Digital Transformation at DRK Heidelberg

Electronic signature inSign: a key building block

Digital transformation presents unique challenges for organisations in the healthcare and social sectors. Efficiency, legal compliance and data protection must go hand in hand. DRK-Kreisverband Rhein-Neckar/Heidelberg e.V. has consistently embraced this path – with measurable success. A central component of its digital transformation is the introduction of the electronic signature solution inSign.

What has changed since the introduction of inSign, and what benefits has the association gained from electronic signatures? We explore these questions in an interview with Veronica Ronchi from DRK-Kreisverband Rhein-Neckar/Heidelberg e.V. She shares valuable practical insights and explains why inSign has become indispensable.

Where is inSign used, and why was it chosen?

“Our goal is to go fully digital – to move away from paper. One of the most important steps in this journey is to create all documents digitally from the outset, which is only possible with electronic signatures. That’s why we aim to introduce inSign wherever signatures are regularly required.

We have already implemented this in our home emergency call service (HNR) for signing customer contracts, and within Red Cross services for applications for supporting membership.

The benefits in HNR quickly became clear: contracts are now entirely digital and can seamlessly move into downstream processes. Thanks to the ‘batch signature’ feature, only one signature is required where previously up to ten separate signatures were needed – something that was often confusing and exhausting, particularly for older people. Signed contracts can be securely sent to customers and their relatives immediately via inSign, without the need for additional tools, or stored on a USB stick if preferred.

For supporting membership applications, we previously had to send forms by post or email upon request and wait for responses, which often came back in paper format. Now, the application is stored as a template in inSign and accessible via a link on our website. We have also included a QR code on flyers and postcards, allowing interested individuals to access the form instantly. This means we can recruit new members directly at events or at any suitable opportunity. The digital format also ensures applications can be reviewed and processed without interruption.

inSign also offers solutions in other areas: contracts can be sent for signature individually or as part of bulk processes. If applications require verification of specific documents, these can be uploaded as attachments or captured via a photo field. Thanks to the detailed audit report, they can be clearly assigned to each transaction. Signature workflows are no longer a challenge: no matter where you are, you can sign quickly and easily in the correct order, while the responsible administrator maintains full oversight at all times.”

Why is digitalisation becoming increasingly important in emergency services and social care?

“At DRK-Kreisverband Rhein-Neckar/Heidelberg e.V., our focus is on people – in emergency services, home emergency call services and social work. The time we save by reducing paper-based administration can be devoted to those in our care. Digital systems are therefore essential. Processes become transparent, structured and efficient. Information is readily available and can be transmitted quickly and securely. It is crucial to rely on robust and reliable systems that offer the highest level of security for both us and the people we serve. For us, inSign is a key component within our IT landscape, flexible enough to be used wherever the authenticity of digital signatures and documents must be ensured.”

How easy is it to get started with the software?

“With the inSign 365 web application, we were able to get started quickly and easily. It also allowed us to scale and experiment with use cases beyond our initial plans.

The user interface is clean and focused on the essentials, making navigation and operation highly intuitive. Built-in explanations provide guidance whenever needed. In addition, the inSign website offers video tutorials with helpful tips and tricks.

For more complex processes, we occasionally require support – but this is never an issue thanks to the highly competent and responsive support team. They always address our questions individually and actively assist in finding solutions.”

Which documents are signed most frequently?

“Contracts, applications and approvals.”

Which features stand out the most?

“It’s the wide range of features and how they can be combined that makes inSign so appealing. They enable us to handle even complex processes effectively. We continuously discover new use cases and genuinely enjoy developing creative solutions with inSign.

In addition to the standard signature features, we particularly value the photo field, document upload function, templates with links and bulk processing. The ability to use inSign directly via MS Office add-ins, as well as connecting a mobile phone through the app, also simplifies our daily work.”

How do you rate customer support?

“We greatly appreciate the customer support, especially our dedicated contact person. Responses are always prompt and professional, and our concerns are handled efficiently and with great patience.”

Would you recommend inSign to other social organisations?

“Absolutely! … it will help us collaborate even better and faster 😊!”

Anything else you would like to add?

“Keep up the great work! It’s not only practical and useful – it’s also genuinely enjoyable to work with inSign!”

About DRK-Kreisverband Rhein-Neckar/Heidelberg e.V.

Regional German Red Cross association for Heidelberg and the Rhein-Neckar district
Services include emergency response, patient transport, home emergency call systems and more
Strong network of full-time staff and volunteers
Active in disaster relief and civil protection
Wide range of social and medical services