Lock and e-sign activity events

Details

• The administrator who runs this utility must have rights to lock previous events (Agency Setup > Staff and Security Setup > Navigation Access > Access to Forms).
• The lock and e-sign capability applies to activity events that have the Can Submit and Electronically Signed? options selected (Agency Setup > Services Setup > By Program > Individual Services and Group Services).
• Running the Lock Previous Events utility will lock all activity events that match the selection criteria.
• If the Signing Staff is the same staff that created the event, the event will be locked and e-signed.  
• When an activity event is signed using the Lock Previous Events utility, the history will include the entry Signed by (using Lock Events Utility) and the date, time, and name of the person who ran the utility. This information can be used for auditing purposes to indicate the event was signed electronically.
• There is no reversing the Lock Previous Events utility. If you run this utility in error, you will need to engage Netsmart to correct the error, which will be a billable engagement.

Lock and e-sign a client activity event

All activity events that match the search criteria specified on this form will be locked. If the Signing Staff matches the event staff, the event will also be e-signed.

1. Navigate to Agency Setup > Agency > Agency > Lock Previous Events.
2. For Limit to Staff, either select a staff member or leave this field blank to search for all staff.
3. For Limit to Program, select the program to limit the search to events for that program.
4. For Limit to Event, select the event to limit the search to a particular type of event.
5. In the Start Date field, enter the date for the earliest event.
6. In the End Date field, enter the date for the most recent event.
7. For the Signing Staff, select the staff member who will e-sign events. This field defaults to the staff signed in.
8. Click Save.
9. Click Yes to continue.

System Result: Under Client > Case Management > Service Management > Service Entry, individual events that met the Lock Previous Events search criteria are now locked. If the Signing Staff is the same as the staff who created the event, the event will be e-signed.

Lock and e-sign a group activity event

1. Navigate to Agency Setup > Agency > Agency > Lock Previous Events.
2. For Limit to Staff, either select a staff member or leave this field blank to search for all staff.
3. For Limit to Program, select the program for the event.
4. For Limit to Event, select the particular type of group event.
5. In the Start Date field, enter the date for the earliest event.
6. In the End Date field, enter the date for the most recent event.
7. For the Signing Staff, select the staff member who will e-sign events. This field defaults to the staff signed in.
8. Click Save.
9. When the Alert message appears, click Yes.

System Result: Under Groups > Service Management > Service Management > Service Entry, group events that met the Lock Previous Events search criteria are now signed. If the Signing Staff is the same as the staff who created the event, the event will be e-signed.

Lock and un-submit a client activity event

1. Navigate to Agency Setup > Agency > Agency > Lock Previous Events.
2. For Limit Staff, either select a staff member or leave this field blank to search for all staff.
3. For Limit to Program, select the program to limit the search to events for that program.
4. For Limit to Event, select the event to limit the search to a particular type of event.
5. In the Start Date field, enter the date for the earliest event.
6. In the End Date field, enter the date for the most recent event.
7. For the Signing Staff, select the staff member who will e-sign events. This field defaults to the staff signed in.
8. Click Save.
9. When the Alert message appears, click Yes.
10. Navigate to Client > Case Management > Service Management > Service Entry and open the event you want to un-submit.
11. To un-submit the event for approval, click the envelope icon with a strike through.
12. To submit the event for approval, click the envelope icon. 

System Result: Open the event, then open the history. If the staff who originated the event matches the Signing Staff, the event will now be signed.