ELECTRONIC SIGNATURES RULES

The AWARDS electronic signatures functionality allows staff and, in some cases, clients and "other" individuals to electronically sign (e-sign) select records - progress notes, group notes, service plans, discharge records, and "standalone" FormBuilder forms.

Other forms, considered "embedded," are presently excluded from e-signing. Embedded forms are those with locations that result in the form being incorporated entirely within another AWARDS record.

Before a program can begin to use the electronic signatures functionality several configuration steps must take place. The specific types of configuration required are based on where in AWARDS electronic signatures will be used:

When using e-signing for progress notes, group notes, service plans, and/or FormBuilder forms - The System Setup > Electronic Signatures > Electronic Signature Rules (Global Settings for All Programs) must be configured to determine, on a database-wide level, whether advanced signature input methods can be used; for example, a Topaz signature pad or touch-screen device/mouse. See Setting Global Rules for Signature Input for more information.
When using e-signing for progress notes, group notes, service plans, and/or discharge records (not applicable for FormBuilder forms) - The System Setup > Electronic Signatures > Electronic Signature Rules (Program) settings must be configured to specify whether these records can be signed in each program using AWARDS, by whom those items can be signed, and within what timeframes. See Setting Individual Program Rules for Electronic Signatures for more information.
When using e-signing for FormBuilder forms (not applicable for progress notes, group notes, or service plans) - The Outcomes > FormBuilder > FormBuilder Configuration feature must be used to add electronic signature lines to FormBuilder forms and to set related options for each. See Building a Form for more information.

Electronic signatures for individual users and clients with AWARDS logins are created and maintained within the Organizer module. For more information, click here. Electronic signatures for clients without AWARDS logins are created and maintained within the Client Lookup module. For more information, click here.

Required Permissions

Permissions required to configure electronic signature rules - either on a global or program level - are:

Chart Access - Unless you are in the "Executive Officer," "CoC Executive Officer," or "System Administrator" user groups, you must have chart access to the program for which you are configuring electronic signatures rules. (This requirement does not apply if you will only be setting global signature rules.)
Data Entry / Access - In order to access the System Setup module in which the Electronic Signatures Rules feature is located, you must have the "Display Executive Administration Buttons" data entry/access permission.
Exception Override - Unless you are in the "Executive Officer" or "System Administrator" user groups, you must have the "Business Rules Data Entry" exception override permission. In addition, unless you are a member of the "Human Resources" or "Executive Officer" user groups, you must have one of the "Permissions Data Entry" exception override permissions.

In addition, if you are working in a divisional database, you must be set up as Continuum staff in the Human Resources module in order to access and configure the global electronic signature rules.