Sign and Amend Any Record With Your eSign PIN

Your eSign PIN is the single, universal signature across the whole product. The same 6-digit code signs a clinical note, a lab result, an imaging report, a prescription, a referral, a certificate, a peri-operative record — every clinical record type, in every module, the same way. Two rules sit behind it, and they are what make a Veona chart trustworthy. First, the eSign-before-release gate: a record is unprocessed until it is signed — it cannot be finalised, released to the ordering clinician, or billed while it is still a draft. Second, the immutable amendment chain: once a record is signed, you can never silently edit it; correcting it preserves the original forever and records a fresh, re-signed amendment on top.

Who / when: Clinical Staff — any role that authors or finalises a record (clinician, nurse, lab scientist, radiologist, pharmacist, midwife, surgeon). You sign at the moment you finalise your work, and you amend if a signed record later needs correcting.

Signing a record

1. Clinical Staff — finish authoring your record on its own screen — for example a note on Chart → Notes, a result on Labs → Results & Worklist, or a report on Imaging → Reporting. Until you sign, the record sits as a draft / unsigned and goes nowhere.
2. Clinical Staff — press the sign control for that screen (it reads “Sign Note”, “Verify & Sign Out”, “Sign & lock” or similar, depending on the record). Veona asks for your eSign PIN.
3. Clinical Staff — enter your 6-digit eSign PIN and confirm. The record flips from unsigned to signed, and a signature is recorded against it — who signed, what was signed, and when — in the tamper-evident audit trail.
4. Clinical Staff — only now does the record move on: a signed result is released to the ordering clinician and to the patient portal, a signed prescription reaches the pharmacy or the ward, a signed certificate can be issued. Signing is releasing.

Note

An unsigned record is an unprocessed record. This is deliberate: nothing leaves your hands unsigned. A lab value fed straight from an analyser through Veona Connect still lands as an unverified draft — a person reviews and signs it out before it is ever released. There is no “auto-release” path that skips a human signature.

Amending a record you have already signed

1. Clinical Staff — open the signed record and choose “Amend (re-sign)”. Veona shows a clear warning that you are about to modify a signed, released record and that the original will be preserved.
2. Clinical Staff — make your correction and type a mandatory reason for the change (it will not let you proceed without one).
3. Clinical Staff — re-enter your eSign PIN to sign the amendment. Veona snapshots the prior signed version, appends your new signed version on top, marks the record Amended, and records the prior snapshot, the reason and your name in the audit trail.

Caution

There is no silent edit of a signed record, anywhere in Veona. Every amendment warns you first, requires a reason, and re-takes your eSign PIN. The original signed version is never overwritten or lost — it is preserved immutably, and the amendment is a new signed version layered on top. Downstream readers (the ordering clinician, the chart, billing) always see that the record was amended, plus its full history. For a post-release amendment to a critical result, the ordering clinician is re-notified.

Tip

If some record types at your facility need more than one signature — for example a lab result a junior enters, a senior verifies, and a pathologist signs out — each stage takes its own eSign PIN, and Veona will not let the same person both submit and release (segregation of duties). The PIN is the same; the workflow simply asks for it at each gate.

What happens next: your signature now travels with the record everywhere it goes — onto the released report, the dispensed medicine, the issued certificate, and into the audit trail and the patient’s portal where applicable. If you ever need to rotate your PIN (you suspect someone saw it, or it is simply time for a change), do that on your account security page — see Change Your eSign PIN With Re-Authentication.

Follow the trail

• Previous: Complete First Login With Password, MFA and PIN
• Next: Change Your eSign PIN With Re-Authentication
• Related: Change Your eSign PIN With Re-Authentication · Keep a Tamper-Evident Audit Trail of Patient-Data Actions