Contracts with Doctors
Frequently asked questions (FAQ)
Is the electronic signature easy for doctors to use?
Yes. A doctor does not need to log into the system or install any additional applications. Hatiroo® sends the document for signature through Autenti® or DocuSign® – the doctor simply opens the link on a smartphone, tablet, or computer and signs it in just a few clicks.
Based on implementation experience in the pharmaceutical industry — for example, with IBSA Poland — we know that doctors navigate this process very well. They appreciate that everything works quickly and without paper.
How can a doctor sign a contract electronically during a meeting?
A doctor can sign on their own phone, tablet, or laptop – they just click the link from the email and place the signature.
It is also possible to sign using the medical representative’s device — for example, a tablet. Hatiroo® supports signing contracts with HCPs anytime and anywhere.
Is a contract with a doctor signed electronically legally valid?
Autenti® and DocuSign® meet the requirements of the European eIDAS regulation on electronic signatures, and therefore are legally recognized in Poland and across Europe. Hatiroo® is fully integrated with these platforms to ensure maximum legal protection.
Contracts signed this way are legally binding and widely accepted in business transactions and interactions with public institutions.
What if the doctor prefers to sign the contract on paper?
Hatiroo® supports both electronic signatures and traditional paper-based signatures.
If the doctor prefers a paper version, simply select the appropriate option in the system. The document prepared in Hatiroo® can be printed, signed manually, and the scan can be attached for further processing in Hatiroo®.
How can we ensure that the settlement of a sponsorship contract is completed without delays?
It is worth automating the entire process. Hatiroo® reminds the doctor to sign the required statement, collects the documents, and automatically forwards them to the accounting department. Nothing gets lost, and the settlement is completed efficiently and on time.
How can documents be forwarded to accounting for settlement?
Hatiroo® enables automatic forwarding of documents to the accounting department or accounting office. You can also grant access to specific documents and configure appropriate permissions (e.g., view-only). Documents do not need to be sent manually or monitored for status updates.
How can we test Hatiroo®?
You can test Hatiroo® during a Trial Workshop — without involving the IT department and without any further obligations. You will test the system on your real business processes and sign sample documents using Autenti® and DocuSign®. Our consultant will advise you on how to structure processes and choose the right tools.
If, after the Trial Workshop, you decide to implement Hatiroo®, we will transfer the ready processes to your server or cloud. This allows you to start working with the system quickly.
Find out more about Hatiroo® Trial Workshop
How can we prepare contracts for a conference for multiple doctors as quickly as possible?
Use the mass document generation feature in Hatiroo®. Prepare the first contract, click “Copy”, and select the next doctor. The system automatically fills in the data and generates the ready document. This is the perfect solution for events involving multiple HCPs.
How can we improve the work of medical representatives?
Hatiroo® automates work and reduces the risk of errors.
The representative enters the doctor’s or medical facility’s identification data (PWZ, NIP), and the system validates the data, retrieves additional information from government databases, and fills it in the contract.
There is no need to print, carry around, or scan anything — signing and settlement are completed electronically.
Documents are automatically archived and forwarded to accounting.
How can medical representatives’ expenses be controlled?
Hatiroo® allows you to control expenses related to sponsorship contracts, business trips, promotional activities, etc. This was one of our first projects delivered for IBSA Poland.
In the system, you can create approval matrices based on spending limits and define required settlement stages. This gives you transparency and budget control — even in the field.
How can contracts in the pharmaceutical industry be secured?
In Hatiroo®, all documents are stored in a secure environment on your company’s servers. Access is controlled at the level of roles, departments, or individual documents and requires logging into a corporate account.
It is also possible to configure access via a corporate VPN. The system meets the security requirements applicable in the pharmaceutical industry.
What are the costs of a system for managing contracts with doctors?
Hatiroo® operates on a subscription model.
The fee depends on the number of processes handled (e.g., sponsorship contracts, contracts with HCOs, contracts with pharmacies).
The price includes technical support and no user limits.
The current price list is available at: Pricing
The price list does not include optional licenses for external systems integrated with Hatiroo® (e.g., Autenti®, DocuSign®, Microsoft Office 365).
Can we track the processing time of documents?
Yes. Hatiroo® records every stage of working with a document — from preparation to signing and settlement. This allows you to analyze processes, detect delays, and implement improvements. All data can be analyzed through reports, charts, and exports to Excel.
What if a contract requires approval before signing?
In Hatiroo®, you can set up the process so that the document goes through approval by a supervisor or another designated person before being sent for signature.
You can also designate other departments or roles, set spending limits, and build separate approval paths for various departments and business lines.
After approval, the system automatically forwards the document for signature — without the need to manually monitor the approval timing.
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