The System Setup module's Service Records Editing Rules feature is used to set note and contact writing and editing, group activities, and reception desk attendance rules for each program, including default editing windows, backdating windows, and locking rules. 

To set the service records editing and sign off rules for a specific program, complete the following steps from the AWARDS Home screen:

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.

3. Click the Program drop-down arrow and select the program for which the service records rules are to be set.

  TIP: To set the rules for multiple programs at once, select one of the "All" program groups as needed, instead of an individual program.  

4. Click Service Records Editing Rules.  The Service Records Editing Rules page is displayed.

  NOTE: If a program group was selected in step 3, each program in that group is listed separately on this page. Complete the steps that follow to adjust the business rules for each individual program as needed.

5. In the Standard Window field, type the number of days during which a note, contact, activity record, or attendance can be entered or edited.  (For example, if the standard window is set to ten days, users can enter and edit notes/contacts dated with today's date or dates in the past ten days, or enter group activities or reception desk program attendance entries going back ten days.)
6. In the Backdate Permit Max field, type the number of days during which a note, contact, activity record, or attendance can be entered or edited if the user has a backdated data entry permission. 

  NOTE: In order to backdate progress notes, you must have the "Backdated Progress Notes Data Entry" permission.  In order to backdate contacts log entries or group notes, you must have the "Backdated Contacts Log/Group Notes Data Entry" permission.  In order to backdate contacts log entries that contain notes, you must have both the "Backdated Contacts Log/Group Notes Data Entry" and "Backdated Progress Notes Data Entry" permissions.  In order to backdate Reception Desk Program Attendance or Group Activities entries, you must have the "Backdated Reception Desk Log Data" permission.

7. Click one of the Additional Editing Rules (for Progress Notes Only) radio buttons to indicate whether notes should ever be closed and locked from further editing, and if so, when.  Available options are:

IMPORTANT! These rules are distinct from electronic signatures which result in a note being locked from further edits at the time it is signed by a specific staff person.  For information on setting electronic signature rules, click here.  For information on signing notes electronically, click here.

  No Automatic Locking - When selected, progress notes are never locked automatically.  They are only locked when a staff member manually selects the "Lock progress note" option during the progress notes data entry process, or when the note is electronically signed.

  TIP: This feature is a global optional enhancement that is turned on by default. If you would like it to be turned off so that it is no longer available on the note and contact editing rules page, please contact the Help Desk for assistance.

  Lock Progress Note Immediately - When selected, progress notes are locked immediately after they are written and saved, and they can no longer be edited after that time.

  NOTE:This rule applies to progress notes and contacts log entries that contain notes, regardless of the location from which those notes are entered (the Employment module Progress Notes feature or the Services - Individual module's Progress Notes or Contacts Log features).

8. Click the Strike Through drop-down arrow and select "Yes" or "No" to indicate whether strike through is allowed on locked progress notes.  When this option is set to "Yes," a "Strike Through Original Note Text" option is available for amendment purposes when writing a progress note with the same writer, consumer, date, time, note type, and service type of an existing progress note.

  NOTE:This rule applies to progress notes only, but it does NOT apply to electronically signed progress notes.

9. Click APPLY RULES.  The service record editing/writing rules are saved and a read-only report version of the rules are displayed on the Service Records Editing Rules Applied As Shown page, along with updated "Rule Entered By" information.

  TIP: To make additional changes to the editing/writing rules at this time, click DATA ENTRY to return to the Service Records Editing Rules page.

The process of setting service records editing/writing rules is now complete.

  https://demodb.footholdtechnology.com/help/?10766