Dynamic Signatures

Written By Melissa Piloni (Administrator)

Updated at April 5th, 2021

Objectives

This guide will show you how to configure your Dynamic Signatures based on your required clinical documentation.

Pre-Requisites

At your Service Type Maintenance window (Billing/Maintenance/Service Type/Prog Note tab/Options 2/Note Page/ you must have selected a Progress Note type that has Smart Sig at the end. Otherwise the Dynamic Signatures will not be available

ATTACHING SIGNATURES TO FORMS

The Signature Authorization tab contains the options necessary to attach a dynamic signature placeholder to a specific form. Options such as the Type of Signature, signature placement, additional triggers, and required are configured on this window
1. Access: Maintenance à Clinical Forms à Form Master

Click on the name of a form on the left list to select a form.
Click on the Signature Authorization tab.
With the selected form highlighted, click Edit at the bottom of the window. In the graphic below, the Treatment plan is ready to have signatures added to it.

Header section of the signature authorization tab window

This header area is specific to the form you have selected on the left. Modifying this section will change the selected forms description.

Field	Explanation
Effective Date:	The date this form (and therefore the signature as well) is effective.
Expiration Date:	The date this form (and therefore the signature as well) is no longer effective.
Description:	The Form Description you have selected on the left. NOTE: Editing this will change the name of the form.

Middle section of the signature authorization tab window

This section controls the signature options specific to the selected form.

Option

Definition

Staff PIN:

These options control the behavior of the Staff PIN Entry box that appears upon Saving the form. The drop-down options are:

No Staff PIN Entry: The Staff PIN box will not appear when Save is clicked on the form.
1. Use this option in conjunction with the “No Signature List” option from the Signature List selection to have only a signature on the form without a Staff PIN entry.
PIN Entry-on Save: The Staff PIN box will appear when Save is clicked on the form.
1. Use this option to have only the Staff PIN box appear and no Signature option.
Both PIN Entry and Signature List: Enables both the Staff PIN box and the signature on the form.

Choosing this option will enable the “PIN Signature Type” drop down box underneath this option

Option

Definition

PIN Signature Type:

This drop down is populated from the list of Signature Types you have in the grid on the bottom of window. These are available only if the above selection, “Staff PIN”, is set to Both Staff PIN Entry and Signature List. Select one of these options as a shortcut to finalize the form when signing (signature will populate based on the PIN entered) or select No

Population to Signature List from Staff PIN.

Signature List

These options control how the signature list (the listing of signatures per the form) will behave. The options are:

No Signature List
1. A list will not appear.
Signature List – Button After Save
1. Both the signature list and the signature button will appear after you click Save. There will be no automatic pop up. Useful if Users click Save often as this option will prevent the pop up from appearing each time they click Save.
Signature List – Button & Prompt After Save
1. Both the signature list and the signature button will appear after you click Save. In addition, a prompt will appear advising to sign the form.

LOWER SECTION of the signature authorization tab window

Option	Definition
Signature Type	The types of signatures you choose here are what will appear on the specific form you are editing. Click Add/Edit List button to make changes. A Signature List selection box will appear. Drag from the left to the right side the types of signatures you want on this form. Click OK. These options are derived from the Signature Type Maintenance window (Maintenance > Clinical Forms > Signature Types).
Note: To enter the options for the selections below in the guide, double click a line in the grid.
Report Position	These options are positions on the form (report) indicating where the signature will be placed (if the form has been enhanced with placed signatures). You will always have the option of Generate Signature at Bottom of Report. This choice will place the signature at the bottom of the form and each additional signature will be added subsequently. For Landscape forms, signatures will be 4 cms wide. On portrait forms they will be 3 cms wide. Other options may be available based on information you have provided to us in the customization of the form.
Required	These choices indicate if a signature is required on the form. Forms containing signatures that are required but missing will not be finalized until all required signatures are present. Choices here are Required or Optional.
Print Signed Only	This determines the appearance of this signature (and signature placeholder) on the form depending upon its signed state. Choosing Yes means the signature area will only appear on the printed form if the signature has been captured. Choosing No will display all signature indications, even if no signature is present. This option was built to give the Agency control over printing forms that appear to have “missing” signatures.
Print Agreement	Selecting Yes will print the Agreement Text as entered in the Agreement Text box. Selecting No will not print the Agreement Text. If text is present in the Agreement Text box, this text will display during the signing process.
Agreement Text	This will only show up if you have selected Print Agreement: Yes

SIGNATURE MAINTENANCE WINDOW

Change signature conditions from within the Signature Maintenance Window. Use grid and details from page 4 to make your selections.

CONFIGURE SIGNATURE TRIGGERS

Triggers are conditions that can be set up for If-then scenarios.
1. Double click to select a Signature to to Configure the triggers.

Click Configure Signature Triggers.
The Signature Trigger Maintenance window will open.

Click Add to add a new condition description.
Type the Effective Date.
Expiration Date can be left blank.
The signature trigger conditions can be changed from this window.

Option	Definition
Condition Type	Select the condition from the drop down
Operator	Select “less than/greater than” or “equal to”.
Value	Select the value from the drop down.

Each signature trigger selected from the left side of the screen can be made more specific by creating conditions. In the example below, the New Trigger (in description) will occur whenever all of the parameters are met:

The Signature Type is required by the Primary Staff when (here is the trigger:) the condition “the staff Member is 100-Remarkable Health).

To add another condition click New Condition.
In the following illustration, the signature trigger is set IF “the Staff Member is 100-Remarkable Health” AND the staff has been employed for LESS THAN 90 DAYS.

Click Save to save the signature triggers.

HIGHLY IMPORTANT INFORMATION (please read throughly!)

Any changes made at the Signatures will affect the Progress Notes of Forms that you already have completed in the system. Be mindful of the Effective Dates, for this same reason.
If you are considering using a New Signature type or Trigger, we advise you to:
1. Create a New Signature Type with the New Effective Date and
2. Expire the old one.
  - This prevents CT|One alerting you of errors for missing signatures on forms/notes that were previously set up with a different trigger. Notes that at that time, were correctly completed ( Unless you want your staff to go back and make those corrections signing all those forms/note intentionally.)
3. At times this will require you to Expire a Form (at Forms Maintenance) and Recreate using your New Criteria.
We HIGHLY recommend that you test this in your QA Environment prior to setting up in live. You can use it to Create and Test your new Signature configuration and it’s functions.
Please let us know if you have any questions.

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