Creation and digital signing of documents for medical events | ARXivar

A global leader in the organization of congresses, events, and communications needed to centralize the creation and collection of signed documents from doctors participating in their training events. The goal was to improve traceability of the workflow for document creation, collection, and sharing with physicians and administrative departments.

The main objective was to adopt a paperless approach, reducing paper usage and improving overall efficiency in document management, simplifying the process of data collection, document sharing, and digital signing.

Within the system, an event is created along with all assignments for participating doctors, selected from hundreds of medical profiles already registered in the system or created on the spot.

The organizer sends, individually or in bulk, a communication to the assigned doctor to verify their data and proceed with the digital signing of event-related documents.

The doctor receives a personalized email containing a link to access a dedicated portal with a simple web interface. From there, the user can complete and correct their personal data, upload their CV, and any other required documents based on the information provided.

Once the data entry is completed, the system selects the necessary forms based on the doctor’s data, automatically generating customized templates that are sent within minutes for digital signature.

The signed documents are then routed and archived. The organizer receives a notification that the process has been completed and can verify that everything is in order. If everything is correct, the assignment can be closed as verified. In case of issues, the organizer can interact with the doctor to request modifications.

After the event, the system automatically sends all completed assignments, along with their documents, to the Administration department for final processing. Once administration confirms that all documents are compliant, they are automatically sent to legally compliant digital preservation.

L’utilizzo di un’interfaccia web per inserire i dati e la possibilità di firmare con pochi click ha velocizzato il lavoro dei medici e ridotto i tempi di consegna dei documenti da settimane ad ore, evitando stampe, scansioni e compilazioni manuali.

Funzionalità come:

• promemoria, manuali o automatici, per ogni fase del processo;
• registrazione dello stato di avanzamento per ogni incarico;
• modelli di documentazione sempre aggiornati, selezionati e compilati automaticamente in base ai dati;
• dati e documenti facilmente consultabili ed esportabili;

hanno permesso una riduzione degli errori e un aumento della precisione dei dati.

Tutto ciò ha migliorato la capacità di monitorare lo stato delle pratiche in tempo reale e ridotto i tempi per il recupero di informazioni e documenti, utilizzati nelle interazioni con organizzazioni esterne di accreditamento.