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Batch witness signature service

welcome to this comprehensive class member transition program policy training provided by the uic college of nursing this training will address the document submission and signatures policies this training will enable comprehensive program staff to correctly submit comprehensive program documents and obtain signatures appropriately including when physical signatures are unavailable document submission policy p0.1 documents must be submitted in a standard format including file names this will enable faster processing of documents as they are received incorrectly submitted documents take longer to process and may not be received by the correct persons document submission is required to ensure adherence to consent decree requirements accurate tracking and reporting clinical review and oversight and timely reimbursement clinical documents must be saved with specific file names as listed in the policy document generally this is composed of the first three letters of the member's last name and underscore the first three letters of the member's first name and underscore the name of the clinical document being submitted underscore the prime agency's name underscore and the document date the document date is typically the date the form is completed but please see policy p0.1 for specific instructions for reportable incidents for example an assessment document completed by idhs for class member roger smith who declined to be assessed would be saved as smi underscore rog underscore declined assessment underscore idhs underscore february 18 2020. the name of the document should be one of the options listed in policy p0.1 in file names prime agencies will be abbreviated according to this chart this chart is also contained in the policy document p0.1 using these specific abbreviations enables files to be sorted quickly and routed to the appropriate staff at uic and at idhs all documents must be submitted using the untrust encryption software and encrypted according to the document submission instructions file names must only ever include the first three letters of the member's first and last names including any more information than that has the potential to violate the member's privacy since file names are not encrypted when sending email attachments via end trust do not include protected health information phi in the email subject line or the body of the email phi is defined by hipaa the health insurance portability and accountability act the subject line of the email should be the same as the name of the documents being submitted a way to save time when using and trust is to launch the entrust certificate explorer either from the start menu or from the entrust icon in your notification area you can search for recipients by email address and add them to your trusted people list which makes it easier to locate them when you are encrypting a document you can also create personal encryption groups containing several different people you want to encrypt a document to for example the list of individuals on the document submission encryption list and select that group when encrypting a document this can save a significant amount of time when submitting documents also note that entrust will allow you to encrypt a batch of documents at the same time if you are encrypting them to the same recipients the subject line of emails should be the same as the documents submitted this allows them to be quickly routed to the appropriate person some processes like the comprehensive program assessment or reportable incidents require supporting documents such as clinical documents or nursing facility records when submitting these supporting documents the completed form and all supporting documents should be submitted as a single pdf encrypted via and trust and saved with the applicable file name whenever possible if supporting documents are being submitted separately please note which document they are intended to be paired with only a prime agency with a direct contract with idhs to provide comprehensive program services should submit documents to uic or idhs dmh if the prime agency has delegated some of its duties to a subcontractor that subcontractor should not submit the documents on behalf of the prime agency this ensures that prime agencies are reviewing the activities of their subcontractors and that accountabilities can clearly be identified documents must be submitted within 48 hours of their completion unless otherwise indicated in clinical document 0.3 they are emailed to two addresses one at idhs and one at uic documents must be encrypted to multiple individuals at each entity however as this allows them to be opened and reviewed quickly signatures policy p0.2 signatures are required on specific comprehensive program documents some documents require multiple individual signatures including the class member their guardian facility staff comprehensive program staff and other participants depending on the document electronic signatures are not approved for use by idhs at this time signatures are used to verify that individuals were involved in the process and understand it this includes receiving the information and understanding the next steps prime agencies must obtain physical signatures on the original document whenever possible however this is not always a possibility depending on technological capability and how agencies have structured their programs in cases where it is impossible to get a physical signature on the original document form 0.4 signature page can be used this captures the signature or signatures on a separate document that can then be submitted alongside the original document each document that requires a signature must have its own signature page the signature page must clearly indicate the name of the document it corresponds to in order to be valid the signature page must be attached to the corresponding document in a single file when it is being submitted the signature page document must include the date and name of the associated form there are lines corresponding to the various signatures required by different forms complete them appropriately and scan and submit this document alongside the associated form if a class member is physically unable to sign a document the prime agency can obtain verbal consent if verbal consent is being used there must be two witnesses to the members agreement the first witness should be the comprehensive program staff completing the document with the member and the second witness can be another program staff person or staff from the nursing facility or smurf the document should clearly indicate the reason the member was unable to sign for example class member is unable to sign due to quadriplegia verbal consent obtained current versions of all comprehensive program policies and forms as well as educational resources can be found on the colbert and williams training website managed by the uic college of nursing any questions can be directed to the colbert williams help desk email listed on that website thank you for your attention and efforts to ensure safe and successful member transitions