Res / Day Hab Checklist Frequently Asked Questions







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The following frequently asked questions provide details on the most commonly asked about pieces of the Res /Day Hab Daily Checklist feature - including the daily, weekly, and monthly checklists.  Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.

Are notifications sent when a monthly checklist is ready to e-sign?

Can clients with AWARDS logins e-sign monthly checklists on their own?

Can I create a new entry for a month when the checklist for that month has already been e-signed?

How do I backdate a res/hab daily checklist record?

How do I determine which monthly checklists have been electronically signed?

How do I specify which job title I want to e-sign a monthly checklist with if I have more than one?

How do I unlock an electronically signed monthly checklist?

Is electronically signing a monthly checklist captured in the audit trail?

What do I do if I forget my PIN for electronically signing monthly checklist records?

When will workers be notified that a monthly checklist is ready to be e-signed?

Why am I unable to electronically sign a monthly checklist completed by a supervisee?

Why can I change the default signer for the e-signatures on some monthly checklists and not others?

Why can I electronically sign one monthly checklist in a program but not another monthly checklist in the same program?

Why haven't I been notified that a monthly checklist is ready to be e-signed?

Are notifications sent when a monthly checklist is ready to e-sign?

Yes.  An internal audit message is automatically sent to workers who are required to sign a monthly checklist record before other signatures can be applied, based on the rules configured for the signature line under Builders & Tools > E-Signatures Configurations > Monthly Checklist.  Keep in mind that notifications require the signature type for the signatures to be set to "Employee."  The monthly checklist must also be saved with a worker selected in the signer drop-down in order for that individual to receive notifications.

   TIP: A corresponding Ready for E-Signature Notification option is available under Notifications for all users who have the Receive External Email Notifications permission assigned to them under System Setup > Permissions Maintenance.  Users with this permission can receive external email notifications when an internal audit message is set to them within AWARDS letting them know when a checklist is available for signing.  In order for those notifications to be sent, the Notifications feature must be configured.

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Can clients with AWARDS logins e-sign monthly checklists on their own?

No, at present clients must have the assistance of a staff member in order to e-sign their own monthly checklists.  Additionally, the signature set for the monthly checklist in the program type of the program you're working with must have a signer type set to "Client" in order for a client to sign the record.  Signature sets are configured using the  E-Signatures Configurations tool.

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Can I create a new entry for a month when the checklist for that month has already been e-signed?

Yes, but doing so will result in discrepancies in data displayed on the signed monthly record.  Consider having staff with the appropriate permission remove the electronic signature from the monthly checklist first.  You can then add the missing entry and re-apply your e-signature.

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How do I backdate a res/hab daily checklist record?

The default editing window for the res/hab daily checklist is 10 days.  To backdate a daily checklist record, you must have the "Backdated Progress Note Data Entry" exception override permission assigned under System Setup > Permissions Maintenance.  Users with that permission will be able to backdate checklist records within the Backdate Permit Max window set under System Setup > Business Rules > Service Records Editing Rules.

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How do I determine which monthly checklists have been electronically signed?

When working with a single checklist record, the electronic signatures can be seen when viewing that monthly checklist in data entry mode.  For the purposes of reviewing a set of monthly checklists at once, use the E-Signable Records ReportBuilder to help you identify whether records have been signed, and if so by whom.

  NOTE: Typically e-signatures are applied in AWARDS in report mode; however, the monthly checklists can only be e-signed when accessed from data entry mode.  If "Reports" is selected from the Database drop-down when accessing a checklist, the monthly checklist is displayed with signature lines but no e-signature capability, enabling those programs that are required to print out the monthly checklist and manually sign it to do so.

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How do I specify which job title I want to e-sign a monthly checklist with if I have more than one?

Job title information is automatically taken from your Staff Information record in the Human Resources module and displayed in a field to the left of the PIN in the e-signing dialog box.  If no job title is found it instead displays "<insert Job Title to be saved with Signature>."  Verify that the correct job title is in place, or overwrite the default title or placeholder with the correct value.  If the "<Insert Job Title...>" value is left in place, no title is added to the e-signature.

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How do I unlock an electronically signed monthly checklist?

At the time a monthly checklist record is electronically signed it is locked and can no longer be edited; however, we understand that in rare instances staff utilizing electronic signatures may not be careful in confirming that they are signing the right document for the right client before proceeding, and that it may occasionally be necessary to correct such errors.  As a result, we have made available to agency staff functionality that can be used to remove electronic signatures from specific records at their discretion.  This functionality is only available upon request and must be turned on behind-the-scenes by your Senior Project Manager or the Foothold Help Desk.  For more information, please refer to the Removing Electronic Signatures - Instruction Sheet.

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Is electronically signing a monthly checklist captured in the audit trail?

Yes.  When a monthly checklist is electronically signed that action is captured in the audit trail and can be viewed using the Audit Trail ReportBuilder.

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What do I do if I forget my PIN for electronically signing monthly checklist records?

Users with the proper authority level may be granted access to a PIN reset feature by Foothold Technology.  If your PIN needs to be reset and you do not have access to that feature, contact your supervisor or the local Help Desk for assistance.  If you do have access to the PIN reset feature, follow the instructions found here.

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When will workers be notified that a monthly checklist is ready to be e-signed?

When the monthly checklist's signatures page is saved in data entry mode for the first time, an automatically generated AWARDS message is sent to any employee(s) configured to sign the checklist as part of the first order level.  If there is more than one order level for signing, messages are sent out to the employee(s) in subsequent levels as signing requirements are met in each previous level.  If a worker is configured to sign a checklist but has not yet received a notification message, he/she will see the message "Other Signatures Required Before Signing is Available" on the checklist instead of a signing link.  

For more information on signing order levels and workflow, click here.

   TIP: A corresponding Ready for E-Signature Notification option is available under Notifications for all users who have the Receive External Email Notifications permission assigned to them under System Setup > Permissions Maintenance.  Users with this permission can receive external email notifications when an internal audit message is set to them within AWARDS letting them know when a checklist is available for signing.  In order for those notifications to be sent, the Notifications feature must be configured.

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Why am I unable to electronically sign a monthly checklist completed by a supervisee?

There are several reasons you may not be able to sign a monthly checklist record for one of your supervisees:

  The program type of the program you're working in does not have electronic signatures configured for the monthly checklist, or has not configured them to allow work supervisors to sign.

  You have already signed the record in question.

  You are not set up as the supervisee's work supervisor under Human Resources > Staff Information.

  The date the work supervisor assignment was entered into AWARDS is before the first day of the month for monthly checklist record you are working with.

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Why can I change the default signer for the e-signatures on some monthly checklists and not others?

When signature lines with a signer type of "Employee" and a default signer role are configured using the monthly checklists E-Signatures Configurations feature, there is an option available to Lock Employee Drop-Down.  If that option is set to "yes" for the signature line, the worker listed as the default signer on the checklist cannot be changed when entering or signing the checklist.  If you can change the default signer for some checklists and not others (for instance in program A but not program B), it is an indication that that this lock option was set differently between those program types.

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Why can I electronically sign one monthly checklist in a program but not another monthly checklist in the same program?

There are a few reasons you may be able to sign some monthly checklist records and not others:

  You have already signed the monthly checklist.

  The program type of the program you're working in may be set up to allow only certain worker types to sign the monthly checklist. Your worker type as it relates to different clients may vary, impacting who you can sign records for. For example, if the program type is set to allow electronic signing by primary service coordinators, you'll only be able to sign the records of clients for whom you are the primary worker, assigned under the Services - Individual module Service Coordinators feature. 

   TIP: Electronic signature rules are set up using the E-Signatures Configurations tool in AWARDS.

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Why haven't I been notified that a monthly checklist is ready to be e-signed?

In order for you to receive a notification that signing is available for a monthly checklist, the following must be true:

  You must have been selected (manually or by default) as an employee whose signature is required on the checklist.

  The monthly checklist must have been saved in data entry mode at least once with your name as the selected signer.

  If there is more than one signing order level configured for the checklist, any signing requirements for the level(s) prior to the one in which you are selected must have been met.  (If  the requirements have not yet been met the checklist will display "Other Signatures Required Before Signing is Available" instead of a signing link.)

For more information on signing order levels and workflow, including notification messages, click here.

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