ELECTRONIC SIGNATURE GUIDE

Enabling E-Signature for the Agency

The e-Signature feature can be enabled and disabled under the Agency setup. If this is enabled, the agency administrator(s) has/have the option to set the number of days a user's PIN expires relative to the last date it was set.

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Enabling/Setup E-Signature for the user Carestaff

If e-Signature is enabled for an agency, each field staff can use this feature provided that it is enabled on their accounts. This can be configured under the user’s setup. The admin can also reset the user's PIN here when needed.

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Electronically Signing OASIS

To sign the document electronically, click on the “Electronically Sign” button. The field personnel who were selected as the admitting care staff will be the Admitting Care Staff for this episode. Hence, they will also sign the OASIS. The E-signature button will only appear once the assessment has been saved, validated and locked.

A new pop-up window will appear. It will prompt the user to put in the user E-signature PIN. Click on “Sign OASIS” to successfully sign the oasis.

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Electronically Signing Visit Notes

To sign the document electronically, click on the “Electronically Sign” button. To be able to sign a document, the user needs to Save, Review and Lock the note first. When the Electronically Sign button is clicked, it will show a pop-up window that enables the user to put in the user E-signature PIN as well as the Sign Date to complete the task.

After signing, the QA functionality will be enabled.

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Electronically Co-signing Visit Notes

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The Visit Notes in the system can be co-signed by another care staff that is either supervising or assisting the assigned clinician.

This could be done by clicking on the “Co-signing Carestaff” button. The user needs to enter the first few letters of the clinician’s last name and selecting from the names provided.

After selecting the co-signing carestaff, his/her name will appear on the lower right area of the visit note.

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To sign the form, click on the Electronically Sign button located on the form’s toolbar.

The Alternate Flow of Electronically Signing and doing QA Work on Visit Notes

Instead of the usual Save – Review – Lock – QA - E-sign flow when validating the notes, agencies who would like to do further QA checks even after the visit note has been completed by the care staff, they can have the function enabled at the Admin-Agency’s general settings.

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With this preference in place, upon completion of the note, the system will urge the user to save first.

The “Lock” button is disabled as the e-sign feature acts as the lock utility.

Only after the note has been e-signed will the “QA Comments” button can be clicked.

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This option gives clinician who does QA checks to double-check the visit notes done by the care staff/field staffs and to relay changes that needs to be done on the visit notes. If there are no changes, the QA or clinician can just mark it as QA completed.

Please note that if there are any changes done by the QA, the visit note will be back to 'In Progress' status.

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Electronically Signing the Plan of Care or 485

For the physicians to sign the POC, the following steps should be done.

1. After filling out the POC, the document should be flagged for review.

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2. Once the POC is flagged for review, the staff in-charge can now review the document. Once done, the user can click Review/Sign.

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3. The “Sent POC” button will be enabled after the user flagged the Plan of Care for review. This means that the document is now ready to be sent to the physician for signing.

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Clicking on this button will open a new window that enables the user to put in the sent date and e-sign the document.

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Electronically Signing a Physician’s Order

The PTO forms can be signed electronically by the staff for the order. Upon completing the order form, the user must define the clinician(s) that will be signing the Physician’s Telephone Order.

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To do this, put in the first few letters of the clinician’s last name and select the care staff assigned to sign the note. Should there be any other care staff involved in the creation and implementation of the doctor’s order, the information can be placed on the correct slots that are provided within the form.

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The assigned care staff will be able to sign the form by clicking on the “E-signature” button located at the lower part of these slots.

Electronically Signing a Telephone Communication Note

The function is the same as that of the PTO e-signature wherein the user should enter the assigned staff for the Telephone Communication Note (TCN) so that the system can identify the user who should e-sign the said document.

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To do this, put in the first few letters of the clinician’s last name and select the care staff assigned to sign the note.

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The assigned care staff will be able to sign the form by clicking on the “E-signature” button located at the lower part of these slots.

Electronically Signing Other Notes

Other Note is a generic term to notes that are not available in the default database but was requested by an agency for their use. This is available along with the rest of the multidisciplinary and special visit forms like the summaries, case conferences and lab worksheets when a user clicks on the white part of the date in the Main Calendar.

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Upon opening one of these Other Notes, notice that there is a “Carestaff” button on the upper left of the page. This is used to assign staff information to the note.

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After clicking, select the care staff to be assigned after putting in a few of the first few letters of the clinician’s name and select from the drop down. For the staff to e-sign, they would have to click on the “Electronically Sign” button located on the form toolbar.

Removing the E-Signature

The user needs to reopen the already electronically document and click on “Unlock” or “Unsign” button at the toolbar. A a pop-up will alert the user with the unlocking and un-signing of the document.

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Changing Passwords

To reset password or PIN, the user may click on the user id beside the welcome salutation in the upper left side of the page.

Clicking this will open another pop-up that has the fields to enter the new password or PIN.

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IDENTIFYING ELECTRONICALLY SIGNED DOCUMENTS

To check if a document has already been signed electronically, a notice of its status is usually found on the upper part of the document.

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ACCESSING PENDING TASK INVOLVING E-SIGNATURES

HHC users with access to the Group Task/Workflow can check which notes or other documents are bound for electronic signing by going to each category that needs signing.

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Version Control #: DSL2019-2.2

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