How to Sign Notes in Canvas

Signing notes in Canvas adds your formal provider signature to clinical documentation. This creates a clear audit trail and ensures you're meeting regulatory requirements—all while keeping your workflow smooth. We'll walk you through exactly how to sign notes, make amendments when needed, and track your signature history.

Before You Begin

What you'll need:

• An open note that's ready to finalize

• The right permissions to sign notes

• A note type that's configured to require signatures

Good to know:

• Signing automatically locks your note at the same time

• You'll see a Sign button if your note requires a signature (if you see Lock instead, your note type doesn't require a signature)

• You can't undo a signature, but you can amend the note

How to Sign a Note

1. Finish all your documentation in the note.

2. Review for accuracy and completeness.

3. Click the Sign button at the bottom of the note.

That's it! Your note is now locked and signed, and the system automatically generates a PDF snapshot.

When you look at the note footer after signing, you'll see:

• The Amend button

• When the note was locked

• When it was signed

• A View PDF link to access that version

How to Amend a Signed Note

Need to add something after you've already signed? Amendments are a normal part of documentation.

1. Open your signed note

2. Click the Amend button at the bottom

3. Make your changes

4. Click Sign again when you're finished

Each time you amend and re-sign, you get a new entry in the note footer showing:

• Who made the amendment

• The date and time

• Who signed after the amendment

• A fresh "View PDF" link for this version

This version tracking lets you see exactly what the note looked like at any point in time.

How to View Your Signature History

You can check signature history in two places:

In the note footer –

• Shows most recent activity first (newest to oldest)

• Uses your personal timezone

• Lists locked, signed, and amendment events

• Each signed event includes a "View PDF" link

In your PDF printouts –

• Shows oldest activity first (chronological order)

• Uses instance timezone for organizational consistency

• Only signatures and amendments will be captured, locked events will not.

• Has a SIGNATURES heading

Common Signing Scenarios

Scenario 1: Standard visit note

You document your patient encounter, click Sign when complete, and you're done. If you forgot something, click Amend, add it, and Sign again.

Scenario 2: Note started by support staff

Your MA opens the note and documents vitals and chief complaint. You come in, review their work, complete your documentation, and click Sign to finalize. Only your signature appears (if signature restriction is enabled for your practice).

Scenario 3: Multiple amendments over time

You sign your initial encounter note. Lab results come back—click Amend, add them, and Sign again. A specialist report arrives later—Amend and Sign a third time. All three signature events show up in order, each with its own PDF version.

Tips for Signing Notes

We recommend –

• Taking a quick moment to review before signing

• Making sure all required sections are complete

• Checking that your documentation supports any billing codes

• Using Amend whenever you need to add something—that's what it's there for

Try to avoid –

• Rushing to sign incomplete documentation

• Signing notes for other providers unless it is a part of your practice's workflow

• Forgetting to re-sign after amendments

Troubleshooting

I don't see a Sign button

Your note type might not require signatures. Look for a Lock button instead. If you think it should require a signature, check with your administrator about the note type configuration.

I can't sign this note

The note may have already been signed or you may not be the note creator if signature restrictions are enabled. The footer will indicate which user is authorized to sign the note, corresponding to the user assigned to it.

The Sign button is grayed out

Some required fields might be missing or you may be restricted from signing the note. Look above the note log for message on why you cannot sign the note.

I need to make changes but don't see an Amend button

Your note might not require signatures (look for Unlock instead). You may not be the user allocated to the note. If the signature restrictions are enabled, only the assigned user can amend the note

Frequently Asked Questions

Can I sign multiple notes at once?

No, each note gets signed individually. This ensures you're giving proper attention to each clinical document before finalizing it.

Do I need to sign my notes every day?

This depends on your practice workflow and documentation requirements. Many practices encourage daily signing to keep documentation current, but check with your practice manager about what works best for your organization.

What if I'm covering for another provider?

If signature restriction is enabled, you can't sign notes that other providers created. Check with your practice administrator about your specific coverage workflows.

Does the PDF change after I make amendments?

Each time you sign, you get a fresh PDF — the previous ones will remain. You can access all versions through the View PDF links next to each sign event.

How long does signature history stay in the system?

Signature history is part of your legal medical record, so all signing and amendment events stay permanently. This supports compliance and audit requirements.

Keywords: sign notes, amend signed note, signature history, note signing workflow, electronic signature, View PDF

Categories: Clinical Documentation & Commands, Charting & Documentation, Workflows & Operations