This guide will walk you through creating a practitioner signature, and how to automatically apply the signature to future letters and other Cliniko documents (including signatures on invoices)!

🚨 Just note: at this time signatures will only appear on letters that are emailed as PDF.

We'll cover the following topics:


Creating a practitioner signature

🚨 Please note: you cannot create signatures on behalf of other practitioners.

To add a practitioner signature, head to “My Info” (underneath your name):

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From here, scroll down and click the "Add signature" button (underneath the "Change your password" section):

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On the Change your signature page, create your signature. If needed, use the Clear option to reset. Otherwise, once you're happy with your signature, make sure to select Save:

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You'll now need to verify your password during the Security check:

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Now that your signature has been saved, you'll want to change how your digital signature is applied to letters.

Just note: the new saved signature can be applied to invoices as well 🙌!


Practitioner signature settings

By default, practitioner signatures are not automatically applied to letters. To change this setting, practitioners will need to head over to "My Info" within the Cliniko menu (underneath your name):

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From here, select "Edit your practitioner settings":

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Under Signatures, you'll then see the following options for Letters:

  • Don't allow my signature to be used in letters: the practitioner’s signature will not be applied in any way;

  • Allow my signature to be used in letters assigned to me: the practitioner’s signature will be applied automatically regardless of the user who created the letter;

  • Allow my signature to be used in letters created by me: the practitioner’s signature will be applied automatically only if the practitioner creates the letter themselves.

🚨 Just note: this setting cannot be changed by other users. Only the practitioner themselves can change how their signature is automatically applied to letters.

Once an option has been selected, make sure to save your changes by clicking "Update practitioner" at the bottom of the page:


Adding a practitioner signature to letter templates

When creating letter templates, there is a placeholder field that allows you to control where you'd like practitioner signatures to populate and appear. In order to add the Practitioner signature placeholder, an Administrator or Power Receptionist will need to edit your letter templates.

🚨 Note: in order for signatures to appear on the patient letter, the practitioner signature placeholder is required.

To do this, head to Settings, and then Letter templates:

From here, select the name of an existing Letter template you'd like to edit or click the Add letter template button to create a new Letter template:

Within the template section you'll then want to use the Practitioner drop-down to add the Practitioner signature placeholder within the content of your template:

Once you've added the placeholder within your letter template, click Update or Create letter template, and you're done!

The next time you or your team uses this template to write a patient letter, you'll now see the signature appear as well as an option to select the practitioner's signature you'd like to apply:

🚨 Just note: when sending the letter, practitioner signatures will only appear on letters that are emailed as PDF.


Missing practitioner signature from letters

When creating a letter, there are a few reasons the practitioner signature might be missing.

Practitioner signature placeholder is missing

The practitioner signature placeholder is required within the letter template in order for the signature to appear or populate:

If the practitioner signature or the option to select a practitioner doesn’t appear automatically when writing the patient letter, we recommend checking the letter template and ensuring the placeholder has been added.

You’ll then see an option to select the practitioner the next time you write a patient letter:

Practitioner signature hasn't been added

When writing a patient letter, if you select a practitioner whose signature hasn't been created yet, the placeholder space usually reserved for the practitioner signature will appear empty/blank.

We'll also show the following alert on the letter you're creating:

To fix this, the practitioner mentioned will need to create and save their signature within their Practitioner settings.

Practitioner signature settings

If you select a practitioner whose signature can't be used, the space usually reserved for the practitioner signature will be empty/blank.

To fix this, you'll need the practitioner to update their signature settings for letters. Specifically, they'll want to select "Allow my signature to be used in letters assigned to me" and save their changes:

Once saved, this setting will allow the practitioner’s signature to be applied automatically to letters regardless of the user who created it (for example: reception can create a letter and apply the practitioner's signature on their behalf).

Alternatively, practitioners can set their signature settings to “Allow my signature to be used in letters created by me”. The practitioner’s signature will only be applied if the practitioner creates the letter themselves.


If you run into any problems changing your signature settings or applying a signature to letters & letter templates, please reach out to the support team 💬.

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