Configuring Note Signing Requirements
Last updated: December 30, 2025
Configuring note signing requirements gives you control over which note types need formal provider signatures. This helps you meet regulatory requirements while keeping workflows flexible for different types of documentation. We'll walk you through the setup process and help you make smart decisions about when to require signatures.
Before you begin
What you'll need:
Administrative access to Settings
Permission to modify note type configurations
A clear understanding of your practice's documentation and compliance requirements
Good to know upfront:
Configuration changes only affect future notes—existing notes stay as-is
Different note types can have different requirements
You can always adjust settings as your workflows evolve
How to configure a note type to require signatures
Here's the step-by-step:
Go to Settings > Events and Note Types
Find and select the note type you want to configure
Look for the Is sig required checkbox
Check the box to require signatures for this note type
Click Save and you're done!
Once you enable this:
Notes of this type will show a Sign button instead of Lock
Users have to sign the note after locking it
PDFs are generated when signed (not when locked)
The PDF includes a SIGNATURES section instead of LOCK HISTORY
Each signed event gets a View PDF link for version tracking
How to configure who can sign notes
Your practice can control signing permissions at a system level:
To restrict signing to note creators only:
Enable the RESTRICT_NOTE_SIGNING_TO_PROVIDER configuration setting
When this is on:
Only the provider who created the note can sign or lock it
Only that provider can amend or unlock their own notes
Common for practices that need strict provider accountability
To allow multiple staff members to sign:
Disable the RESTRICT_NOTE_SIGNING_TO_PROVIDER configuration setting
When this is off:
Multiple staff members can sign the same note
Any authorized user can amend signed notes
Great for collaborative or teaching environments
Which note types should require signatures?
Here's our guidance based on what works well for most practices:
Consider requiring signatures for:
Billable encounter notes
Procedure notes
Consultation reports
Discharge summaries
Any notes with regulatory signing requirements
Documentation that goes in official medical records
Consider NOT requiring signatures for:
Internal messages between staff
Letters sent to patients
Administrative notes or internal communications
Phone encounter logs (unless they're billable)
Quick documentation that doesn't need formal signing
The best approach? Work with your compliance team to figure out what makes sense for your specific practice and regulatory environment.
How signing configuration affects your notes
Let's see what changes when you configure a note type:
For note types with signature required:
Sign button appears instead of Lock
One click both locks and signs the note
Amend button appears for making changes
PDF generated at signing includes SIGNATURES section
Note footer shows locked, signed, and amendment events
Each signed event includes a View PDF link
For note types without signature required:
Lock button appears
One click locks the note
Unlock button appears for making changes
PDF generated at locking includes LOCK HISTORY section
Note footer shows locked and unlocked events
Each locked event includes a View PDF link
Understanding signature vs. lock history in PDFs
Your PDF templates change based on whether signatures are required. Here's what you'll see:
Signed notes display:
SIGNATURES heading
"Electronically signed by [provider name] on [date] at [time]"
"Amendment initiated by [provider name] on [date] at [time]"
Events listed oldest to newest (ascending order)
Does NOT show locked events
Locked notes display:
LOCK HISTORY heading
"[Provider name] locked this note on [date] at [time]"
"[Provider name] unlocked this note on [date] at [time]"
Events listed oldest to newest (ascending order)
Testing your configuration
After you enable signature requirements, it's smart to run through a quick test:
Create a new note of the configured type
Check that the Sign button appears instead of Lock
Complete and sign the note
Look at the note footer to confirm you see both locked and signed timestamps
Click the View PDF link to verify the SIGNATURES heading appears
Test the Amend function to make sure it works as expected
For non-signature notes, do a similar check:
Create a note of an unconfigured type
Verify the Lock button appears
Complete and lock the note
Check that only the locked timestamp shows up
Click View PDF to verify LOCK HISTORY heading appears
Taking a few minutes to test saves headaches later!
Common configuration scenarios
Let's look at some typical setups:
Scenario 1: All billable notes need signatures
Check Is sig required for all your billable note types
Consider enabling RESTRICT_NOTE_SIGNING_TO_PROVIDER if only rendering providers should sign
Run test encounters to verify the workflow makes sense
Scenario 2: Mixed workflow (some signed, some locked)
Require signatures only for provider encounters
Leave internal messages and administrative notes without signature requirements
Make sure your team knows which note types use which button
Scenario 3: Multi-provider practice with collaborative care
Disable RESTRICT_NOTE_SIGNING_TO_PROVIDER
Let multiple providers sign the same note as needed
Perfect for teaching environments or care teams where multiple providers contribute
Troubleshooting configuration issues
Running into snags? Here's how to sort them out:
Staff aren't seeing the Sign button
Double-check that Is sig required is enabled for that note type
Make sure they're creating a new note (existing notes keep their old configuration)
Verify the note type version has the correct setting
Wrong button is appearing (Sign when they expect Lock, or vice versa)
Review the note type configuration in Settings
Make sure Is sig required matches what you actually want
Remember: existing notes won't change—only newly created notes show the new configuration
Staff can't sign notes they should be able to
Check if RESTRICT_NOTE_SIGNING_TO_PROVIDER is enabled
Verify the user is the note creator (if restriction is on)
Confirm the user has appropriate signing permissions in general
PDF showing wrong template (SIGNATURES vs LOCK HISTORY)
This is actually expected for notes created before you changed the configuration
New notes will use the correct template
Historical notes keep their original template—this is good for compliance!
Best practices for configuration
We recommend:
Writing down which note types require signatures (documentation helps everyone!)
Training your team on the difference between Sign/Lock and Amend/Unlock
Testing configuration changes in a non-production environment if possible
Reviewing your configuration periodically as workflows change
Try to avoid:
Changing signature requirements on active note types without giving people a heads-up
Requiring signatures for note types that really don't need formal signing
Assuming everyone understands what the configuration means (communicate clearly!)
Forgetting to update your training materials when you change things
Frequently Asked Questions
Can I require signatures for some locations but not others?
Unfortunately no—the signature requirement is set at the note type level and applies across your whole practice. If you need different requirements for different locations, you'd need to create separate note types for different workflows. Chat with your Canvas implementation team if you're trying to solve this!
What happens to my existing notes when I turn on signature requirements?
Great question! Existing notes don't change at all. They keep their original locked state and PDF template exactly as-is. Only newly created notes of that type will require signatures. This protects your historical documentation from any weird retroactive changes.
Can I change the requirement after notes are already created?
Yep, you can change the configuration whenever you need to. Just keep in mind that notes already in the system will stick with whatever configuration existed when they were created. Only brand-new notes will reflect your updated setting. This prevents confusion with documentation that's already in progress.
How do I find out which restriction setting is enabled?
Your Canvas Medical support team or implementation specialist can tell you. The RESTRICT_NOTE_SIGNING_TO_PROVIDER setting is a system-level configuration that isn't visible in the regular admin interface. Just reach out and they'll let you know what you've got!
Can I customize what shows up in the signature section of my PDFs?
The signature section format is standardized to ensure regulatory compliance and keep documentation consistent. You can't customize the signature block content itself, but the information displayed is comprehensive for audit purposes. The standardization is actually helpful—everyone's PDFs look the same, which makes reviews easier!
Do message and letter note types need signatures?
Generally, message and letter categories don't require signatures, even in environments where RESTRICT_NOTE_SIGNING_TO_PROVIDER is turned on. These are typically administrative communications rather than clinical documentation. But you can always configure them to require signatures if your specific workflow needs that!
How does this help with compliance and regulatory requirements?
The signature feature creates a much stronger audit trail by separating the signature event from the locking action. You get explicit documentation of who reviewed and approved each note, along with a complete amendment history. This alignment with regulatory expectations makes audits smoother and gives you better accountability. Work with your compliance team to figure out which specific note types need signatures based on your regulatory requirements!