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Electronic Signatures for Healthcare An introduction to the key concepts and considerations for digitizing everyday business processes in healthcare WHEN E-SIGNATURES MATTER TO YOUR BUSINESS
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Jun 24, 2020

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Page 1: Electronic Signatures for Healthcare - Amazon S3 · Electronic Signatures for Healthcare ... disputes indicate that e-signatures can actually provide a ... a Belgium hospital complex,

Electronic Signatures for Healthcare An introduction to the key concepts and considerations for digitizing everyday business processes in healthcare

WHEN E-SIGNATURES MATTER TO YOUR BUSINESS™

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Table of Contents 3 Overview

10 E-SignatureEducation101

18 E-SignaturesinAction:CaseStudies

23 BestPractices

30 HowtoGetStarted

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www.silanis.com 3

OverviewE-Signatures Enable

100% Digital Business Processes

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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Healthcare Organizations are Using E-Signatures To Go Digital

The trend to digitize and transform healthcare is accelerating. Healthcare professionals, administrators and providers agree: it is time to remove paper from everyday processes like contracting and procurement, HR, Medicare billing, patient onboarding and more. As a result, the traditional way of signing documents is changing - from paper to paperless. This requires electronic signatures.

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

www.silanis.com 5Share this eBook

The Value

• Expedite signing processes

· Gather signatures in minutes, with just a few clicks

• Increase staff productivity and operational efficiency

· Spend less time managing paper - easily index, archive and retrieve documents

· Remove the administrative burden from nurses, freeing them to focus on care

· Support your distributed workforce by enabling them to sign from anywhere

• Strengthen compliance and security

· Secure, compliant and auditable records

· Leverage a HIPAA-compliant cloud environment that meets regulatory, industry and IT standards for security and data protection

• Provide a better experience for customers and business partners

· Offer signers the ability to e-sign anywhere, any time, on any device

· Integrate with the systems (CMS, CRM, ECM, etc.) your staff already use

Page 6: Electronic Signatures for Healthcare - Amazon S3 · Electronic Signatures for Healthcare ... disputes indicate that e-signatures can actually provide a ... a Belgium hospital complex,

E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

www.silanis.com 6Share this eBook

What Analysts are Saying

“The adoption of IT in healthcare systems has, in general, followed the same pattern as other industries. [...] Many institutions in the private and public sector have already moved to full digitization of their entire enterprise, including digital products, channels, and processes. We believe the time has come for healthcare systems, payers, and providers to go ‘all in’ on their digital strategies.”

- McKinsey&Company,2014

“A popular [e-signature] use case in the pharmaceutical industry is an audit trail for quality management during various process manufacturing steps.[…] Signing off on drug shipments and deliveries throughout the supply chain is a requirement. […] Doctors, hospitals, and manufacturers will increasingly require a trail of electronic evidence for handling controlled substances.”

- ForresterResearchInc.,“E-Signatures — A Few Simple Best Practices Drive Adoption”, December 2, 2014

Page 7: Electronic Signatures for Healthcare - Amazon S3 · Electronic Signatures for Healthcare ... disputes indicate that e-signatures can actually provide a ... a Belgium hospital complex,

E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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“I am obtaining electronic approvals from Medical Staff members. The ease of use as compared with having to come to our office to sign or receive a fax, complete a form and send back, have proven to be beneficial in terms of shorter turnaround time.” - MedicalStaffServicesManager, Washington Regional Medical Center

“We have greatly improved turnaround time, and have much better reporting and control.” - SeniorSystemsAnalysteBusiness, McKesson Canada

“By the end of the first day of Go-Live, 83% of our user base was able to easily navigate to the application and start signing purchase orders.” - ITSupplyChainManager,National retail drugstore chain

“It’s easy to use and we were up and running within a day or two. Now I couldn’t go back to paper, when I can do everything quickly and securely from my smartphone.” - NicolasDepasse, Assistant director of IT, Le Grand Hopital de Charleroi, Belgium

“One of Lifesprk’s core tenets is to meet our clients where they are 24/7. Electronic signatures and records not only give us the security and compliance we want but instant access to the data we need to serve our clients on their terms.” - JohnFraser,CTO, Lifesprk

What Healthcare Users are Saying

DRUG STORE

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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Where Organizations are Adopting E-Signatures

“Identify where customers

and employees interact

with a physical document,

and how that physical

experience can be replaced

with a digital one.” 1

1 Forrester Research, E-Signatures — A Few Simple Best Practices Drive Adoption, December 2014

Lab Reports

ProcurementHealthcare Sta�ng Schedules

Patient Consent Forms and Releases House Call Reports

Contract Amendments

B2B Supply Chain Management

Patient OnboardingAdmission & Discharge Papers

Invoices

Medical Records ManagementInsurance Claims Processing

Controlled Substance Ordering

Clinical Reporting

Mobile Provider Reports

HR Patient Records Digital Pathology

Chain of Custody Documentation

Contracting

HIPAA Consent Forms

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

www.silanis.com 9Share this eBook

E-Sign From Anywhere, On Any Device

1 http://www.ncbi.nlm.nih.gov/pmc/articles/PMC4029126/

2 http://www.kittermanmarketing.com/health/2013/08/mobile-apps-reaching-healthcare-audiences-on-the-devices-they-use-most/

3 Ibid

9

87% of doctors use a smartphone or tablet device in their workplace.1

91% of healthcare professionals say tablets help them by providing access to information from anywhere.2

Mobile devices provide the average healthcare user 1.2 hours of productivity gains per day.3

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www.silanis.com 10

E-Signature 101Top 5 Questions Organizations Ask

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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What is An Electronic Signature?

An e-signature is first and foremost a legal concept. It is about having a lasting record of someone’s intent.

The US Federal ESIGN law defines an electronic signature as “an electronic sound, symbol, or process attached to, or associated with, a contract or other record and adopted by a person with the intent to sign a record”.

The term “e-signature” is often confused with “digital signature”. Digital signature refers to the security technology used in a number of e-business and e-commerce applications, including e-signatures.

In short, you want an ELECTRONIC signature application that is built on DIGITAL signature security.

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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How Does It Work?

Flexible e-signature workflow options ensure an optimal signer experience online or in a mobile browser.

ENTER

ACCESS AUTHENTICATE PRESENTDATA

CAPTUREDOCUMENTINSERTION SIGN DELIVER

· Email invitation

· Link in a customer portal

· Existing credentials

· Challenge-response questions

· 3rd party ID services

· SMS passcode

Documents are presented for review on-screen.

Capture data at the time of signing and make that data available to downstream systems.

Additional documents or images (e.g. a photo of a driver’s license) can be uploaded as part of the process.

· Click to sign

· Click to initial

· Hand-scripted signature capture

E-Signed records can be distributed electronically or on paper.

Page 13: Electronic Signatures for Healthcare - Amazon S3 · Electronic Signatures for Healthcare ... disputes indicate that e-signatures can actually provide a ... a Belgium hospital complex,

E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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The e-signature will appear in a standard font.

What Does It Look Like?

E-SIGNED by J.Smith on 2014-10-02 16:56:16 GMT

How the signature appears when using the click-to-sign method

You can use a mobile device to tap-to-sign or capture a cursive signature

Your organization may choose to display information such as a date/time stamp behind the signature.

Page 14: Electronic Signatures for Healthcare - Amazon S3 · Electronic Signatures for Healthcare ... disputes indicate that e-signatures can actually provide a ... a Belgium hospital complex,

E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

www.silanis.com 14Share this eBook

Is it Legal?

Is it HIPAA Compliant?

Yes.

Today, more than a decade after the passing of the federal ESIGN and state UETA laws, there is no longer any question about whether electronic signatures are legal. Recent legal disputes indicate that e-signatures can actually provide a stronger legal defense than is possible with paper.

The Health Insurance Portability and Accountability Act (HIPAA) protects individually identifiable health information held by covered entities (CEs) and their business associates (BAs). e-SignLive complies with all HIPAA requirements as they apply to business associates.

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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Is It Secure?

Yes.

There are a number of security safeguards and checkpoints that help ensure that your electronic records are reliable. These security features include digital signatures, cloud security and process evidence. To learn more, read this white paper on e-signature security.

ReadtheWhitepaper:Security for E-Signatures & E-Transactions

Read theWhitepaper

e-SignLive™isnowSOC 2 certifiedSOC2isamongthehigheststandardsforcloudsecurityanddataprotection

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Before-and-after WorkflowPaper vs. Digital

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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B2B E-Contracting - New Supplier Agreement

Get signed copies to management for signature (manager #2).

Manager #2 signs both copies.

Pick up signed copies from manager #2.

Scan the final contract and archive the electronic record.

Shred one of the paper originals.

Send the duplicate paper original to the supplier by mail or courier.

Email 48-page contract to supplier.

Supplier prints contract (2 copies).

Supplier signs 2 copies.

Supplier returns signed documents by mail or courier.

Get signed copies to management for signature (manager #1).

Manager #1 signs both copies.

Pick up signed copies from manager #1

Thepaperprocess Can take Weeks

CLICK HERE

Upload 48-page contract so supplier and management can e-sign.

Each signer receives an email inviting them to sign online. Each signer clicks the link in the email and is presented with the e-contract.

Each signer authenticates themselves by entering their unique password.

Signer clicks to sign. Once all parties have signed, sender receives notification email.

Documents can be automatically or manually archived in any system.

Weeks to MinutesThedigitalprocess

1

1 2 3 4 5 6

8

2

9 10 11 12 13

3 4 5 6 7“The primary problem we are solving with e-signature is speeding up the contract approval process. This has been a great benefit since this process is usually long and difficult. Our healthcare customers are excited by this new approval process which takes place completely electronically.”-Integrator for healthcare organization

Review on G2 Crowd

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www.silanis.com 18

E-Signatures in ActionHow Others Are Using It

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E-Signatures for Healthcare

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Mobile E-Contracting for ManagementPrior to smartphones and e-signature technology, managers at the Grand Hopital de Charleroi, a Belgium hospital complex, were difficult to reach, since they were often in meetings or located at various sites and buildings throughout the hospital complex. With paper, it would often take a week to obtain signatures via internal mail. Among other things, this slowed the contracting process and delayed delivery of urgent IT supplies.

Enable mobile professionals to e-sign documents directly on their smartphones.

· Up and running within a day or two

· Goods are ordered and delivered faster

· Invoices are sent for processing on time

· The hospital saves the hassle of administrative paper chasing

· Reduced paper consumption

· Hand-scripted e-signatures are culturally familiar and accepted by external parties

If you’ve ever had to sign a contract with an organization that is not using e-signatures, you’re familiar with the additional work – open an email, print a document, sign it, scan it into digital format, convert it to PDF, email it to the vendor and archive it. Keeping the process digital saves these tasks. Learn more from this e-contracting white paper.

Readthewhitepaper

19

Problem

SolUTIoN

beNeFITS

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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Group Purchasing Contracts for HospitalsThis company helps hospitals lower their supply spend through group purchasing contracts. They have one of the strongest contract portfolios for group purchasing in the industry, with 1,900 contracts for use in all areas of the hospital.

· Complex, paper-intensive sourcing and contracting

· It would take several weeks to process in-house and external signatures

· Amendments to contracts also require signatures

· First began using e-signatures as a standalone, immediately-available Software-as-a-Service

· Later integrated e-signatures with their cloud contract management system

· What used to take weeks is done in one day

· Better experience for employees

· Ability to e-sign on mobile devices

· SMS authentication provides additional layer of security

· Detailed audit trail for compliance purposes

· Reduced paper consumption and archiving real estate

Problem

SolUTIoN

beNeFITS

20

ReadthewhitepaperIn this white paper, we share the top benefits of using e-signatures in Microsoft SharePoint® and focus on key value areas for organizations of any size that want to remove paper from business processes.

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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Pharmaceutical Purchasing and DistributionThis organization is the purchasing and distribution arm for a network of pharmacies. It operates under tight regulations, where pharmaceutical products are tracked through every stage of the supply chain.

· On paper, capturing signatures for chain-of-custody purposes involved the original document being sent to the customer, having a copy made as backup, and matching the copy and original once returned

· Manually tracking and filing narcotics orders was labor-intensive

· When pharmacies did not return the original paperwork, employees were required to follow up

· The organization relied on snail mail

· e-SignLive Integrated Edition

· Pharmacy customers complete their part of the process in a single click

· Up to 60% reduction in staff hours required for filing signed forms

· Greater visibility: easy to see which orders have been signed and completed

Problem

SolUTIoN

beNeFITS

21

“We recently implemented e-signatures and expect to see up to 60% reduction in staff hours required for matching and filing returned narcotic signature forms.”

- Director, Information Systems, Pharmaceutical Purchasing Organization

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

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Medical Records & Other Paperwork

Army Medicine is a seamless chain of care covering fixed hospitals in Europe and the United States, as well as field hospitals, evacuation units, and Army medics and surgical teams. The U.S. Army Medical Command has been using e-signatures for 15 years to automate processes between hospitals and medical commands. In fact, 40,000 medical command crew routinely e-sign a range of government documents from 110 locations worldwide.

· Integrated e-signatures into the Army Medical Electronic Forms Support System

· Decreased approval time in critical operations

· Maintain electronic records - no need to transport paper from field locations for archiving

· “If there’s a form that a patient needs to sign, you want that person to e-sign so you can keep that form in an electronic state. You never want to resort to printing paper.”

- David White, Project Director, Army Medical Dept. E-Support Systems

SolUTIoN

beNeFITS

Effective and rapid decision-making is of paramount importance to the U.S. Army. Thousands of decisions are made daily — from supply orders to medical, logistics and personnel matters. Most of these require signatures. To learn more, read the case study.

Readthecasestudy

22

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Best PracticesSecurity, Flexibility in Deployment, Mobility

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© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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Process evidence

The goal of process evidence is to prove what took place during the signing process. This is accomplished by capturing a record of all web pages, documents, disclosures, or pop-up windows that were displayed; emails or SMS messages sent; any image capture; IP address; as well as the time/date of each event.

Best Practices: E-Signature Security

e-SignLive offers multiple ways to verify the signer’s identity:

· Traditional login /password

· Secret question and answer · Third-party identification services

· SMS passcode sent to the signer’s phone

· And more

Document security Digital signatures placed at every signature in the document produce a tamper-evident seal. If there is an attempt to make unauthorized changes after the fact, the e-signed document will be marked invalid. The signature audit trail and digital signature security is embedded in the e-signed record, making it possible to verify signed records in one click without coming back to the e-signature service on which it was signed.

User authentication

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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Best Practices: Deployment Options

e-SignLive offers a single e-signature platform for on-premises and SaaS deployment. Support for multiple deployments makes it easy to implement e-signatures in a consistent way across many lines of business.

Securesoftware-as-a-service

· On-premises - for organizations that need complete control over servers and data location.

· Software-as-a-service - for departments that want to start e-signing right away.

Page 27: Electronic Signatures for Healthcare - Amazon S3 · Electronic Signatures for Healthcare ... disputes indicate that e-signatures can actually provide a ... a Belgium hospital complex,

E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

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Best Practices: A Seamless User Experience

· Using e-SignLive is easy. Yellow signature cues guide signers through the document.

· Customers, suppliers and business partners don’t need an account to sign.

· The interface is customizable, so you can create a seamless signing experience that promotes your brand. After all, if your business partner or customer doesn’t recognize the interface as belonging to your organization, they may lose trust.

Please sign here

“The white-labeling is awesome. As a new business owner, it’s important for my customers to recognize my brand. I love that e-SignLive allows me to do that.” - Pharmaceutical customer

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

Electronic Signatures for Healthcare

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e-SignLive provides the strongest protection for legal and compliance purposes, bar none.

· Dual protection with both document and process-level evidence.

· Secures the signatures to prevent tampering.

· Enables you to prove the exact process that was used to capture signatures.

· Reduces the time and cost of demonstrating compliance.

· Deters contract disputes from going to court.

WhyESIGNisNotEnough

Read theWhitepaper

Best Practices: Audit Trail for Compliance Purposes

“Silanis allows you to re-create the signing ceremony in case there is a dispute. This feature provided us with a great level of comfort in ensuring the e-signed contract is enforceable.” - Customer review

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

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Best Practices: Mobile Support

Staff and customers are increasingly mobile and want to be able to access information and take action anywhere, anytime, on any device. That means choosing an e-signature solution that is mobile-ready.

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Flexible Options for Getting Started

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E-Signatures for Healthcare

© 2015 Silanis Technology. All trademarks are the property of their respective owners.

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Free Trial Our Professional and Integrated Plans both offer the first 30 days free. You can then continue for a low monthly subscription fee.

To speak with an e-SignLive representative about getting started, call 1-888-SILANIS (745-2647)

Quick Sign demo

» TRY IT NOW

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The Highest Levels of Customer Satisfaction#1 in Customer Satisfaction e-SignLive by Silanis earned the highest customer satisfaction rating and NPS score in four consecutive reports from software review site G2 Crowd - earning the status of Leader among electronic signature technologies. READ MORE

“The sales team is genuinely interested in solving problems and is unmatched to any other vendor I’ve been in contact with.” - Pharmaceutical customer, review on G2 Crowd

“Quick development and deployment. We integrated directly into our project management using e-SignLive API. This process was much easier than anticipated.” - Integrator for healthcare organization, review on G2 Crowd

“This is the first time I’ve used e-signature software and I was surprised how easy it was to get up and running. Everything was fairly intuitive. I also appreciated the ability to e-sign on my smartphone.” - Clinical psychologist, review on G2 Crowd

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Silanis Technology Inc. 1.888.SILANIS (745.2647) | www.silanis.com

WHEN E-SIGNATURES MATTER TO YOUR BUSINESS™

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Businesses of all sizes choose e-SignLive™ by Silanis when electronic signatures matter. With nearly one billion documents processed every year, e-SignLive is the most widely used e-signature solution around the world. Thousands of organizations, big and small, including the leading banks, insurers, healthcare and pharmaceutical organizations, and government agencies trust e-SignLive as their platform to make business digital. On premise or in the cloud, e-SignLive delivers the best customer experience while improving legal and regulatory compliance.

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