IMPORTANT! Currently, only the monthly checklist component of the Res / Day Hab Daily Checklist feature is available for e-signing. The daily and weekly checklists cannot be e-signed.
To access and electronically sign a monthly checklist, or to assist a client or other individual in doing so, complete the following steps from the AWARDS Home screen:
- Click the Program drop-down arrow in the upper-right corner of the page and select the program associated with the client whose monthly checklist is to be e-signed.
- Click Charts from the left-hand menu, and then click Services - Individual. The Individual Services menu fly-out is displayed.
- Click Res/Day Hab Daily Checklist. The Res/Day Hab Daily Checklist settings page is displayed.
NOTE: The label of this feature and the pages within it vary based on the type of program being worked with; for example, the feature is typically shown as Res Hab Daily Checklist for Residential Habilitation programs, and Day Hab Daily Checklist for Day Habilitation programs. Other programs may have a more generic label in place for all programs, such as Hab Daily Checklist. Regardless of the label used, the functionality is the same as that described in this portion of Online Help.
- Click the Individual drop-down arrow and select the individual for whom the monthly checklist is to be e-signed.
TIP: If the checklist to be e-signed is for a former (discharged) individual, first click the Roster Archives checkbox.
- Click the Display drop-down arrow and select "Monthly." The page is automatically refreshed to replace the Date field with separate Month and Year options, as shown here:
- Click the Month and Year drop-down arrows and select the month for which the monthly checklist is to be e-signed.
- Confirm that the Database selection is set to its default - "Data Entry."
IMPORTANT! Typically e-signatures are applied in AWARDS in report mode; however, the monthly checklist can only be e-signed when accessed from data entry mode. If "Reports" is selected here 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.
- Click CONTINUE. The monthly checklist page is displayed for the selected month. The top of this page contains a read-only table of data for the month as previously entered on the daily and weekly checklists. It is followed by the monthly checklist data entry table with a row for each goal/service, and then the signature lines.
- Review the existing data in the monthly checklist table, and if needed make changes or additions using the following fields and options:
NOTE: If this monthly checklist has already been e-signed, the data entry table is locked from editing. If this is the case, or if the table is not locked but no data changes are needed, skip ahead to step 10.
Status
Criteria to Meet (may be labeled differently)
Comments
TIP: For more information on these fields/options, see Completing the Daily Checklist.
- Scroll down to the bottom of the page and review the signatures section. If the monthly checklist has been configured to include one or more "Employee" e-signatures, the individual employee names must be selected for each during the data entry process. Confirm that the correct individuals have been selected here and, if not, do so at this time.
NOTE: Although signing a monthly checklist lists the content from further edits, an employee selection can still be made and changed as needed after signing as long as the employee signature line itself has not yet been used for signing. In this context, a record of refusal/unavailability is NOT considered a signature and does NOT prevent selection of a new/different employee at this time.
NOTE: When the monthly checklist page is saved in data entry mode for the first time, an AWARDS message is automatically generated and set to any employee(s) configured to sign the checklist as part of the first order level. For more information on signing order levels and workflow, click here.
- Click CONTINUE to apply your changes, if any, and to continue with the signing process. A read-only report version of the monthly checklist is displayed.
- If no additional changes are needed, scroll down to the signature lines at the bottom of the page.
Based on how your agency has chosen to configure monthly checklist e-signatures, along with who has or has not already signed the monthly checklist, you will see one or more signing links:
TIP: For more information on the ways in which monthly checklist e-signatures can be configured, click here.
Click to Sign - Available for staff that are eligible to sign the monthly checklist if they have not already done so.
Allow Client to Sign - Available when staff are assisting eligible clients with the signing process, as long as the staff member is also eligible to sign that checklist him/herself.
Allow Other to Sign - Available if the monthly checklist was configured to include an electronic signature line for someone other than an employee or client. Displayed for all staff with access to the checklist so that they can assist the applicable "other" with the signing process.
Click for Refused/Unavailable - Available if the monthly checklist was configured to allow for recording of a signature refusal or signer unavailability for a given signature line.
IMPORTANT! If, in place of one of the above links you see the note "Other Signatures Required Before Signing is Available," it is an indication that the monthly checklist has been configured in such a way that one or more other signatures are required before action can be taken. If you are assigned to an employee signature line not yet available, you will be notified via AWARDS Messages when your signature is required.
NOTE: When viewing this page, please keep in mind the following:
If a default authority level was specified for a particular signature line when the monthly checklist was created, and the "other" option was not made available, the default level is displayed on the page; otherwise, no authority level information is shown.
Until a signature line has been used to electronically sign the monthly checklist, a default blank line is displayed to allow for a manual signature in case the checklist needs to be printed before e-signing takes place. (To print out the checklist for manual signing at any point, access it by selecting the "Reports" option from the Database drop-down on the Res/Day Hab Daily Checklist settings page in step 7 instead of "Data Entry" as is required for e-signing.
Signature titles are only required during note configuration for the "Employee" signer type. If one was not specified for a "Client" or "Other" signature line, that line is identified by the signer type only.
- The monthly checklist can now be electronically signed. To do so, click the appropriate signing link and complete the corresponding signing process, or assist the client and/or other individual in doing so:
Click to Sign (for use by staff)
The Electronic Signatures Signing dialog box is displayed. Configure the options in that dialog box as follows:
NOTE: If, during the process of setting up your electronic signature, you specified default signature settings, those settings are reflected here. As a result, you may not need to configure the options below - with the exception of entering your PIN (which is always required) - unless it is necessary to adjust the defaults.
NOTE: Some of the signing options detailed here are optional and may not be available based on how your agency configured this signature line. Those that are available may offer selections that vary from those listed here, also based on the signature line's specific configuration.
Sign With - Monthly checklists can be signed using initials or full name images. Click the radio button next to the type of image with which you want to sign this checklist - "No Image," "Initials Image," or "Full Name Image."
NOTE: Sign with options are only available for the images you uploaded during the process of setting up your electronic signature that were also noted as allowed for this signature line by your agency. So, for example, if you only uploaded a full name image, the "Initials Image" option is not available here even if your agency has allowed signing the note in that way.
Comments/Note - In this text box type any comments or notes in regard to your signing of the monthly checklist, if applicable.
Authority Level - Click the checkbox next to the statement that describes your authority level in relation to this monthly checklist. If "Other" is selected, enter a value in the corresponding field.
TIP: If this signature line was configured to use a default authority level, that authority level is pre-selected by default. If a default authority level was NOT configured, but the "Other" option is available for this signature line, it will be pre-selected instead. Either pre-selection can be unchecked as needed, but only one option can be checked at a time. If nothing is checked here, no authority level will be displayed with the signed record.
Date and Time Stamps - The Date and Time checkboxes are automatically selected by default so that a date and time stamp is included with your electronic signature. De-select one or both of these options if needed.
NOTE: If these checkboxes are not available, it is an indication that your agency has opted to have all electronic signatures date and time stamped automatically.
Credentials - Click the checkbox next to each credential to be included with your signature.
NOTE: This portion of the signing dialog box is only available when credentials have been specified for you in the Human Resources module Staff Information feature.
Job Title - 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 signing dialog box. If no job title is found it will instead display "<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 signature.
PIN - In this field, type your five-digit PIN to confirm your identity.
Continue with step 14.
Allow Client / Other to Sign (for use by staff assisting clients/others in signing)
If the signer type is "Client" and a default signing method for clients was specified during your signature setup process, the Electronic Signatures Client Signing dialog box is immediately displayed, prompting the client to complete the corresponding signing process.
If the signer type is "Other," or if the signer type is "Client" but a default signing method was NOT specified and more than one signing method is available (as determined by "Touch" and/or "Signature Pad" selections under System Setup > Business Rules > global Electronic Signature Rules), a series of radio buttons on the page will note those methods. Click the appropriate radio button, click OK, and then complete the corresponding signing process.
NOTE: Some of the signing options detailed here are optional and may not be available based on how your agency configured this signature line. Those that are available may offer selections that vary from those listed here, also based on the signature line's specific configuration.
Signing by PIN - Monthly checklists can be signed using initials or full name images. Click the Sign With radio button next to the type of image with which the client is to sign this checklist - "No Image," "Initials Image," or "Full Name Image."
NOTE: Sign with options are only available for the images you uploaded during the process of setting up your electronic signature that were also noted as allowed for this signature line by your agency. So, for example, if you only uploaded a full name image, the "Initials Image" option is not available here even if your agency has allowed signing the note in that way.
IMPORTANT! If the client does not have a PIN, and you do not have the ability to assist him/her in setting one up, he/she will be prevented from signing the monthly checklist using this method. If you DO have the ability to assist the client in setting up a PIN, click the Click here to Assign a PIN link displayed at this time.
In the PIN field, direct the client to type his/her five-digit PIN to confirm his/her identity.
To exit without signing the monthly checklist, click Cancel.
Signing by Signature Pad - Direct the client to use the signature pad to enter his/her signature. Click Draw to give focus to the signing area before the client signs on the pad, Clear if you'd like to clear what has been entered using the pad, or Cancel to exit without signing the monthly checklist.
Signing by Touch - Direct the client to use his/her finger or a stylus to enter his/her signature directly on the screen when using a tablet, touchpad, or other touch-enabled device, or to use the mouse to sign on the screen if the device is not directly touch-capable. Click Clear if you'd like to clear what has been entered, or Cancel to exit without signing the monthly checklist.
On the e-signing interface the client or other individual may also be asked to select or supply authority level information, and in the case of other individuals, to enter his/her name and title on the page. A Comments/Note text box may also be available for the client or individual's use. Be sure to complete those data entry steps in addition to the actual signing described above.
Once the appropriate signing method has been used, including any corresponding data entry, continue with step 14 to complete the signing process.
Click for Refused / Unavailable (for use by staff or by staff assisting clients/others)
The Signer Refused/Unavailable dialog box is displayed. The content of this box will vary by signer type, and may include the following:
Name/Title - (Only available when the signer type is "Other.") - Enter the name and title of the individual who is refusing to sign, or is unavailable to sign, this monthly checklist.
Refused/Unavailable Reason - Click this drop-down arrow and make a selection to indicate why the assigned employee, client, or other individual is not signing this monthly checklist.
Comments/Note - In this text box type any comments or notes regarding this refusal or the circumstances of the assigned signer's unavailability.
Date and Time Stamps - (Only available when the signer type is "Employee") - The Date and Time checkboxes are selected by default so that a date and time stamp is included with your record of the signature refusal or signer unavailability. De-select one or both of these options if needed.
NOTE: If these checkboxes are not available, it is an indication that your agency has opted to have all electronic signatures date and time stamped automatically.
Job Title - (Only available when the signer type is "Employee") - Job title information is automatically taken from the Human Resources module Staff Information record for the employee assigned to this signature line. If no job title is found it will instead display "<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 refused/unavailable record.
Configure the fields and options on this page as necessary, and then continue with step 14.
- Click SIGN NOW or have the client do so, if applicable.
IMPORTANT! Clicking the SIGN NOW button is an acknowledgment that the individual doing so is the authorized signer. An electronic signature constitutes a legally binding symbol that authenticates the document to which it is attached.
When SIGN NOW is clicked, the following takes place:
The monthly checklist is signed and the electronic signature is displayed with that checklist (replacing the default blank signature line). The signature for staff members is composed of authority level, follows by signer name and credentials (if included), job title, the signature or initials image if one was selected or the image captured with a touch device, and the date and time on which the note was signed if that information was set to be included. For clients and others, the signature includes the signature or initials image if one was selected or the image was captured with a touch device, the signature title (or relevant label if a signature title was not set up), and the date and time on which the monthly checklist was signed.
NOTE: Job title information is taken from your Staff Information record in the Human Resources module. If you are a staff member the signature will always display your job title as of the time the monthly checklist was signed, regardless of whether that title changes in the future.
Keep in mind that the signatures will display on the monthly checklist in the same order in which they were configured.
The monthly checklist is locked from further edits.
The process of electronically signing a monthly checklist is now complete.
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