Skip to main content
OwnSig
Get started free
Sunlit hospital corridor with soft architectural lines

OwnSig·Healthcare & Medical

Credential-accurate signatures across the whole health system

MD, DO, RN, NP, FACC — credentials, departments, and campuses stay correct, synced from HR, in an architecture that never touches patient data.

Start free — 14-day Pro previewRequest a proof of concept

Health systems · clinics · medical groups · ambulatory networks

Message · Healthcare signature

Thanks for the update — looping in the right folks on our side.

Amira Okonkwo, MD, FACC

Attending Cardiologist

Lakeside Health System

Cardiology · Lakeside Main · +1 312 555 0160

This email may contain protected health information. If you are not the intended recipient, please delete it and notify the sender.

PHI stays in your mail platform. We never see the message.

Photo · Unsplash

No PHI

in OwnSig — ever

Synced

credentials from HRIS

Per-campus

templates when you need them

Clinical team in a modern care setting

Credentials stay accurate. PHI stays in your mail platform.

Photo · Unsplash

The problem

What breaks when signatures are left to individuals

01

Credential errors

Misstated credentials on clinician email are a professional-standards problem — manual signatures make them inevitable.

02

Facility sprawl

Dozens of campuses and thousands of staff — no IT team can hand-manage that signature surface.

03

Vendor risk

Any tool near clinician email gets a rigorous review. Tools that reroute or store mail rarely survive it.

How it works

From policy to every mailbox

Locked disclaimerApproveM365 · Google · HRISEvery mailbox on-brand
Policy once · deploy everywhere · measure what the outbox actually does
  1. 01

    Sync the clinical roster

    Titles and credentials come from the HR system of record, with department and campus targeting.

  2. 02

    Lock clinical signatures

    Policy-driven editing: clinicians stay on the approved standard; admin staff can have more flexibility.

  3. 03

    Keep PHI out of scope

    Only the signature block is managed. Message content — including anything with PHI — never touches OwnSig.

Capabilities

What OwnSig puts under control for healthcare

HRIS-synced credentials

Titles and credentials from the system of record, with department and campus targeting for templates.

No message access

Signature block only, deployed via native Microsoft 365 / Google Workspace APIs.

Recipient privacy by default

Click analytics store no recipient identifiers, no IPs, and set no cookies — appropriate for patient-facing mail.

Policy-driven editing

Lock clinical signatures; allow administrative staff more flexibility — per feature, per role.

Trust & compliance

HIPAA-conscious by architecture

Because OwnSig never processes message content, PHI stays in your mail platform. Directory data is under a DPA with encryption at rest, audit logging, regional residency, and a published control set for vendor review.

Read the security & compliance detail

In the field

Dig deeper for healthcare & medical

Case study · Multi-hospital health system

An 11,000-employee health system standardised confidentiality notices without touching PHI

Cedar Valley wanted a consistent confidentiality notice on every clinician's email and contact details that referring providers could trust — without a signature vendor ever reading message content. HRIS-synced profiles plus a single owned notice replaced years of 'please update your signature' emails.

11,000
clinicians on one confidentiality standard
0
message bodies read or stored by the platform
6-hr
directory sync keeping every title current
Read the case study →

Representative composite based on common deployments in this industry — not a single named customer. Figures illustrate the outcomes the described controls are designed to produce.

White paper · 8 min read

PHI-Safe by Default

Email signatures, confidentiality notices, and defensible practice under HIPAA

Written for For privacy officers, HIM directors, and IT at covered entities and business associates

Get the white paper →

Healthcare & Medical — frequently asked

Does OwnSig process PHI?
No. OwnSig manages signature blocks and never routes, stores, or scans message content. Mail stays in your Microsoft 365 or Google Workspace environment.
Can clinician credentials sync automatically?
Yes. Workday/BambooHR/HiBob sync brings titles and credentials from the HR system of record.
Can different facilities have different signatures?
Yes. Templates and campaigns target by department; org templates merge campus, clinic, and contact details.
Is click tracking appropriate for patient emails?
Tracking is server-side with no recipient identifiers or cookies; many health systems disable tracking entirely with one admin toggle.
Will this pass our security review?
The control set is published (RBAC, encryption, audit logs, isolated edge, dedicated cells on Enterprise), with documentation for vendor risk assessments.

OwnSig

On-brand, compliant signatures for your whole team by Friday.

Get started freeSee pricing

Also built for

Financial ServicesLegalHuman ResourcesInformation TechnologyReal Estate