Signatures: Progress note signatures, etc...
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SimplePractice is there a way to actually sign progress notes? Medicaid does not accept stamped signatures (typed names). I had asked about this before and been told by SP that stamped signatures are Medicaid compliant. If audited alot of us would be in trouble as they specifically prohibit this. I might need to switch ehr if there is not a solution and I am not going to print, hand sign and scan for each progress note.

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    Gillian

    Hi Lauren, can you clarify for us whether you spoke to Medicaid directly regarding the stamped signatures, to whom you spoke, and when this conversation occurred?

    Hi Lauren, can you clarify for us whether you spoke to Medicaid directly regarding the stamped signatures, to whom you spoke, and when this conversation occurred?

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    Lauren Rohrbaugh, MA, MFT

    I did extensive research regarding medicaid compliance specifically signatures. I reviewed multiple medicaid documents & manuals which went over documentation compliance. I believe I understood them correctly but I am human! If you have other documentation stating that typed/stamp signatures are OK I would love to see it!
    Thank you for getting back to me I just want to make sure I am completely in compliance!

    I did extensive research regarding medicaid compliance specifically signatures. I reviewed multiple medicaid documents & manuals which went over documentation compliance. I believe I understood them correctly but I am human! If you have other documentation stating that typed/stamp signatures are OK I would love to see it!
    Thank you for getting back to me I just want to make sure I am completely in compliance!

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    Gillian

    Hi Lauren, timestamped/IP addressed eSignatures are legally admissible under the federal eSign act. The best option would be to check with Medicaid by calling them directly. I am aware of many providers who have been audited by Medicaid and passed their audit using the native eSignature feature in SimplePractice.

    Hi Lauren, timestamped/IP addressed eSignatures are legally admissible under the federal eSign act. The best option would be to check with Medicaid by calling them directly. I am aware of many providers who have been audited by Medicaid and passed their audit using the native eSignature feature in SimplePractice.

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    Ingrid Manfredo

    I just completed a Medicaid audit and was told that to be acceptable as an e-signature there must indicate "electronically signed by...." and then my name, credentials and date of signature must follow.   This conversatin occurred with me today 30 minutes ago by the auditor and I must follow up with a plan to indicate how I am going to sign my notes.   Please advise what the options are in SP.   The auditor pointed out that clients are able to e-sign the intake forms so there must be a way to do same in the medical record.

    I just completed a Medicaid audit and was told that to be acceptable as an e-signature there must indicate "electronically signed by...." and then my name, credentials and date of signature must follow.   This conversatin occurred with me today 30 minutes ago by the auditor and I must follow up with a plan to indicate how I am going to sign my notes.   Please advise what the options are in SP.   The auditor pointed out that clients are able to e-sign the intake forms so there must be a way to do same in the medical record.

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    Gillian

    Hi Ingrid, you'll see on the Print layout of Progress Notes that, at the bottom, each Progress Note (when locked and signed by you) indicates that the note has been locked and signed along with a timestamp and your name and information. Are your notes locked? If not, you won't see that footer at the bottom of the printed Progress Note. 

    Hi Ingrid, you'll see on the Print layout of Progress Notes that, at the bottom, each Progress Note (when locked and signed by you) indicates that the note has been locked and signed along with a timestamp and your name and information. Are your notes locked? If not, you won't see that footer at the bottom of the printed Progress Note. 

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    Christie Ryan

    I saw someone was audited and dinged for not having credentials by name...mine doesn't have this when I lock, how do I change that?

    I saw someone was audited and dinged for not having credentials by name...mine doesn't have this when I lock, how do I change that?

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    Gillian

    Hi Christie, you can add your credentials under My Account > Settings > Basic Info to the Suffix field. 

    Hi Christie, you can add your credentials under My Account > Settings > Basic Info to the Suffix field. 

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    David Pickup

    S.P., how do I create a signature or e-signature spot on my intake forms for my clients?

    S.P., how do I create a signature or e-signature spot on my intake forms for my clients?

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    Gillian

    Hi David, you can add an eSignature spot on your Intake Forms that you've created using the Note and Form Template builder under My Account > Settings > Notes and Forms. Click the name of the Questionnaire to open it for editing, then click +Add New in the bottom right corner to add a new Form Element. You can select eSignature as the type for the Form Element to add an eSignature to any Questionnaire or Assessment. Then, click and drag to move the new eSignature Form Element to the right position in the form.

     

    For Consent Forms, you can edit these under My Account > Settings > Client Portal > Shared Documents and Files. Consent Forms automatically have an eSignature checkbox at the bottom, so there's nothing additional you need to do here to make your Consent Forms signable. 

    Hi David, you can add an eSignature spot on your Intake Forms that you've created using the Note and Form Template builder under My Account > Settings > Notes and Forms. Click the name of the Questionnaire to open it for editing, then click +Add New in the bottom right corner to add a new Form Element. You can select eSignature as the type for the Form Element to add an eSignature to any Questionnaire or Assessment. Then, click and drag to move the new eSignature Form Element to the right position in the form.

     

    For Consent Forms, you can edit these under My Account > Settings > Client Portal > Shared Documents and Files. Consent Forms automatically have an eSignature checkbox at the bottom, so there's nothing additional you need to do here to make your Consent Forms signable. 

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    Petra Morrison

    I'm new at the private practice thing. Any input would be greatly appreciated. I"m wondering if the date of the signature on a treatment plan has to be the same by both the clinician and the client? So when I write a treatment plan I typically finish typing it after the session and then collect signature, but then sometimes the client signs a day or more after. I'm wondering if this will be a problem.

    I'm new at the private practice thing. Any input would be greatly appreciated. I"m wondering if the date of the signature on a treatment plan has to be the same by both the clinician and the client? So when I write a treatment plan I typically finish typing it after the session and then collect signature, but then sometimes the client signs a day or more after. I'm wondering if this will be a problem.

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    Petra Morrison

    @Ingrid M. Did they make you pay back for not having that? Oh my...

    @Ingrid M. Did they make you pay back for not having that? Oh my...

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    Petra Morrison

    It doesn't say exactly like she worded it on the signatures. So I'm wondering if people are getting dinged for this/have to pay back to insurances/medicaid?

    It doesn't say exactly like she worded it on the signatures. So I'm wondering if people are getting dinged for this/have to pay back to insurances/medicaid?

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    Dayna Merryman

    For those of us who are medicaid providers, we need to be able to date and time for the session for each progress note and e-sign it with credentials date and time.  Can I do that with simple practice?  I am on a free trial right now, and like so far how the program works, but I need those features to meet requirements.  Do you offer those options? 

    For those of us who are medicaid providers, we need to be able to date and time for the session for each progress note and e-sign it with credentials date and time.  Can I do that with simple practice?  I am on a free trial right now, and like so far how the program works, but I need those features to meet requirements.  Do you offer those options? 

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    Gillian

    Hi Dayna, I'd be happy to help with this. With SimplePractice, you can lock a note after signing it, which automatically adds your eSignature and a timestamp to the note. 

    Hi Dayna, I'd be happy to help with this. With SimplePractice, you can lock a note after signing it, which automatically adds your eSignature and a timestamp to the note. 

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    Sherrie St. Clair, LMHC, NCC License #LH60971328

    Hello Gillian,

    I locked my progress note and my personal information has been added to clinical info in settings.  When I print the note it does not have my name and license information on the progress note.  This is required (as some other people have mentioned above) for me to be able to be in compliance with Medicaid. How can I fix this?  I would hate to have to change EHR's at this point.  

    Thank you for your help,

    Sherrie 

    Hello Gillian,

    I locked my progress note and my personal information has been added to clinical info in settings.  When I print the note it does not have my name and license information on the progress note.  This is required (as some other people have mentioned above) for me to be able to be in compliance with Medicaid. How can I fix this?  I would hate to have to change EHR's at this point.  

    Thank you for your help,

    Sherrie 

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    Jeremiah

    Hi Sherry,

    I understand that you're wondering about how to add your license information to a locked progress note. Before I jump into next steps, I want to clarify that your licensing information from your Clinical Info page (My Account > Settings > Basic Info > Clinical Info) will not auto-populate into your locked progress notes. Instead, you'll want to add your licensing information in your "Last Name" field on your Basic Info page (My Account > Settings > Basic Info).

    If you'd like your name and licensing information to be reflected in the electronic signature, then you'll want to update your name and licensing information in the Basic Info page, unlock the progress note, and then re-lock the progress note again.

    You can follow the steps in the "How to amend, correct, or clarify a locked note" section of this Help Center guide to unlock your progress note: How to use progress and psychotherapy notes.

    If you have any additional questions regarding this, please reach out and let me know.

    Hi Sherry,

    I understand that you're wondering about how to add your license information to a locked progress note. Before I jump into next steps, I want to clarify that your licensing information from your Clinical Info page (My Account > Settings > Basic Info > Clinical Info) will not auto-populate into your locked progress notes. Instead, you'll want to add your licensing information in your "Last Name" field on your Basic Info page (My Account > Settings > Basic Info).

    If you'd like your name and licensing information to be reflected in the electronic signature, then you'll want to update your name and licensing information in the Basic Info page, unlock the progress note, and then re-lock the progress note again.

    You can follow the steps in the "How to amend, correct, or clarify a locked note" section of this Help Center guide to unlock your progress note: How to use progress and psychotherapy notes.

    If you have any additional questions regarding this, please reach out and let me know.

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    Patrick Wood

    In addition to signature-related compliance issues, medicaid auditors tend to have problems when the clients name is not located on each page of the note document.  How will this be resolved by simple practice ?

     

    Thanks,

    P

    In addition to signature-related compliance issues, medicaid auditors tend to have problems when the clients name is not located on each page of the note document.  How will this be resolved by simple practice ?

     

    Thanks,

    P

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    Gillian

    Hi Patrick, I'd be happy to help. We're currently working on reformatting the print layout of Progress Notes to help you and third parties get the information you need from Progress Notes at a glance. If you'd like, we'd appreciate your feedback on this Ideas board post here: https://simplepractice.uservoice.com/forums/918553/suggestions/36553009

    Hi Patrick, I'd be happy to help. We're currently working on reformatting the print layout of Progress Notes to help you and third parties get the information you need from Progress Notes at a glance. If you'd like, we'd appreciate your feedback on this Ideas board post here: https://simplepractice.uservoice.com/forums/918553/suggestions/36553009

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    Lirio Ohlson LMFT

    I would like the option of adding a digital signature to the template builder for intake forms and other documents. For example I am creating an authorization to release information online form. Clients can just enter all of the relevant information and then sign it. But there is no way to add the digital signature from the template builder for intake forms only to treatment contracts.

    I would like the option of adding a digital signature to the template builder for intake forms and other documents. For example I am creating an authorization to release information online form. Clients can just enter all of the relevant information and then sign it. But there is no way to add the digital signature from the template builder for intake forms only to treatment contracts.

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    Gillian

    Thanks for your suggestion, Lirio. The best place for ideas for SimplePractice is our Ideas board at simplepractice.uservoice.com. There, you and your colleagues can share ideas, upvote each other's ideas, and our Product team will have full visibility into your suggestions.

    Thanks for your suggestion, Lirio. The best place for ideas for SimplePractice is our Ideas board at simplepractice.uservoice.com. There, you and your colleagues can share ideas, upvote each other's ideas, and our Product team will have full visibility into your suggestions.

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    Laura Eagle

    I was recently audited by medicaid and was told that the electronic signature was not an option... It has to be my signature. How can I add this. 

    I was recently audited by medicaid and was told that the electronic signature was not an option... It has to be my signature. How can I add this.