Booking a procedure now triggers the exact consent bundle for that surgery, sent for e-signature with automatic reminders until every document is signed. If anything is still missing 48 hours before surgery, staff get a hard alert — so no patient reaches the OR unsigned.
Typical results
7 days
Average signing lead time
-90%
Staff chasing time
0
Delayed OR slots
Figures reflect typical results for this kind of automation.
The challenge
Consent forms were printed, signed in the waiting room minutes before surgery, and occasionally discovered missing after the patient was already gowned. Different procedures needed different bundles, staff burned hours chasing signatures by phone, and every missing form meant a delayed OR slot, a stressed patient, and real medico-legal exposure.
Before and after
Consents missing on surgery morning
−100%Staff hours chasing signatures
−90%Days signed ahead of surgery
The automation
We mapped every procedure type to its required consent bundle — surgical consent, anesthesia, photography, financial agreement — and wired the booking system to trigger the right set automatically. Patients sign digitally from their phone; unsigned documents get escalating reminders that switch from email to WhatsApp. A checkpoint runs 48 hours before each surgery: anything missing fires a hard alert to staff with the patient's number ready to dial, and signed forms file straight into the chart.
How it works
- 01
Procedure booked
Booking triggers the exact consent bundle for that procedure, surgeon, and anesthesia type.
- 02
Sent for e-signature
The patient receives the documents by email and WhatsApp with a secure signing link for their phone.
- 03
Reminders escalate
Unsigned documents get polite nudges that switch channels if the patient doesn't open them.
- 04
48-hour checkpoint
Anything still missing 48 hours before surgery fires a hard alert to staff with the patient's number ready to dial.
- 05
Chart completed
Signed documents file straight into the patient record and the surgery-day checklist shows green.
Starts from
- Procedure booked
- Consent templates
Delivers
- E-signature requests
- Escalating reminders
- 48-hour clearance check
The impact
Every procedure has its full consent bundle signed before surgery day — most a week in advance instead of in the waiting room. Morning-of scrambles and delayed OR slots disappear, staff chasing time falls from ten hours a week to one, and liability audits find a complete, timestamped record.
Questions about this automation
How does the system know which consent forms a patient needs?
Every procedure type is mapped once to its required bundle, such as surgical consent, anesthesia, photography and the financial agreement, with variations by surgeon and anesthesia type. When a procedure is booked, the booking details select the matching bundle automatically, so staff never assemble documents by hand or guess which forms apply.
What happens if a patient does not sign?
Unsigned documents trigger polite reminders on a set schedule, and the channel switches from email to WhatsApp when the patient has not opened the first messages. At 48 hours before surgery, anything still missing raises a hard alert to staff with the patient's phone number ready, leaving time to resolve it by phone.
Where do the signed documents end up?
Each signed form files straight into the patient record with a timestamp from the e-signature service, and the surgery-day checklist marks that patient as cleared. Staff can see at a glance which bundles are complete, which are pending and which are overdue. Simple automations like this are usually live within days.