Capturing Signatures for Sampling

  • Online
  • iPad
  • iPhone
  • Windows

Users can capture electronic signatures for sample disbursements, sample send/BRC, and controlled substances on the call report (for more on call sampling and paper-based sampling, see the Capturing Electronic Signatures for Sampling). Capturing signatures for sampling on the call report helps to ensure that relevant regulatory requirements are met, and to maintain centralized, comprehensive records of call activities.

For example, Sarah Jones details Cholecap to Dr. Ackerman and then disburses a 10 mg sample of Cholecap to him. On the call report, she records the product detailing and disbursement, then presents the electronic signature capture page to Dr. Ackerman. Dr. Ackerman reviews the HCP information, the sample disbursed to him, and the sampling disclaimer, and then he signs for the sample. Sarah saves the call report with the relevant call details and Dr. Ackerman’s signature.

Capturing Signatures on Mobile Devices

The process for signature capture differs slightly for iPad and iPhone users. However, the following functionality is the same across the supported mobile platforms:

  • On the signature screen, the following PDMA require fields display as read-only:
  • HCP Name
  • HCP Title [Salutation field]
  • Credentials
  • License #
  • Call Date
  • Call Address
  • List of all Sample Lots disbursed including:
    • Quantity
    • Sample Name
    • Lot #
    • Manufacturer/Distributor
    • Distributed By
    • Disclaimer
  • By default, the Sign button displays only if a sample is selected. For group calls with unique activities enabled, the user must also select a sample recipient.
  • If the ENABLE_SAMPLE_DISTRIBUTED_BY_SIG Veeva Setting is enabled, and the Company name is populated, the Distributed By field automatically populates and displays
  • When a signature is captured, the signature datetime automatically overwrites the original call datetime. This helps users keep their schedules accurate without having to manually update the call datetime after capturing a signature. See Maintaining Separate Call and Signature Datetimes for information on disabling this default behavior.
  • When the call report is submitted, the signature becomes an official record and can no longer be viewed or edited by the user

Signature Length Requirements

The storage limit for Signature_vod field in Calls, Medical Inquiries, and Medical Events is 32k. Some signatures exceed the length, and subsequent storage limit is causing the signature to be cut off.

If a signature is too long, you will receive an error message when trying to save indicating the signature is not valid. The error message will not indicate why, so the end user will have to determine if the signature is too long and needs to be shortened, or if it is too short and needs to be longer.

The captured signature must have at least three data points and at least 100 pixels in length. A single straight line represents two data points.

Capturing Signatures Electronically on the iPad

For iPad users, the signature page displays the samples dropped along with the quantity, unit of measure, lot number, and manufacturer/distributor in a bar on the left side of the screen. The recipient information displays in the center of the page. The date, time, and Request Receipt check box display above the signature area, and the disclaimer displays below it.

The font size for product names on the signature page displays dynamically based on the length of the product name and related information. The font size does not decrease below 12 pt font.

iPad users capture a signature on the call report by doing the following:

  1. Select Sign from the More Actions menu.
  2. Select the language for the disclaimer (if Disclaimer languages are configured).
  3. Select the padlock icon to hide the Accept and Cancel buttons (optional). Hiding the Accept and Cancel buttons safeguards against the signee dismissing the signature page and accessing confidential information. Selecting in the area of the padlock again restores them.

The HCP must do the following on the signature screen:

  1. Review the sample, detail, and disclaimer information on the signature screen.
  2. Review the request receipt information on the signature screen.
  3. Sign in the Signature box.

Once the HCP hands the device back to the user, the user must do the following:

  1. Review the signature.
  2. Select Accept.

On iPad, the signature can be cleared and re-signed until the call is submitted. When the call is submitted, the signature becomes an official record and can no longer be viewed or edited by the user.

Capturing Signatures Electronically on the iPhone

iPhone users capture a signature for sample disbursements by doing the following:

  1. Select Sign from the More Actions menu.
  2. Select the language for the disclaimer (if Disclaimer languages are configured).
  3. Select the Request Receipt email address (if Approved Email Receipts for Signature Transactions is configured and an email receipt is desired).
  4. Select Start to begin the signature capture process.

The HCP must do the following after the signature screen launches:

  1. Review the signature details, then select Next if the account and sample information is accurate.
  2. If the HCP selects Back, the screen locks and displays an error message.

  3. Review the disclaimer and request receipt information, then select Next to launch the signature screen.
  4. Sign in the Signature box.
  5. Select Accept. The hand over screen displays.

Once the HCP hands the device back to the user, the user must do the following:

  1. Review the signature.
  2. Select Done.

When the user selects Done, the Signature page is locked and all fields are stamped in the audit trail. The signature cannot be canceled or edited.