Setting Up or Modifying a Client's Signature






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To set up electronic signature images, a PIN, and/or default e-sign settings for an active client for the first time so that he/she can sign eligible progress notes, service plans, or FormBuilder forms, or to make changes to the e-sign settings information if it was set up in the past, complete the following steps:

  TIP: If the client in question has his or her own AWARDS login, that client can complete the required setup on his/her own.  Please ask the client to complete the steps found under Setting Up or Modifying Your Electronic Signature.

  TIP: If the client will be signing individual records using a signature pad or "touch" device (as indicated with the global rules detailed here) than saved images and a PIN, electronic signature setup is not required for him/her.  Instead, please refer to the e-signing instructions found under the portion of Online Help related to the type of record being signed.

    1. From the navigation bar, click in the Client Search box (or click the Search icon).  The Advanced Search window is displayed.

    1. Search for the client whose electronic signature is to be set up or modified by entering identifying information in one or more of the fields in this window.

  NOTE: The available search fields may vary from those shown here.

    1. Click the Number of Results drop-down arrow and select the number of client matches to be included in the Search results.
    2. Click Search.  The Client Search Results page is displayed. 

This page lists those clients with AWARDS records for whom all or part of the search criteria entered on the previous page are a match.

    1. Click the link for the currently enrolled client whose electronic signature is to be worked with.  The [Client Name] Information page is displayed.

  TIP: Based on database setup, the client link is found in either the Status or Name column.

    1. Click Client E-Signature Settings.  The Electronic Signatures page is displayed.

    1. Any electronic signature images previously uploaded and currently in use for this client appear in the "Current Image" portion of this page.
    2. Eligible records can be electronically signed using initials or full name images.  Those images can be saved in AWARDS in any of the following ways:

  Choose file (saved image upload) - To upload either type of image for the first time, or to replace a previously uploaded image, click the corresponding Choose File button.  When prompted, select the file to be uploaded from its location on your PC, and then click Open to return to the settings page.

  TIP: Image file types must have one of four extensions in order to be uploaded:  .GIF, .JPEG, .JPG, or .PNG.  The maximum file size for any uploaded image is 500KB.

  Signature Pad - To capture the client's signature directly using a signature pad and to then save it for use in AWARDS, click Signature Pad.  The page is refreshed to display related options.  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 close the signing area and remove the signature pad-related options.

  NOTE: This option is only available if the "Signature Pad" option has been checked off under System Setup > Business Rules > global Electronic Signature Rules.

  Touch - To capture the client's signature directly using "touch" functionality and to then save it for use in AWARDS, click Touch.  The page is refreshed to display related options.  Have the client use his/her finger or a stylus on a touch-screen device (such as a tablet) or a touchpad, or use a mouse to sign within the white signing block on the AWARDS page.  Click Clear if you'd like to clear what has been entered, or Cancel to close the signing area and remove the touch-related options.

  NOTE: This option is only available if the "Touch" option has been checked off under System Setup > Business Rules > global Electronic Signature Rules.

  NOTE: If the client signs with an image and that image is later replaced, the change is only applied from that point forward.  The previous version of the image remains in place on any records signed with it.

    1. When signing with a saved electronic signature, the client must enter a PIN to confirm his/her identity.

  TIP: When your AWARDS database is set up under System Setup > Business Rules > global Electronic Signature Rules to use signature or "touch" signing features, clients may also sign individual  records directly, in which case a PIN is not required.  To use one of these methods of signing instead, please refer to the e-signing instructions found under the portion of Online Help related to the type of record being signed.

  To set a new PIN - To create a PIN for the first time, have the client enter a five-digit number in the PIN field, and then re-enter that number in the PIN Confirmation field.

  To replace an existing PIN with a new PIN - To replace the client's existing PIN when that PIN is known, have the client enter it in the Current PIN field.  He/she should then enter the new five-digit PIN in the New PIN field, and then re-enter it in the New PIN Confirmation field.

  To reset a forgotten PIN and all electronic signature information - If the client has forgotten his/her PIN, click RESET PIN at the bottom of the page.  The Electronic Signatures PIN Resetting page is displayed.  Click Continue to complete the reset process.  The client's PIN and electronic signature images are reset and he or she will need to re-enter them.

  TIP: PINS cannot be all zeros (00000). 

IMPORTANT! There is no way for AWARDS to remind you or the client of his/her PIN once it has been set.  The PIN should be memorized by the client or kept in a secure place.  It should not be shared with others.

    1. The "Default Sign With" portion of the settings page enables you to specify default signature settings for use when signing progress notes or service plans in the future.  To create default settings, click the radio button next to one of the image type selections to indicate whether the default signature should use "No Image," the "Initials Image," or the "Full Name Image."

  NOTE: If an image type is selected for which an image has not been uploaded or captured, records will be signed with no image.

    1. Click CONTINUE.  The client's electronic signature settings are saved and a read-only confirmation page is displayed.  This page includes a thumbnail picture of any uploaded image file(s) or captured signatures, a note (in red) regarding whether or not a PIN has been set (the PIN itself will never be displayed), and a copy of the default sign with settings.

  TIP: To make changes to the settings at this time, or to correct an error (for example if the PIN and PIN confirmation did not match) click DATA ENTRY to return to the Electronic Signatures page.

The process of setting up or making changes to a client's electronic signature information is now complete.

  TIP: Only one signature is required per client - setup does not need to be conducted on an individual program basis if the client is currently in more than one program.

IMPORTANT! When a client is discharged from AWARDS and there are no longer any active program episodes for him/her, all saved electronic signature settings for that client (including uploaded images) are removed.  As a result, only currently enrolled clients can electronically sign progress notes, service plans, or forms using saved images and a PIN.  Discharged clients can sign with the assistance of a staff member only when the optional signature pad or touch features are in use.  This most notably impacts the e-signing process for discharge records.

  https://demodb.footholdtechnology.com/help/?11665