Form Requirements

Form Requirements

What is the Form Requirements feature and how does it work?

Administrators
Have you ever needed to ensure that each and every staff person has completed a required form before creating records? Do you require each staff person to review a specific consumer's ISP before working with them?
If so, look no further than the Form Requirements. This tool allows you to do both. 

Getting Started with Form Requirements

In order to get started, first confirm you have a form template created. Then, open the Form Requirement Utility.
Access the Form Requirement Utility by navigating to Settings > Provider Build > Utilities. From the dropdown menu, select or type in Form Requirement Utility.

Utility


Text in Screenshot:
Form Requirement Utility 
Note:
This utility configures which forms are required across the different entities where forms are available.
Provider level forms and forms completed within Activity Records are not included as Provider level forms are viewable at a glance and Activity Record based forms are generally applicable to the date of service and not a date range.
If a service limitation is applied the form is required by validating that the Consumer has an authorization for the selected service as well as that the form was created and based on that same authorization/ service.
If no service is assigned the form is validated the same way as other entities where we check that the form date range fulfills the requested date range on the report or the date of documentation.
To configure a form to be required for documentation purposes the additional checkboxes must be set. Required for Billable documentation means that this form must be completed before billable documentation can be saved. The requirement is validated by either checking the signature (the user in context must minimally have signed off on the form in question) or via the form creator (the user in context must have created the form in question).

Creating a new Form Requirement

Select "add form requirement" to create a new entry.
Complete the required fields:



First, select the form. 
Next, set the Start Date and End Date that the requirement will be in effect. 
Ensure the Requirement is Active and Required For Billable Documentation in order for it to be in effect. 
We'll discuss the configuration options in the next section. 

Required For Billable Documentation - what does it do?
In SETWorks, Required For Billable Documentation means that this is required before you can save billable records. By enabling this feature, you prevent users from creating new records or updating old ones until they meet the requirements. 

Configuration Options

What do the configuration options do?
When creating a new form requirement, you'll notice the following two options:
Required Via Form Creator
Required Via Signature

Let's look at what each option and combination of options does:

If neither are selected:




(i.e. Required For Billable Documentation is selected but Required Via Form Creator and Required Via Signature are both left unchecked).
If neither are selected then SETWorks will simply check to see if anyone completed the form for the consumer in question. Otherwise, staff will see an error message when they try to create or update a record. 

If only Required Via Form Creator is selected:


If only Required Via Form Creator is selected, then SETWorks will check to make sure that this staff person created that form during the specified date range. Otherwise, staff will see an error message when they try to save a record.  

Example error message: Pomfrey, Poppy RES STAFF is not a form creator of form: Demo ISP.


If only Required Via Signature is selected:




If only Required Via Signature is selected then SETWorks will check that the staff person has signed off on this form for the consumer in question during the date range specified. Otherwise, the staff will receive an error message when trying to save documentation. This configuration is the most common and is recommended by SETWorks. 

Pomfrey, Poppy RES STAFF is missing a signature on form: Demo ISP for Black, Sirius.


If both options are selected:




If both "Required Via Form Creator" and "Required Via Signature" are selected, then the requirement will check to make sure that the form was both created and signed by the staff person. 

Example Errors:
Black, Sirius is missing the form: Demo ISP.
Pomfrey, Poppy RES STAFF is missing a signature on form: Demo ISP for Black, Sirius.
Pomfrey, Poppy RES STAFF is not a form creator of form: Demo ISP.





Important Note - Our examples show individual records. For group records, all staff on the record must have signed the form.

Limit By Service

You have the option of augmenting the form requirement by adding a service limitation. 
If the service limitation is applied, the form requirement will then check to see that the consumer has an authorization for the selected service AND taht the form is associated with an authorization for that service (i.e. the form must have an authorization selected in the authorization dropdown - see the screenshot below for example).



To set a service limitation, first create the form requirement following the steps above. 
Then, expand the dropdown arrow next to the form requirement entry:



Select "add service":



Select the Service using the Service dropdown and then click Insert to save the record:



The form requirement will now only apply to the single service in question. You can add more services by clicking the add service button. 

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