Sign Off on a Smoother End of Day Using the Signature Manager

Quickly verify that your clinical notes have been written and signed each day with the new Dentrix Signature Manager.

Each provider faces challenges in their clinical note creation. Some forget to sign them, while others forget to write them. For many offices, at the end of each day, an administrator on your team probably has the time-consuming chore of opening each patient’s chart to verify that clinical notes were properly documented.

Carefully documented and well-written notes provide important evidence of the treatment you provided to your patients. Your state board may even require the notes to be digitally signed, which locks them from further editing. The latest release of Dentrix introduces the Signature Manager, a tool that helps streamline the task of creating and confirming your clinical notes!

Watch the overview video of the Signature Manager.

Opening the Signature Manager

Open the Signature Manager using the toolbar icon in the Patient Chart or the Appointment Book.

You can also click File, point to Switch To, and then click Signature Manager.

Signature Manager will load the information for all patients scheduled in the past year. To make the information more relevant, click the column headers to sort the information. For example, click the Appointment Date column header and the list will reorder from oldest to newest. Click it a second time, and the information will sort again, running newest to oldest. We’ll discuss the sorting options in more detail later, but knowing this tip will help you get started more efficiently.

Patients will appear with one of three different statuses: Missing, Unsigned, or Signed.

Missing Notes

A Missing status means that no patient note was created on the appointment date. Click on a patient’s row to expand it and reveal the options. Click the Edit icon, and a new window opens allowing you to create the missing note. You’ll have access to the same tools that are in the Patient Chart, including Clinical Note Templates.

Unsigned Notes

An unsigned status indicates that a note was created for the patient, but a signature was not added to the note. Click on a patient’s row to expand it and reveal the options. You can scroll through and read the text of the note. If you need to make changes, click the Edit button. If the note is ready to sign, click the Sign Note button and add a signature from within the Signature Manager window.

Signed Notes

Signed notes are notes that have been created and signed. After expanding the row, view the note and the signature. If you see a problem with the note, click the Edit button to open the note editor. Because it is signed, the note text will be locked. But you can still click the New Addendum button within the editor to enter additional information onto this note.

Sorting Options

As we talked about earlier, you can click each column header to sort the information. You can also type phrases in the search bar to narrow down the results. Using both options together can help you find specific information in a more powerful way.

For example, if you are interested in viewing today’s missing notes, click the Appointment Date column header twice (as discussed earlier) and type “Missing” into the search bar. Or do the reverse: Type today’s date and click the Status column header to sort today’s appointments by Status.

If you want to view the notes for just one provider, type the provider’s four-digit ID into the search bar, and other providers’ notes will be removed from view. Then sort the columns again to make information most useful, such as by Status, Patient Name, and/or Date.


Of all the documents that your office maintains, your patients’ clinical notes are among the most valuable—and in some cases, legally required. Signature Manager will make it easier to verify that your clinical notes have been written and signed each day.

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