Signing Activity Records v2.0

Signing Activity Records v2.0

How do I sign my activity record? 

All Users, Direct Staff, Everyone

You can sign a record from a few different areas within SETWorks. This article will show you 4 methods. 
There are a several different ways to sign an activity record (AR) in SETWorks. Depending on how your SETWorks is configured, not all of the methods shown in the following article may relate to you. Always refer to the direction provided by your SETWorks administrator above the information in the following article. 
Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

Methods of Signing Records with Instructions

Activity Records (AR) index. 

This view allows the ability to access multiple consumers, multiple staff, and a variety of other filters. This method limits to signing one AR at a time, requiring your PIN each occasion.
  1. Select Activity Records at the top of SETWorks.
  2. Select 'Sign as Staff' within the AR.
  3. Insert pin. 
  4. Sign.


Consumer Profile. 
This view allows the ability to access one consumer but all their ARs regardless of staff and service. This method limits you to signing one AR at a time, requiring your PIN each occasion. 
  1. Select Consumers at the top of SETWorks.
  2. Select consumer profile. 
  3. Select Activity Records tab in the list on the left.
  4. Select 'Sign as Staff' within the AR.
  5. Insert pin. 
  6. Sign.



















Sign and Close (sign & close) - Billable Group Activity Record
This view allows users to sign from within the (Billable Group) Activity Record. This method limits to signing one AR at a time, requiring your PIN each occasion.
Required privilege:
Is able to sign Billable Group Activity Records from within the Activity Record.
To sign a record using the save & sign feature, follow the steps below: 
  1. First, ensure you are eligible to sign the record.
  2. Second, locate and open the Activity Record. 
  3. Next, click the "sign & close" button rear the top right corner of the record. 
  4. A pop-up dialogue will prompt for a PIN. Enter your PIN and select Submit. 


In the instance that a user has more than one role assigned (generally not recommended) then the user will see a dropdown showing the roles that are allowed to sign the record. They can select which of the roles they want to sign as and then select "sign & close" to sign as that role. See the screenshot below for an example:


It is generally not recommended that you assign users more than one role at a time. If you have questions about managing roles and privileges, please contact support@setworks.com


Review and Sign (Activity Records). 
This view allows the ability to access multiple, multiple staff, and a variety of other filters (depending on privileges). This method allows you to sign multiple ARs at a time, requiring your PIN once. 
  1. Select Add... from the 'select' dropdown on the mid-right of SETWorks.
  2. Select Review and Sign (Activity Records) 
  3. Select filters as desired.
  4. Select 'Staff' on each AR. 
  5. Insert pin. 
  6. Sign.
NOTE: If you have access to view multiple staff, double check the details of the AR (such as staff name) to ensure you are signing correctly as yourself as 'Staff' or counter signing as 'Manager'.





Modifying ARs and Signature Removal

Staff signatures (the creator of the record)
  1. Once an AR has been signed by a staff person (the creator of the record), the signature is applied and dated. 
  2. If an signed AR is then modified by the staff person (the creator of the record), this removes the signature and date. The AR will require a new signature once edited and saved. A new date will apply.
Counter-signatures
  1. Once an AR has an initial signature it is eligible for counter-signature (i.e, by a manager or super user role perhaps). 
  2. Once an AR is counter-signed only the person who counter-signed it can update the record; the staff person (creator of the record) can no longer edit the AR.
  3. If a counter-signee wishes to update the record, the above rules apply. This will remove the signature and date only of the counter-signee. 
WARNING: Editing an Activity Record after it has been signed will remove any signatures.  

Billing and Signatures

After a record has been counter-signed it generally becomes eligible for billing (TCM and certain services do not require signatures). Once billing has been submitted the record goes into a "billed for" status which prevents any further modifications.


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