Overview  

In ICANotes+, providers have the ability to request co-signatures from fellow providers for their notes. After creating, compiling, and signing a note, the sender can initiate a co-signature request. The recipient providers will then see the note in their pending co-signatures list and can sign it. Once all co-signatures are obtained, the note is removed from the pending list. If multiple providers are requested to co-sign, the sender can view all signatures on the note with timestamps.

Basic Workflow 

1. The provider creates, compiles, and signs a new note for the client.
2. An option to send a co-signature request appears on the compiled note.
3. Upon sending the request, the recipients (co-signers) will find the note in their pending co-signatures list.
4. The co-signers will sign the note.
5. Once all signatures are obtained, the note will be removed from the pending co-signatures list.
6. The sender can view all signatures captured on the note with timestamps.

Initiate Co-signature Request 

The provider has the capability to initiate co-signature requests for various types of notes. In this instance, we will illustrate with a Progress Note. After compiling the note, the provider must initially sign it by clicking the "Electronically Sign" button, as shown on the screen below:

Once the signature is obtained, the Request Co-signatures link will become visible, as illustrated in the screen below.

When you click on the Request Co-signatures link, the following screen will appear, allowing you to choose the desired providers to send the co-signature request.

Note: Kindly be aware that only authorized users will be visible in the dropdown menu. Authorized users may include individuals falling under any of the following categories:

• Administrators
• Clinicians with the "All Access" option enabled in Caseload Security
• Clinicians with the "Clinical Team’s Charts Only" option enabled in Caseload Security and are members of a clinical team

Below is the screenshot of the Caseload Security module provided for your reference.

If the clinician is granted access to the "Clinical Team's Charts Only" feature (for instance, refer to the example of locating "Jordan Chris" in the screen above), it is required for that clinician to be a part of the clinician team. Please refer to the screenshot below for instructions on adding members to the clinical team.

After selecting the preferred providers from the list and clicking the Request Co-signatures link, the co-signature request is sent successfully, accompanied by the notification displayed below:

Revoke Co-signature Request

If you accidentally send a co-signature request to the wrong provider, you still have the option to revoke their access. Locate the Revoke Co-signature link as shown in the screenshot below.

Upon clicking the Revoke Co-signature link, the co-signature request is successfully revoked, and you will receive a notification as depicted below. You can also find the timestamp indicating when the co-signature request was revoked.

Email Notification for Co-signature Request 

Upon sending co-signature request, the co-signer will receive an automated email as shown in the screen below.

View Co-signature Requests 

When the co-signers log on to ICANotes+, they can see all the notes that need co-signature.

1. Navigate to Dashboard > General tab.
2. Enable the 'View Co-Signature Worklist' option.
3. All the notes requiring co-signature will appear on the screen as shown below. 

Capture Co-signature on the Note 

When the co-signers click the Note button in the above screen, the note appears as shown in the screen below. The co-signers can review the note details and click the Electronically Sign button as depicted in the screen below:

Review All Captured Signatures on the Note Including Timestamps 

After the co-signers capture the signature, the provider can review all signatures on the note along with timestamps, as demonstrated in the screen below:

View Co-signature Requests Sent to Other Clinicians 

Users can view co-signature requests sent to other clinicians, subject to  their assigned permissions.The permission, "View Other Clinicians' Co-Signature Requests," under Practice Settings > Roles & Permissions allows administrators to enable this functionality. Only users granted this permission can access and view co-signature requests sent to other clinicians.

For example, in the scenario provided, a user has sent a co-signature request to clinician Chris Jordan and administrator John Smith.

When the administrator (John Smith) accesses the Dashboard to view co-signature requests, it will display as depicted below. However, if administrators wish to view co-signature requests sent to other clinicians, they can choose the clinician from the dropdown menu, as illustrated below, to access co-signature requests sent to them.

In this instance, the administrator (John Smith) has the capability to access co-signature requests directed to the clinician (Chris Jordan). Please see the screen below for reference.

To grant permission for viewing co-signature requests sent to other clinicians, navigate to Settings > Practice Settings > Roles & Permissions. 

In the Dashboard section, check the box labeled "View Other Clinicians' Co-Signature Requests," as demonstrated below. Administrators will automatically possess this permission.

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