Signature Capture

A Digital Signature in Centriq is the action of acquiring a signature (e.g. patient, witness or employee) via a touch screen monitor, a pointing device on the computer monitor, or Topaz device. The captured signature image can then be inserted into a MS Word document at a pre-defined location in the document. The Patient Registration application allows the capture of both the patient and witness signatures.

Prerequisites

• Workstations must have the following software installed:

• • MS Word Professional

  • Office PIA (Primary Interop Assemblies redistributable)

  • Optional - Topaz device drivers installed

• Employees must have an employee record in the Human Resources module. NOTE: If the facility is not using the Centriq Human Resources application, the witness' signature cannot be saved. The witness will have to sign the electronic signature device during each registration.

Form Setup

Task 1: Add Digital Signature Form to Form Library

Forms used for digital signature must be saved in .doc format and saved in a designated directory, i.e. D:\Program Files (x86)\HLClient\P2A\Reports\Patient Registration\ prior to adding the form to the Form Library,

Go to Patient Registration > Master Files > Form Library.

To add a form, click New. To edit a form, click Find in the Forms Library window to display a list of forms. Forms that have a Dataset of DS are Digital Signature type forms. Highlight the form to edit, and click Edit.

The following field settings are required for a Digital Signature form:

• Dataset = Digital Signature

• Form Type = Admit Form

See Form Library for detailed instructions on how to add/edit a form.

Task 2: Add Form to Patient Class

Go to Patient Registration > Master Files > Patient Classes.

Click Find to display a list of patient classes and select the patient class to edit. At the bottom of the Edit Patient Class window, select the Forms to be Printed tab and click Add to add the form for this patient class.

The following field settings are required for a digital signature form:

• Send To = Digital Signature

See Patient Classes for detailed instructions on how to use this screen.

Employee Digital Signature Setup

Employee digital signatures can be set up and saved to the DMS to be used when signing forms in the Centriq system. This sequence is performed on a workstation with a Topaz device connected and the appropriate drivers installed.

Task 1: Create Employee Signature divider in DMS (Filebound)

1. Go to Centriq Administration > Maintenance icon > Filebound.

2. In Filebound Projects, select Human Resources.

3. In the Code field, enter a code (e.g., EMPSIGN), and in the Description field, enter EMPLOYEE SIGNATURE.

4. Click Add.

Task 2: Set up User Role access to divider

1. In Centriq Administration, select User icon > Role.

2. Locate the user role(s) that must access the Employee Signature divider (e.g. Human Resources and Patient Registration related roles) and select the Divider Security icon (next to role Description).

3. In the FileBound Project field, select Human Resources.

4. Under Divider Name, locate the EMPLOYEE SIGNATURE divider line, and assign Full Access under Access Level.

5. Click Save.

Task 3: Set up User Role access to Employee Signature screen

1. Go to Centriq Administration > User > Role.

2. Locate the user role and click the Edit icon.

3. Under Application, select Human Resources.

4. Under Secure Items, locate Menu - Master - Employee Signature, and assign the correct Access Level for the user role.

5. Click Save.

Task 4: Create employee digital signature

An employee record must exist in the Human Resources module to create a digital signature and digitally sign forms.

1. Go to Human Resources > Master Files > Employee Signature.

2. In the Employee Signature window, click the Find button to search for the employee.

3. Upon selecting the employee, Signature Not Found is displayed if the signature does not exist. Choose from the following options:

   • Click Sign Screen to display a window for capturing the user's signature via touch screen, mouse, or Stylus input device. Click Cancel to rewrite the signature or if the signature is not provided. [+]

     

   • If the Topaz signature pad is installed, the Sign Topaz button is enabled on the Digital Signature screen. Ensure that the Topaz signature pad is connected, and click Sign Topaz to sign using the signature pad. A dialog box is displayed showing the signature as it is applied on the signature pad so that it can be verified before saving. Click Clear Display to rewrite the signature or click Cancel to cancel and exit.

4. Once the signature is entered, click Capture. The signature is displayed in the signature area.

5. Click Close to close the Employee Signature window. The digital signature is now saved in the DMS and is available when signing forms via the Apply Stored button. For example, in Patient Registration when signing a Patient Consent form, the Apply Stored button is enabled when a digital signature exists.

To electronically sign a digital form

1. In the Registration window with the patient selected, click Print Forms. The Print Forms window is displayed with a list of available forms for that patient class. [+]

   

2. Digital forms are indicated in the Send To column as Digital Signature. Check the box next to the form to select it and click Capture Signature located at the bottom of the window. An interactive form is displayed where users can make form field selections. [+]

   

3. Patient and Witness areas are available for entering a digital signature. Choose from the following options:

   • If the signature is already displayed, click Apply Stored to apply the stored signature, then go to step 5. If the logged in user does not have an employee record, a message is displayed instructing the user to create the employee record in the Human Resources (HR) module.

   • Click Sign Screen to display a window for capturing the user's signature via touch screen, mouse, or Stylus input device. Click Cancel to rewrite the signature or if the signature is not provided. [+]

     

   • If the Topaz signature pad is installed, the Sign Topaz button is enabled on the Digital Signature screen. Ensure that the Topaz signature pad is connected, and click Sign Topaz to sign using the signature pad. A dialog box is displayed showing the signature as it is applied on the signature pad so it can be verified before being applied to the document. Click Clear Display to rewrite the signature or click Cancel to not provide the signature. Once the signature is entered, click Capture.

4. Once the signature is entered, click Capture. The signature is displayed at the bottom in the signature area. [+]

   

If you chose multiple forms to sign, the Digital Signature window will contain a tab for each form. After completing steps 3 and 4 for the first form/tab, click the subsequent tab(s). When you have clicked and taken action on each tab, you can proceed to step 5 to save the signatures in the document. If you do not click on each tab, you will receive the error, Object reference not set to an instance of an object, when you attempt to save.

5. Click Save or Print to embed the signature(s) in the document.

6. The message, Document(s) saved successfully to DMS, is displayed. Click OK to close the window.

Once the download file is created, the following message is displayed if the Company master file in Centriq Administration is set up for auto-deletion: Downloads of this type are subject to auto deletion when saved to a local directory. If not saved to a network or shared drive, this file will be deleted on MM/DD/CCYY HH:MM. Click OK to continue. Click Cancel to change the download path.