Skip to main content

myAvatar Electronic Signature

  1. Last updated
  2. Save as PDF

The myAvatar electronic signature is a security-based process.

  • Each myAvatar user is assigned a user role that determines what options within the Electronic Health Record (EHR) they can access based on their job responsibilities and credentials.
  • Each user is given a personal login and one-time-only password through their User Definition. 
  • When the user logs into myAvatar for the first time, they enter this information and the system prompts them to create a new password. This password is known only to this particular user.

    The user password must meet these recommended standards:
    • between 5 and 8 characters long
    • case sensitive
    • requires alphabetic and numeric characters
    • must be reset after 90 days
    • can be reset by the user at any time
       
  • Each time a user logs into myAvatar their user name, password, and associated user information are logged.
  • The user login controls which options are accessible within myAvatar based on the user's role. 
  • Each time an option is filed in myAvatar, the user information is captured in the reporting table associated with the particular option, thus providing an audit trail.
  • Document Routing captures the author's electronic signature and applies it to the finalized document image with an indication that the document was 'Electronically Signed By' the author and any additional approvers/signers who approve the document. Document Routing is the primary method in myAvatar to capture and display a staff member's electronic signature.
  • Alternatives to Document Routing for capturing an electronic signature:
    • When a staff member signature or a client signature is required, physical signatures may be captured via a Signature field added to the myAvatar form. 
    • The registry setting Store Signature On Finalized Note may be set to 'Y' for each individual Progress Note copy to store the user's signature when the note is finalized and to display 'Electronically Signed By' on the note. This setting is only available for use with Progress Note copies. 
  • Electronic signature requests may be sent from myAvatar NX to be captured via the myHealthPointe portal when a client/patient/consumer signature is required. 
Additional security links
  • If a user is credentialed to provide services, their information is captured within the myAvatar Practitioner Enrollment table.
  • The user’s practitioner enrollment is linked to their system login within their User Definition.
  • Progress notes that create a billable service can be entered by users with a link to the Practitioner Enrollment table.
  • Any changes to a finalized progress note must be made by an addendum to the note.  No changes are allowed to the original finalized note.
  • Any note requiring a co-signature is sent by myAvatar Workflow Management to the associated co-signer’s To Do List. This allows the co-signer to view the note electronically and apply their electronic co-signature to the note.
Electronic signature workflow

The following diagram is the American Health Information Management Association (AHIMA) recommended Electronic Signature Workflow Process.

AHIMA Electronic_signature_workflow.png

  • myAvatar meets the requirements set by this recommended process.
  • myAvatar is certified by the Certification Commission for Healthcare Information Technology. This certification required 100 percent of a set of criteria for functionality, interoperability, and security.