Setting Individual Program Electronic Signature Rules







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When using e-signing for progress notes, groupings, service plans, and/or discharge records, each program's individual level electronic signature rules must be configured to specify whether each type of record can be signed, by whom they can be signed, and within what timeframes.  To configure the electronic signature rules for individual programs when using e-signing for these types of records complete the following steps from the AWARDS Home screen:

  TIP: This process need only be completed when using e-signing for progress notes, group notes, discharge records, and/or service plans.  The process of setting up standalone FormBuilder forms so that they can be e-signed takes place within the form configuration process discussed here, and the settings below do not apply.  Likewise, these steps do not apply to e-signatures for PlanBuilder Plans and Reviews, which are set up using the PlanBuilder configuration process discussed here.

IMPORTANT! As of February 2019, progress note e-signature configuration maintenance has been replaced by the E-Signatures Configurations feature. E-signature configuration for progress notes should only be maintained using this legacy Business Rules feature until you have switched over to the new configuration process.

    1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
    2. Click Business Rules.  The Business Rules Menu page is displayed.

    1. At the top of the page, click the Program drop-down arrow and select the program for which you would like to configure electronic signatures rules.
    2. Click Electronic Signatures Rules (from the "Program" portion of the page).  The Electronic Signatures Rules data entry page is displayed.

This page is broken into four tabs - one for rules regarding electronically signing progress notes (displayed by default), the others regarding electronically signing service plans, group notes and discharge records, respectively.  (Click each tab to view and work with its respective signing rules.)  You have the option of configuring the rules for any combination of the four.  You can also choose not to set any signing rules for a program if that program does not require the Electronic Signatures functionality.

    1. On the Progress Notes tab, begin by clicking the Signing available to checkbox next to each type of individual who should be allowed to electronically sign notes in the selected program.

  TIP: Skip ahead to step 7 if you will not be configuring the program to use electronic signatures for progress notes.

Available signing type options are:

  Client's Primary Worker - When checked, the primary service coordinator of a client in the selected program (as of the date on which the progress note was written) can electronically sign progress notes for that client in the program.

  NOTE: Primary worker (service coordinator) information is maintained using the Services module Service Coordinators feature.

  Note Writer - When checked, users who have written progress notes in the selected program can electronically sign those notes.

  Note Writer's Work Supervisor - When checked, work supervisors can electronically sign progress notes written by their supervisees in the selected program.

  NOTE: Work supervisor information is maintained using the Human Resources module Staff Information feature.

  Program Director and Deputy Program Directors - When checked, the program director and deputies of the selected program can electronically sign the progress notes written in that program.

  NOTE: Program director/deputy assignments are maintained using the System Setup module, Agency Program Information, Configure Administration feature.

  Client - When checked, the client for whom a progress note was written in the selected program can electronically sign the note.

  TIP: If this is the only progress note "signing available to" option set, clients will only have the ability to sign progress notes if they have AWARDS logins. In order for clients without logins to e-sign, at least one staff member role must also be set up for electronic signatures so that there is a staff person to assist clients with the signing process. 

    1. Next, for each type of signer selected on the "Progress Notes" tab, enter a value in the corresponding Signing Window field, if needed.  The signing window is the number of days within which progress notes can be electronically signed, based on their note dates.  Once a note's date is no longer within the signing window specified here, it cannot be electronically signed by the type of signer for which the window was set.

  NOTE: If no value is entered in the Signing Window field for a selected signer type, there is no limitation on the number of days within which progress notes must be signed by that type of signer.

    1. Click the Service Plans tab, and then click the Signing available to checkbox next to each type of individual who should be allowed to electronically sign plans in the selected program.

  TIP: Skip ahead to step 10 if you will not be configuring the program to use electronic signatures for service plans.

Available signing type options are:

  Client's Primary Worker - When checked, the primary service coordinator of the client as of a plan's done date can electronically sign that plan.

  NOTE: Primary worker (service coordinator) information is maintained using the Services module Service Coordinators feature.

  Service Plan Reviewer - When checked, the employee who has been set as the reviewer of a plan in the selected program can electronically sign that plan.

  NOTE: Reviewer assignments are set using the Update Schedule feature located on the Service Plans index.

  Service Plan Reviewer's Work Supervisor - When checked, work supervisors can electronically sign a plan in the selected program if one of their supervisees is set as the reviewer of that plan.

  NOTE: Work supervisor information is maintained using the Human Resources module Staff Information feature.

  Program Director and Deputy Program Directors - When checked, the program director and deputies of the selected program can electronically sign the plans written in that program.

  NOTE: Program director/deputy assignments are maintained using the System Setup module, Agency Program Information, Configure Administration feature.

  Client - When checked, the client for whom a service plan was written in the selected program can electronically sign the plan.

  TIP: If this is the only progress note "signing available to" option set, clients will only have the ability to sign service plans notes if they have AWARDS logins. In order for clients without logins to e-sign, at least one staff member role must also be set up for electronic signatures so that there is a staff person to assist clients with the signing process. 

    1. Next, for each type of signer selected on the "Service Plans" tab, enter a value in the corresponding Signing Window field, as needed.  The signing window is the number of days within which service plans can be electronically signed, based on their done dates.  Once a service plan's done date is no longer within the signing window specified here, it cannot be electronically signed by the type of signer for which the window was set.

  NOTE: If no value is entered in the Signing Window field for a selected signer type, there is no limitation on the number of days within which discharge records must be signed by that type of signer.

    1. By default service plans must have been marked as done and a done date must have been entered for them in order for them to be electronically signed by any staff member or client.  To override this default so that permitted users can e-sign plans that are not yet specified as being done, click the Allow Signatures on Plans not yet marked Done checkbox.

If a user or client e-signs a plan before it is marked as done, the plan itself and all previously plans will be locked, but users with the ability to update the plan schedule will be able to access the schedule in data entry mode, mark it "Done," and enter a Done Date.  Once the updated schedule is saved, those fields will be locked from future editing.

IMPORTANT! When this option is selected, any plan signing windows set in step 6 are no longer applicable for plans not yet marked as done, as those windows count the number of days that service plans can be e-signed based on the plan done dates. In such cases, any user of a role that has permission to sign can sign the plan regardless of date.

    1. Click the Group Notes tab, and then click the Signing available to checkbox next to each type of individual who should be allowed to electronically sign group notes in the selected program. 

  TIP: Skip ahead to step 12 if you will not be configuring the program to use electronic signatures for group notes.

Available signing type options are:

  Note Writer - When checked, users who have written group notes in the selected program can electronically sign those notes.

  Note Writer's Work Supervisor - When checked, work supervisors can electronically sign group notes written by their supervisees in the selected program.

  NOTE: Work supervisor information is maintained using the Human Resources module Staff Information feature.

  Program Director and Deputy Program Directors - When checked, the program director and deputies of the selected program can electronically sign the group notes written in that program.

  NOTE: Program director/deputy assignments are maintained using the System Setup module, Agency Program Information, Configure Administration feature.

  Co-Leader - When checked, the co-leader(s) specified for a group during group note data entry can electronically sign the note for that group.

  NOTE: This option is only available for programs configured to collect co-leader information for group notes.

    1. Next, for each type of signer selected on the "Group Notes" tab, enter a value in the corresponding Signing Window field, as needed.  The signing window is the number of days within which group notes can be electronically signed, based on their note dates.  Once a note's date is no longer within the signing window specified here, it cannot be electronically signed by the type of signer for which the window as set.

  NOTE: If no value is entered in the Signing Window field for a selected signer type, there is no limitation on the number of days within which discharge records must be signed by that type of signer.

    1. Click the Discharge tab, and then click the Signing available to checkbox next to each type of individual who should be allowed to electronically sign discharge records in the selected program.

  TIP: Skip ahead to step 14 if you will not be configuring the program to use electronic signatures for discharge.

Available options are:

  Discharge Processed By - When checked, the individual who processes the discharge of a client in the selected program (using the Discharge module's Process Discharge feature) can electronically sign the discharge record for that client in the program.

  Discharged Processed By's Work Supervisor - When checked, the work supervisor of the individual who processed a discharge in this program (as of the date on which the discharge is processed) can electronically sign that discharge record.

  NOTE: Work supervisor information is maintained using the Human Resources module Staff Information feature.

  Primary Worker - When checked, the primary service coordinator of a client in the selected program (as of the date on which the discharge was processed) can electronically sign the discharge record for that client in the program.

  NOTE: Primary worker (service coordinator) information is maintained using the Services module Service Coordinators feature.

  Primary Worker's Work Supervisor - When checked, the primary worker's work supervisor (as of the date on which discharge is processed) can electronically sign discharge records processed for clients on their supervisee's workloads in the selected program.

  NOTE: Work supervisor information is maintained using the Human Resources module Staff Information feature.

  Program Director and Deputy Program Directors - When checked, the program director and deputies of the selected program at the time of discharge can electronically sign the discharge records for that program.

  NOTE: Program director/deputy assignments are maintained using the System Setup module, Agency Program Information, Configure Administration feature.

  Client - When checked, the client for whom a discharge was processed in the selected program can electronically sign the discharge record.

IMPORTANT! In order for clients to e-sign, at least one staff member role must also be set up for discharge electronic signatures so that there is a staff person to assist clients with the signing process.

    1. Next, for each type of signer selected on the "Discharge" tab, enter a value in the corresponding Signing Window field, as needed.  The signing window is the number of days within which discharges can be electronically signed, based on their discharge dates.  Once a discharge record's date is no longer within the signing window specified here, it cannot be electronically signed by the type of signer for which the window as set.

  NOTE: If no value is entered in the Signing Window field for a selected signer type, there is no limitation on the number of days within which discharge records must be signed by that type of signer.

    1. Click CONTINUE.  The electronic signature rules are saved and displayed on a read-only confirmation page.

  NOTE: Each time electronic signature rules are saved for a program, the rules tabs for that program are updated to reflect who entered the current rules and when. This information appears in both data entry and report modes.

    1. Repeat the above steps until the electronic signature rules are set for all programs that will be using the e-sign functionality.

The process of setting individual program rules for electronic signatures is now complete.

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