Signing & Locking Clinical Documents

Electronic Signature ensures that the clinical user creating a document with their secure login and password, or a user with clinical supervisory privileges, are the only users that may edit, delete, or lock and sign a document.

Your agency should review your State's Regulatory Requirement to ensure that your state's requirements are met to constitute electronic signature for your state.

Click a link below to view information about signing and locking clinical documents:

After your agency activates electronic signature, users with Clinical Supervisory privileges can sign and lock a clinical document:

● From the Main Menu, select Patients.

● In the list of patients on the left, locate and click on a patient name.

● Click the Document tab.

● In the list of documents, locate and click on the document you want to sign and lock.

● Click .

● Read your agency's policy statement in the signature prompt message that opens, and click OK.

Once the document is electronically signed, the following changes occur:

● The button changes to Unlock & Remove Signature. Only the clinician that created the document, or a clinical supervisor, can click this button to unlock the document and remove the signature for editing.

● The system displays the clinician's name in the Locked By field at the bottom of the window.

● The system displays Yes in the Electronically Signed field.

● The system displays True in the Locked column and the current date in the Date Locked column for the document.

● The electronic signature displays on the last page of the document with the date and time that the document was signed and locked.

In the event that a clinical document was locked and signed in error, this process can be reversed.

1. From the Main Menu, select Patients.

2. In the list of patients on the left, locate and click on a patient name.

3. Click the Document tab.

4. In the list of documents, locate and click on the document you want to unlock and remove the electronic signature.

5. Click the Unlock & Remove Signature button.

6. Click OK on the confirmation message.

If a clinical supervisor signs and locks a document for a clinician, the system displays the following at the bottom of the window:

● Yes in the Signature Overridden field

● the clinician's name in the Completed By field

● the clinical supervisor's name in the Locked By field

The following documents are not available for electronic signature signing and locking because they require multiple signatures:

● Initial Plan of Care

These documents do not include the Electronically Sign & Lock button.