In a modern veterinary practice, efficient workflows make all the difference and electronic signatures offer a simpler, faster and more cost-effective alternative. One of the most time-consuming tasks? Managing treatment contracts and consent forms, which usually have to be printed, signed by hand and scanned back in. This is a manual process that costs time, paper and patience. Digital patient registration and electronic signatures offer a forward-thinking solution that brings real improvements to your day-to-day workflow.

The paper chase: a daily hassle

At reception, pet owners collect documents, sign them on the spot and hand them back to the staff. This helps the team confirm the owner’s identity, so there’s no question later about whether the forms were seen or signed. But it also means extra steps: printing, scanning and filing signed paperwork — slowing down the patient registration process. On busy days, it’s hard to stay calm behind the desk. And pet owners would rather be focusing on their animal — not filling out forms in a crowded waiting room.

Less paper, more time for pets: the perks of digital signatures

Electronic signatures eliminate the print–sign–scan cycle entirely. Patient registration become faster, smoother and more relaxed — for the team and pet owners alike. With signature tablets, documents can be signed digitally in the practice and the owner’s identity can be identified. But they don’t necessarily speed up the patient registration process, since the document still has to be read on site before it can be signed. With electronic signatures and digital patient registration — as offered by petsXL — the entire process moves off-site. Pet owners can read the forms at home, sign them digitally and send them back before ever arriving at the clinic. By the time they walk in the door, they’re already registered. No paperwork pileups. No delays. No need to chase signatures when it’s already time for treatment. But one question remains: how can you be sure the pet owner really signed the document themselves?

A closer look at signature types

Under the European eIDAS Regulation, electronic signatures fall into three categories:

• A simple electronic signature (SES) is often just a scanned signature or an ‘Accept’ button to be clicked.
• An advanced electronic signature (AES) offers more security, since the signer must first authenticate themselves using their smartphone or another device. Authentication — for example, by entering a username and password — proves that the signature is tied to that individual. Identification, on the other hand, requires the user to be personally identified by another person through presentation of an ID card. Authentication ensures that the electronic signature is clearly linked to the signer, so their identity can be verified. The signature is uniquely linked to the signer and to the document, making unauthorized changes or manipulations detectable.
• A qualified electronic signature (QES) offers the highest level of security and carries the same legal weight as a handwritten signature. To use one, the pet owner must verify their identity each time through a trusted provider, typically by presenting an official ID.

Security vs. simplicity — finding the right fit

For documents that store personal data, like treatment contracts or consent forms, a simple electronic signature is usually enough. However, unlike an AES or QES, a simple signature does not provide proof of the signer’s identity.

A qualified electronic signature offers the highest security standard, but comes with more effort for the pet owner and added costs for the practice. Legally, a QES is only required for documents that must be in writing by law — such as receipts, loan agreements, leases or warranties. Veterinary treatment contracts and consent forms don’t fall into that category. In fact, both are legally valid even when agreed to verbally.

If you’d prefer to spare your clients the full identity verification process but still want to play it safe, an advanced electronic signature is the way to go. While it does require authentication — unlike an SES — the process is faster and less expensive than the formal ID check needed for a QES.

Conclusion and next steps: making the digital leap

Bringing electronic signatures into your practice isn’t just a tech upgrade — it’s a workflow revolution. You save time. You save money. You gain security and improve the client experience from start to finish. It’s a smart tool that veterinary practices should consider for streamlining workflows. To learn more about how petsXL supports e-signatures and digital patient registration, sign up for a no-obligation online demo.