The E-Signatures Configurations tool in AWARDS is designed to allow users to create custom signature sets for the purposes of designating who should electronically sign records, and which options they will have in the signing interface when doing so. This tool is currently available for:
Monthly Checklists - As of July 2019, this feature provides electronic signatures functionality for a new location in AWARDS - monthly checklists (the monthly view within the Services - Individual module's Res / Day Hab Daily Checklist feature).
IMPORTANT! The Res / Day Hab Daily Checklist is an optional database enhancement. If this feature has been made available in your AWARDS database, please keep in mind that its label in the Services - Individual module is configurable and may look differently depending on the program you're working with. Regardless of the label used, the functionality - including its e-signatures configuration - is the same as that described in Online Help.
TIP: If the Res / Day Hab Daily Checklist has not yet been turned on in your AWARDS database and you would like to learn more, please click here.
The E-Signatures Configurations functionality is very similar to the e-signatures configuration process in the PlanBuilder feature; however, whereas in PlanBuilder each format has its own set of signature options, in Progress Notes you have the ability to configure signature sets for both note types and program types in your database, and in Monthly Checklists you have the ability to configure signature sets for various program types.
Features in E-Signatures Configurations include:
Options to configure default signature sets at the database-wide level, or for specific note types (applies to progress notes only)
Ability to configure unique signature sets for each progress note type, as well as for various combinations of note and program types (applies to progress notes only)
Full flexibility in determining the number of signatures available for records, with options for staff, client, and third-party signers
Options to document signature refusals, and to note when the signer is unavailable for signing
Ability to provide an optional comments section for each signer
Internal audit alert messages in the Messages module when records are available for signing
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 sent to them within AWARDS letting them know when a record is available for signing. In order for those notifications to be sent, the Notifications feature must be configured.
Ability to set up signing order workflow requirements
Reporting that allows for true quality assurance of record signing status
The E-Signatures Configuration Process
The process for setting e-signatures when using the Configurations tool has three primary steps:
1. Working with Signature Sets
The entirety of a record's signature section configuration is referred to as a "set." The first step in the process of configuring e-signatures is to create a set. Once created, you'll use subsequent steps to add one or more order levels, along with one or more signature lines within each of those order levels.
2. Working with Order Levels
The second step in the process of configuring e-signatures is to add an order level to the set. A signature set's order levels enable you to group like signatures together for organizational purposes. They also enable you to determine the workflow for signing by specifying whether one or more signatures from a given order level must be applied to the record before individuals within the second order level will be allowed to sign, and so on. Based on these requirements AWARDS will recognize which order levels are currently open for signing on any given record, and notify relevant employees via AWARDS Messages.
3. Working with Signature Lines
The third and final step in the process of configuring e-signatures is to add signature lines to the order level. The signature lines for each order level are displayed in a sub-index beneath that order level's heading and requirements information. It is here you will set the type of signatures to be included in the record, the role of each individual who is to sign, and whether there are any requirements or optional settings allowed in each instance.
IMPORTANT! Upon completion of the configuration process for progress notes, a behind-the-scenes hierarchy is used to determine which of your existing signature sets (if more than one) a user sees when he or she signs a progress note. We strongly recommend familiarizing yourself with this hierarchy BEFORE getting started with your configurations, as doing so will help you better understand how to approach your progress note e-signatures configuration in a holistic way. This hierarchy is NOT relevant to other signature configurations such as monthly checklists.
The E-Signatures Configurations feature is accessible to users with the E-Signatures Configurations permission, assigned under Permissions Maintenance. Once access has been granted, initial next steps vary based on the AWARDS feature for which e-signatures are being configured:
Progress Notes - It is intended that once the E-Signatures Configurations tool has been made available, agencies will take the necessary time building out these signature sets while the old progress notes signature rules remain in effect. When everything is good to go with all configurations done and your agency is ready to make the change to those new configurations, Foothold will help you flip the switch globally in your database. From that point in time the new signature sets will be applied to any previously unsigned progress notes, and for all new notes moving forward.
Monthly Checklists - Electronic signatures are available for use in monthly checklist records as soon as they are configured using the E-Signatures Configurations tool. No additional steps are required; however, we strongly advise you to consult with your Foothold Customer Success & Advocacy team representative before moving forward so that they can help you make sure that your e-signature settings will meet your programs' needs.
TIP: A For both configuration types, an Electronic Signatures Configurations ReportBuilder - available in the Reports module - can be used to help you keep track of what configuration work has been completed at any point.
Please reach out to your Foothold Customer Success & Advocacy team representative when you are ready to begin using this exciting new functionality!
The E-Signatures Configurations feature is available to users with the following permissions:
Working with Signature Sets - Step 1 in the e-signatures configuration process. Learn how to enter and update e-signature sets.
Working with Order Levels - Step 2 in the e-signatures configuration process. Learn how to enter and update e-signature order levels.
Working with Signature Lines - Step 3 in the e-signatures configuration process. Learn how to enter and update e-signature lines.
Using the E-Signatures Configuration ReportBuilder - Learn to generate customized reports of electronic signature configuration information.
A Closer Look @ Progress Note E-Signatures Configuration
Progress Note E-Signatures Configuration Hierarchy - Learn about the types and levels used to determine which e-signature set users see when signing progress notes.
IMPORTANT! This hierarchy is NOT relevant to other signature configurations such as monthly checklists.
Frequently Asked Questions
Training Films & Demonstrations
E-Signatures Configurations - Editing Signature Sets (4 min) - August 2019
FootholdConnect Event Recordings
E-Signatures Configuration - Progress Notes (1 hr 9 min) - May 2019
Join us for a review of the Progress Notes component of the E-Signatures Configurations tool in AWARDS, made available in February 2019. This functionality is designed to replace existing electronic signatures functionality (accessible via Business Rules) for progress notes. It is used to create custom signature sets for the purposes of designating who should electronically sign progress notes, and which options they will have in the signing interface when doing so.