Working with Order Levels







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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 records, and notify relevant employees via AWARDS Messages. (Notifications require that the signature type for a signature be set to "Employee.") 

To create an order level in a signature set, or to make changes to or delete a set's existing order levels(s), complete the following steps from the AWARDS Home screen:

    1. Click Administration from the left-hand menu, and then click Builders & Tools.  The Builders & Tools fly-out menu is displayed.
    2. Click E-Signatures Configurations, and then click the type of record for which signature sets are to be configured:

  Progress Notes The Electronic Signatures Sets page is displayed.  Continue with step 3.

  Monthly Checklist The Electronic Signatures Sets page is displayed, listing any existing monthly checklist signature sets.  Continue with step 4.

    1. Click the Note Type drop-down arrow in the upper-right corner of the page and select the note type for which a signature set's order levels are to be worked with.

  NOTE: The Note Type selection list includes all note types configured for your database across all programs, listed in alphabetical order, along with an "All Note Types Default" selection option at the top of the list.  That option will be applied to all note types that do not have a configuration set, and all program types that do not have a configuration or default set for a note type.  For more information, see the E-Signatures Configuration Hierarchy details page.

The page is automatically refreshed to display any existing signature sets for the selected note type.

    1. Click the checkbox to the left of the signature set for which the order levels are to be worked with, and then click the Edit icon from the action bar above the signature sets table.  The signature set data entry page is displayed.

IMPORTANT! If any portion of an existing signature set to which you are making a change has been used on a saved client records, AWARDS must inactivate the entire set (as of today's date) and then create a new copy, which can be added to or edited as needed.  When you click a signature set radio button and click an action bar icon in these instances, a confirmation pop-up is displayed.  To proceed with inactivating the signature set and creating a new duplicate set in which changes can be made, click Yes, and then click OK to acknowledge that your new set has been created.  (The index is refreshed and you can then proceed with your edits.)  To inactivate the entire signature set WITHOUT creating a duplicate copy of that set, click No.  Note that in all instances the inactivated version of a set is kept as part of already saved client records, while moving forward the new active version of the set (if you have chosen to create one) is applied to all new records using this signature configuration.

Exceptions to the above rule are made at the signature line level.  Most changes at that level are allowed without the need to inactivate.

    1. Click Signatures from the left-hand menu.  The order level data entry page is displayed.

  NOTE: The data entry page can also be used to add or make changes to signature lines. Each order level has a signature lines sub-index for this purpose, along with an action bar for adding, editing, viewing, and deleting those signature lines.

    1. Use the "Order Level/Order Level Header" fields and options on this page to add a new order level or make changes to existing order levels as needed.  A delete option is also available in some instances, if needed.

  TIP: For more information on each relevant field/option on the data entry page, see Order Level Fields/Options below. 

    1. When all additions or changes are complete, click Save.  The updated signature set is saved, and a confirmation page is displayed.

The process of working with a signature set's order levels is now complete.

Order Level Fields / Options

As noted above, when a signature set is added or updated, the signature set data entry page is displayed:

For the purposes of working with the set's order levels, configure the fields/options in the "Order Level/Heading" portions of the page as needed (listed here in order of their appearance on the page), and then click Save to complete the data entry process.  (To delete the order level entirely if it has no signature lines, use the available Delete option instead.)  The updated signature set is then saved, and a confirmation page is displayed.

  TIP: When a signature set is created, one default order level is added to it automatically.  Additional order levels can be added using the +Add Order Level link at the top of the page.  If any portion of a signature set to which you are adding an order level has been used on a saved client record, AWARDS must inactivate the entire set (as of today's date) and then create a new copy, which can be added to or edited as needed.  When you click +Add Order Level in these instances, a confirmation pop-up is displayed.  Click Yes to proceed with inactivating the signature set and creating a new duplicate set, and then click OK to acknowledge that your new set has been created.  The index page is then refreshed and you can proceed with adding your new order level, as well as making any other changes or additions that are needed.  (Clicking No will inactivate the entire signature set WITHOUT creating a duplicate copy of that set.)  Note that in all instances the inactivated version of a set is kept as part of already saved client records, while moving forward the new active version of the set, including your new order level, is applied to all new client records using this signature configuration. 

Once a signature set is saved, a "Signatures" subsection of the record becomes available for data entry and can be used to add order levels and/or signature lines.  This subsection can be shown/hidden for data entry as needed using the left-hand menu.  Keep in mind that the subsection has its own sub-indexes and Save button for data entry purposes.

Order Level

Defaults to the next numerical value based on the number of existing order levels, beginning with 1, but can be changed as needed to adjust the order level's display within the signature set; to do so, click the available drop-down arrow and select the correct number.  Adjust the order level of any other signature sections for the signature set accordingly so that there are no duplicate numbers.

IMPORTANT! If the order level of a signature section is changed, the ordering of other signature sets are NOT automatically adjusted to reflect the change; for example, if there are two signature sections and the order level for section 2 is changed to 1, the numbering on the section that was originally 1 must be manually changed to reflect that it is now 2.

  NOTE: All order level selections are saved automatically; no manual save is needed.

Order Level Header

In this field, type or make changes to the overall label for the signatures being configured.  This is an optional field that, if filled in, will be displayed above this group of signatures in the record being worked with.

  NOTE: All order level header selections are saved automatically; no manual save is needed.

Require Before Next

Click this drop-down and make a selection to indicate how many (if any) signatures from this order level must be applied to the client record before individuals from the next order level will be able to sign.  Available options are:

  One - When selected, only one of any of the signatures configured in this order level is required in order for individuals from the next order level to also sign the client record.  As soon as one of these signatures has been applied, any employees from the next order level will be notified via an AWARDS Message that the record is now available for their signatures. (Notifications require that the signature type for the signatures be set to "Employee.")

  All - When selected, all of the signatures configured in this order level are required in order for individuals from the next order level to also sign the client record.  As soon as all of these signatures have been applied, any employees from the next order level will be notified via an AWARDS Message that the record is now available for their signatures. (Notifications require that the signature type for the signatures be set to "Employee.")

  NOTE: During the data entry process for a client's record, the record will automatically display an "Other Signatures Required Before Signing is Available" note for any signature lines not yet open for signing based on the rules set here, and signing will be prevented until the rule requirement(s) are met. 

The default value is no selection - a blank - meaning that there are no requirements for that order level.  Leaving this selection blank for all order levels should only be used in the event that you don't have any workflow specifications for the client record and any individual configured to sign can do so at any time.  A blank requirement can also be set for the last order level on the record in all instances.

  NOTE: All require before next selections are saved automatically; no manual save is needed.

IMPORTANT! Available for e-signing messages tip! When setting up your order levels, please take into consideration that when the signatures page is saved in the  client's records for the first time, it will result in an automatically generated AWARDS message to any employee(s) configured to sign the record as part of the first order level.  Because the record might not be fully ready for signing at that time we recommend limiting the first order level to only the employee who can designate that the record has been completed, and setting Require Before Next for that order level to either "One" or "All."  (If Order Level 1 has multiple signers, Require Before Next might be set to "One" if any of the signers within that order level can approve the record for subsequent signers, or "All" if all of the signers within that order level must approve the record before subsequent signers are allowed to sign.  That way, once everyone in Order Level 1 has signed the record it will be locked from further edits and any employee(s) in the second and/or subsequent order levels will be notified that signing is now available to them (based on whatever requirement rules have been established for each of the record's order levels).

Using a progress note e-sign configuration as an example, imagine that a program's workflow requires that the note writer finalize and sign the note.  Once that's been done, either the client or his/her guardian must sign, and then as a final step in the process the note writer's supervisor and/or the program director sign off on the note as well.  To configure the note's signature section in this way, you'd want to set it up to look as follows: 



In this sample configuration Require Before Next is set to "All" for the first order level because in this scenario no one but the note writer should be allowed to sign the note initially.  (Because there is only one role designated in Order Level 1, choosing "One" will also work.)  As soon as the signatures page of the note has been saved in Progress Notes, the selected (or default) individual designated there will receive an AWARDS message that he/she can sign the note.  Once that signature has been applied, either the client OR the guardian must sign the note before people in the next order level are allowed to sign, as indicated with a Require Before Next selection of "One" in the second order level.  The application of that signature will result in the note being opened for a supervisory review (represented by order level three), and at that time both the note writer's supervisor and the program director will receive an AWARDS message alerting them to that fact.  Note that in order level three of this example, no Require Before Next selection was necessary because it's the last order level on the note.

Delete

To delete an order level entirely, click the Delete icon.  Keep in mind that an order level cannot be deleted unless all of the signature lines it contains are deleted first.

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