support guides to help you get onboarded and set up. You can always contact our support team and they will be more than happy to help with anything you may need.
There are also regular training sessions, webinars and support calls to help healthcare teams transition to digital workflows simply and easily with Qwil. These will also cover the best practices for HIPAA compliant communication and document handling within Qwil.
You will also learn how to leverage the e-signatures, create document templates and track audit logs. Our expert team will also assist you with replicating your practice access model, so you are all set up and ready to go. All of the above is straightforward, and we are happy to support you to ensure that all you have to do on your end, is operate your medical business.
FAQ
Are electronic signatures legally valid under HIPAA?
Yes. As long as your e-signature tool (like Qwil Messenger) meets HIPAA privacy and security requirements, electronic signatures are legally valid for most healthcare documents.
What’s the difference between electronic and digital signatures for HIPAA?
Electronic signatures cover any digital agreement (typing, clicking, signing). Digital signatures add extra encryption and authentication layers. HIPAA doesn’t require digital signatures but does require security—Qwil delivers both.
Do patients need special software to sign with Qwil?
No. Patients just accept an email invite and sign documents securely via Qwil’s web or mobile app. No downloads, no hassle.
How long do signed documents need to be kept for HIPAA?
At least six years. Qwil automatically stores signed documents and logs securely for easy audit access.
How does Qwil help during HIPAA audits?
Qwil provides detailed audit trails showing who accessed, sent, signed, or modified each document—perfect for proving compliance fast.
Get your Qwil free trial here
