“There seemed to be an endless amount of paperwork needing my signature, as the nature of what we do requires a lot of documentation.” Dhore Anunciado, Executive Director, The San Diego Eye Bank (SDEB) With no proper system in place, contract management in healthcare
When you add in tight budgets, scattered data, and complex manual processes, it’s obvious that sticking to traditional methods just isn’t enough anymore. Not only does inefficient contract management waste time, but it can also cost your organization billions each year. Plus, it can have a negative impact on patient experiences and your organization's reputation.
That’s why it’s more important than ever to adopt digital and smarter contract management solutions that can help simplify your processes. In this post, we’ll share some of the best practices to streamline your contract workflows , minimize risks, and also highlight some of the best tools out there to make contract management simpler, faster, and more effective.
5 Steps to improve contract management in healthcare organizations Here’s how healthcare organizations can improve their contract management process and tackle common challenges head-on. These five actionable steps will help you secure patient data, embrace innovation, and streamline operations while staying compliant.
1. Prioritize data security to prevent breaches In 2024, the average cost of a healthcare data breach has skyrocketed to $10.93 million , so taking steps to secure your contract data is more important than ever. A great starting point is to make sure all your digital contracts are encrypted and that you have role-based access controls in place. This way, only the right people can see sensitive information.
It’s also a good idea to conduct security audits regularly to pinpoint any vulnerabilities, and investing in solid cybersecurity training for your team can go a long way toward keeping data safe.Â
Consider adopting secure contract management solutions to help protect against unauthorized access and ensure you’re in line with HIPAA and GDPR regulations. Remember, treating your contract data with the same care and confidentiality as patient data is essential!
Take Truepill as an example. They used Signeasy’s API to securely enhance their prescription processing. This platform handled sensitive medical documentation with care and met all compliance requirements, all while keeping things efficient and smooth.Â
2. Implement automation with contract management solutions Did you know that the healthcare contract management software market is expected to grow by 23.3% CAGR by 2029? That’s a big number!Â
By integrating a contract management solution to your EHR system, you can automate the entire lifecycle of your contracts much simpler. This way, healthcare organizations can concentrate on what truly matters: delivering top-notch care without getting overwhelmed by paperwork.
Contract management in healthcare means automating everything from drafting contracts to sending renewal alerts, which means less chance for human error and more time saved. With handy features like eSignatures and real-time tracking, efficiency is boosted while staying compliant.
A good example of this in action is Neuropath Behavioral Healthcare. They saw amazing results by integrating Signeasy with Freshteam. This integration cut down their hiring workflow times and improved productivity by 60%. Now their team can spend more time focused on patient care instead of getting stuck in administrative tasks.
3. Harness AI in data management Artificial intelligence is everywhere, and it’s impacting the healthcare industry as well. AI healthcare market is projected to reach a whopping $45.2 billion by 2026. One of the cool applications of AI in this sector is its use in contract management tools. These smart tools can sift through tons of data to spot trends, streamline processes, and anticipate risks.
Imagine being able to automatically generate contract summaries, pull out important terms, and help with contract reviews — all while saving time and reducing the chances of mistakes.Â
For example, AI can highlight essential clauses like payment terms, renewal dates, and compliance requirements, making sure no important details slip through the cracks. Plus, it can flag potential risks, like non-standard clauses, and suggest changes to enhance contract outcomes.
With these valuable insights, healthcare organizations can make quicker, more informed decisions while keeping legal and operational risks to a minimum.
4. Understand regulations and compliance Keeping up with healthcare regulations like HIPAA , GDPR, and the Affordable Care Act can be challenging, but a proactive compliance approach makes it manageable. By regularly updating your contracts to reflect any changes in the laws and conducting periodic check-ins, you can ensure everything stays on track.Â
Investing in compliance tracking tools within your contract management system is also a smart move. It can help you avoid costly penalties and protect your reputation. Plus, getting a good grasp of these regulations can empower healthcare providers to negotiate better deals with vendors and partners, which can really help minimize operational risks.
5. Strengthen patient and staff relationships Contracts are more than just documents; they form the foundation of collaboration and teamwork. By focusing on patient-centered contracts—such as those emphasizing value-based care — you can create structures that prioritize better outcomes and build trust. Similarly, clear and equitable agreements for staff—such as employment contracts, shift arrangements, and performance expectations—can foster a more collaborative and motivated work environment.
Keeping communication open with patients and staff is essential. For patients, transparency about billing terms or care packages builds trust. For staff, regular reviews of employment agreements and flexibility clauses to address their needs can reduce burnout and improve morale.
Using a robust contract management tool makes it easier to maintain these relationships by ensuring agreements are up-to-date, performance metrics are tracked, and everyone is aligned. Stronger patient and staff relationships ultimately contribute to better care delivery and a thriving healthcare organization.
10 best practices for contract management in healthcare With regulatory demands and sensitive data in place, managing contracts in healthcare can feel overwhelming. But with the right practices, you can simplify the process. Here are 10 best practices for contract management in healthcare that ensure patient and staff satisfaction.
1. Centralize your contract dashboard Instead of keeping contracts scattered across emails and folders, using a centralized contract dashboard allows you to store, organize, and retrieve contracts effortlessly. With a central system in place, you’ll know exactly where each contract lives, who’s handling it, and its current status.Â
For example, storing agreements with vendors like medical device suppliers or insurance providers in one system can prevent overlooked renewal deadlines or misplaced contracts.
2. Build reusable template libraries Starting every contract from scratch can be a major time investment in a document-intensive industry like healthcare. Having a library of pre-approved templates streamlines the creation of compliant contracts while maintaining consistency.Â
For example, if you regularly create vendor agreements, you can develop a customizable template with all the essential clauses baked in — like payment terms, confidentiality, and compliance requirements. From there, you tweak only the specifics, such as the vendor’s name or delivery timelines.Â
3. Enable cloud collaboration Use cloud-based tools to allow multiple stakeholders to review, edit, and approve contracts simultaneously. This collaboration practice encourages transparency and accelerates the eSignature process, ensuring deadlines are never missed.Â
By offering a centralized repository, cloud collaboration also helps you avoid version-control nightmares (you know, when five different versions of a document are floating around, and no one knows which one is correct).
4. Prioritize secure record-keeping Healthcare contracts often contain sensitive information, including patient data, and keeping it safe should be a top priority. A secure storage system with robust encryption is your first line of defense against data breaches.Â
But security doesn’t stop there. Implementing user access controls ensures that only authorized personnel can view or edit contracts, minimizing internal risks. Additionally, regular audits of patient information and contract records can help identify any vulnerabilities early, reinforcing trust and compliance with regulations like HIPAA.
By safeguarding patient and contract data, healthcare organizations not only comply with legal standards but also build stronger patient trust and operational integrity.
5. Develop a solid regulatory understanding Healthcare contracts are governed by a labyrinth of laws and regulations, from HIPAA to Stark Law. Failing to comply with these rules can result in hefty fines or, worse, loss of trust and credibility.Â
To stay ahead, ensure your team is well-versed in healthcare regulations. Regular training sessions and updates can help everyone stay informed about new rules or changes. And don’t shy away from bringing in legal experts when drafting or reviewing contracts. I
6. Focus on data security In healthcare, safeguarding sensitive contract and patient data is critical. Start with strong encryption to keep information unreadable, even in the event of unauthorized access. Combine this with multi-factor authentication (MFA) to ensure only authorized personnel can access critical systems by verifying their identity through multiple steps.
Additionally, when working with third-party vendors, enforce strict compliance with your security standards to minimize external risks. Using secure contract management platforms with built-in protections can further enhance data safety and ensure compliance with regulations like HIPAA.
7. Leverage advanced contract analytics Advanced contract analytics can help healthcare organizations predict risks, identify trends, and optimize agreements. For example, you can pinpoint vendors who miss deadlines or clauses that lead to disputes, enabling smarter negotiations and better terms.
In healthcare, analytics also support compliance tracking, cost monitoring, and aligning contracts with patient care goals. By using data-driven insights, you can proactively improve your contracting process, reduce risks, and enhance operational efficiency.
8. Commit to continuous auditing Regular audits are vital to maintaining compliant, relevant, and efficient contracts. Periodic reviews help identify expired agreements, missed renewal deadlines, and outdated clauses before they escalate into costly issues. Auditing also ensures adherence to healthcare regulations, strengthens vendor relationships, and uncovers opportunities to streamline processes.
Make auditing a routine part of your contract management strategy to proactively address risks and keep operations running smoothly.
9. Establish a contract review process A thorough review process ensures that every clause aligns with your organization’s goals and regulatory requirements. Involve the right stakeholders, from legal experts to department heads, to ensure no detail is overlooked.Â
Having a standardized checklist can also help. For example, does the contract include clear payment terms? Are confidentiality clauses in place? Is it compliant with the latest regulations? Taking the time to review contracts upfront can save you from headaches down the road.
10. Customize your contracts While templates are great, customization is key in healthcare contracts. A one-size-fits-all approach doesn’t work when you’re dealing with diverse partners, services, and regulations. Tailor your agreements to reflect the specific terms, obligations, and needs of each party.
For example, include penalty clauses for late deliveries in agreements with pharmaceutical vendors or add specific confidentiality terms for patient care partnerships.
Best 5 contract management solutions for Health Care Now managing contracts while finding a solution that follows all the best practices — we understand you’ll be in hot water. To make things easier for you, we’ve done the legwork!
We reviewed trusted product review sites, analyzed data from the official websites of top tools, and consulted our dedicated product team. The result? A carefully curated list of the best HIPAA-compliant contract management solutions tailored for the healthcare sector.
1. Signeasy Signeasy is your end-to-end contract management solution that fits right into your existing EHR or ERP system. This HIPAA-compliant contract management software is built to cater to the unique needs of healthcare professionals.
With Signeasy, healthcare teams can easily approve and share time-sensitive prescriptions and medical chartings or manage medical records securely on the cloud. Plus, it helps your hospital staff streamline onboarding processes from anywhere. The Signeasy app even includes facial recognition for document validation, adding an extra layer of security while keeping things simple.
Now, here are the features of Signeasy that will help you provide a trusting, seamless, and secure patient journey:Â
Automate your workflow Reusable templates or forms: With Signeasy you can create templates for commonly used documents like patient intake and consent forms for medical procedures, treatment plans, or the release of health information.In-person signing on mobile devices: Patients can sign documents directly on tablets or smartphones during appointments, reducing wait times.Audit trails and real-time document tracking: Every signature action, from timestamps to identity verification, is recorded to ensure accountability and transparency.Seamless integration with existing tools: Signeasy connects with Gmail, Outlook, Microsoft 365, and Hubspot, embedding eSignature functionality into your existing workflows.Support for various document formats: Whether it’s a PDF, Word document, or Excel sheet, Signeasy supports 25+ file formats.Signeasy API: Automate repetitive by integrating Signeasy’s API right into your ERP or EHR system. With intuitive SDKs, faster integration, unlimited templates, embedded signing, embedded requests, and webhook support, Signeasy API lets you manage documents securely. Plus, you get great developer support and rock-solid security features, and better scalability for high-volume use cases.Cost-effective transparent pricing: Signeasy offers transparent pricing plans that grow with your business—starting at just $30/month. There are no hidden fees or surprises as you scale. With features like unlimited documents and advanced security, we deliver exceptional value without emptying your wallet. Enterprise-grade securityÂ
Compliant with key regulations: Signeasy meets HIPAA, ESIGN, GDPR and eIDAS regulations, offering encrypted document handling, audit trails, and authentication protocols to safeguard patient data.Tamper-proof digital signatures: Ensure your documents remain secure and authentic at all times.Single Sign-On (SSO): Log in effortlessly with one set of credentials while maintaining robust security.Two-Factor Authentication (2FA): Add an extra layer of protection, granting access only to authorized users.Advanced user management: Control access with fine-grained permissions, ensuring sensitive documents are securely shared with the right people.Advance reporting and customization  Analytics and insights: Get a bird’s-eye view of signing activities, including metrics like completion rates and document status, ensuring nothing falls through the cracks.Custom branding options: Add your organization’s logo to contracts and forms, enhancing professionalism while maintaining compliance.AI capabilitiesÂ
Ask AI for instant insights: get instant answers to your contract-related queries. Retrieve the most relevant information from your contracts to speed up your review and analysis process.Key terms review: Spot patient confidentiality clauses or data-sharing permissions in complex, legal contracts. Make informed decisions faster, without missing any important details. AI-powered summaries: Get a clear, easy-to-read, and concise gist of your agreement. Renewal reminders: Automatically tracks critical dates, like expiring consent forms or contract renewals. Get timely alerts so you’re never caught off guard.Dedicated ongoing support
24/7 customer support: Dedicated support teams are always there for you to resolve technical issues, ensuring smooth and uninterrupted operations.Continuous updates: Regular software upgrades bring new features and improved functionality.Guidance and resources: Â Get access to personalized help, support articles, webinars, and video guides to optimize contract management workflows as your organization scales.2. Docusign Docusign is a trusted contract lifecycle management tool that helps you streamline your contract lifecycle to enhance patient experiences. Docusign is a great fit for large organizations and enterprises with extensive contract management needs.Â
With over 400 integrations, you can easily connect Docusign to your existing systems to automate workflows and boost efficiency. Plus, you can rest easy knowing that your patient data is secure and compliant thanks to its tamper-proof audit trails, encryption, and strict adherence to HIPAA, BAAs, and CMS requirements. Moreover, your clinical research teams will love Docusign for its FDA-compliant documentation.Â
Now, let’s address the elephant in the room— cost. While many users rave about Docusign's robust features, it can be a bit on the pricier side compared to other options out there. This is something to consider if you're a growing business, especially since advanced features can come with extra charges, which might stretch a tight budget.Â
Docusign features healthcare teams love
Secure, mobile-friendly, and accessible forms for smooth patient intake and consent. Built to meet strict regulatory standards like HIPAA, FDA 21 CFR Part 11, and CMS. Simplified workflows with reusable templates, pre-filled forms, and bulk sending. Automatically sync forms and data with existing systems to reduce manual effort. Handles complex documentation with ease, ensuring full regulatory compliance. 3. PandaDoc PandaDoc is another great alternative for healthcare organizations looking for a comprehensive, budget-friendly contract management solution. Users also love its intuitive interface. The admin portal is designed to be simple and easy for both staff and patients.Â
For healthcare teams, having features like embedding forms directly on PandaDoc’s site and online notarization can simplify the operational process. Patients can sign and notarize documents remotely with a state-commissioned notary within minutes.
PandaDoc’s Business Plan ($49 per seat/month) is tailored for teams managing sales proposals and integrated workflows. It includes advanced features like custom quotes and sales agreements, CRM integrations, approval workflows, web forms, and bulk sending. This is the most popular choice for growing teams needing more robust contract management tools.Â
However, it’s worth noting that some users have flagged minor issues with document prep, like aligning fillable fields and limited zoom options while editing. PandaDoc is perfect for organizations looking for a nice mix of features and clear pricing. However, if you have more complex needs or are considering premium plans, it’s a good idea to weigh the cost against your needs.
PandaDoc features healthcare teams love Budget-friendly and transparent, with no hidden surprises. From eSignature to payment- 360‑degree agreement management solution. Simple to use for both staff and patients, whether in-person or remote. HIPAA, E-SIGN, and UETA compliant with separate workspaces for controlled data access. Embed forms on your website to collect patient data and payments seamlessly. Patients can sign and notarize documents online within minutes. 4. Dropbox Sign (formerly HelloSign)  Dropbox Sign is an intuitive and secure healthcare contract management solution designed to simplify document workflows and enhance team collaboration.Â
Ideal for healthcare providers, startups, and anyone using Dropbox for file management. This tool integrates seamlessly into your existing systems. With the option for API integration and a simple web app, Dropbox Sign offers convenient embedded signing features, customizable templates, and branding options to meet your professional needs.Â
Plus, it’s designed with HIPAA compliance in mind, making it a great choice for managing sensitive healthcare documents with ease.
While Dropbox Sign has some great features, it does have a few areas that could be improved. For larger teams, it can be a bit limiting since the standard plan only supports up to four users. If you’re looking for advanced options like single sign-on (SSO), contract performance dashboards, or multi-team, you might need to explore other solutions.Â
Also, some users feel that the pricing and transparency could be enhanced, particularly for businesses in need of more comprehensive contract management tools.
So, if your organization needs advanced team features, scalability, or competitive pricing, exploring alternatives might be a better choice.
Dropbox Sign features healthcare teams love
Simplifies recurring document preparation with customizable templates. Includes SMS authentication and signer access codes for secure transactions. Maintains a non-editable log of actions for each document, ensuring compliance and tracking. Meets privacy standards for managing PHI and offers a Business Associate Agreement (BAA). Provides secure, encrypted storage with flexible retention policies. Enables streamlined workflows for multiple signers, with options for sequential or simultaneous signing. 5. SignNow SignNow is perfect for businesses looking for an affordable, user-friendly eSignature tool with secure contract management workflows. As part of the airSlate Business Cloud, SignNow provides HIPAA-compliant workflows, advanced security features, and user-friendly tools that make it easier to enhance your patient experience.
SignNow offers great security features like SOC 2 compliance and two-factor authentication to keep your sensitive information safe. On the downside, it lacks some of the more advanced document editing tools and AI features, which might be something to think about if you’re after more automation.Â
SignNow features healthcare teams love
Save time by reusing forms for consistent and quick document creation. Manage and sign documents on the go with iOS and Android apps. Protects data with SSL/TLS encryption, SOC 2, HIPAA compliance, and multi-factor authentication. Tracks every step of the signing process for transparency and legal enforceability. Share and collaborate on documents with role-based permissions. Improve your patient and staff experience with Signeasy There you go! Stick to all the above-mentioned best practices, such as centralizing your contracts, automating workflows, and staying on top of compliance. And you'll be all set to streamline your contract management process, lighten the load for your admin team, and create a fantastic experience for both your patients and staff. And when it comes to best practices, our solution truly checks all the boxes.Â
So why not give Signeasy a try? Your team and patients will love it!
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