Supervisory Signing

Purpose

Provide education and guidance on the set up and user workflow for the Supervisory Signing feature. 

Audience

Practice Administrators
Providers

Overview

The Supervisory Signer functionality introduces a review and sign-off process for documentation and billing. When enabled, it restricts providers from directly signing and submitting their notes and charges. 

Table of Contents

• Admin Set Up
  • Company-Level Setting: Supervisory Signer
  • User-Level Permission: Supervisory Signer Required
    • Sub-Permission for Charge Submission
• Provider Workflow
  • Workflow for Originating Provider
  • Workflow for Supervising Provider
• Considerations

Admin Set Up

Company-Level Setting: Supervisory Signer

• Your DocNow account manager or implementation specialist must enable this company permission
  
• Once enabled this setting activates the Supervisory Signer feature across the company.
• By default, once enabled at the practice level, all users across the practice will have the corresponding Supervisory Signer permission enabled therefore restricting them from directly signing or submitting notes unless the permission is explicitly disabled at the user level.
  

User-Level Permission: Supervisory Signer Required

• When enabled, the user cannot submit their own notes and charges. 
  
  Note: Only the provider who needs their notes reviewed should have this permission enabled. The Supervising Providers should always have this permission disabled. 
  
  
• To use Supervisory Signing the provider must have a Speciality selected.
  
• If the Speciality is not associated and permission is enabled, the user will still be able to sign notes and submit charges without a Supervisory signature. 

Sub-Permission for Charge Submission

Admin can add an additional configuration to determine whether or not a provider who is required to submit notes to a supervisor can submit their own charge or not. The default permission is disabled, therefore only allowing the supervising provider to submit charges.

• To configure this navigate to Admin Side → Users → User profile → Billing Permission
• Note: The Billing Permissions tab is only visible when supervisory signer permission is enabled for the user and the user has a specialty assigned to them.
  
• When this permission is enabled the provider cannot submit charges, instead the supervising provider must submit the charge.
• If the supervising provider submits (Can Submit Own Charges not enabled) the charge it is billed under their name.
• If the originating author submits (Can Submit Charges enabled) the charge it is billed under their name.

Association  

The Originating Provider and the Supervising Provider must be associated under the Provider-Provider section of the Associations tab within the Admin Portal. 

Provider Workflow

Workflow for the Originating Provider

1. The originating note author creates a note. When they have completed the note they will have an icon available to Submit For Review
   
   
    
2. Once the originating note author selects this button they will have any providers they are associated to as an option to submit the note to. They will choose a provider, confirm their choice, and then receive a confirmation notification that they have submitted the note. 
   
   
    
3. After the note has been submitted the provider will have no further options for signing, etc. They will also have a note indicating that the supervising provider has been requested to sign the note. 
   
   

• On the providers census or patient practice list the note will have a unique icon to indicate that the note is awaiting a Supervisory Signature.
  

Workflow for the Supervising Provider

After the originating provider has submitted the not, the supervising provider will receive a notification indicating that a note has been submitted for review. They can also see the number of current signature requests they have through their My Documents tab of their Dashboard. 

1. The supervising provider selects their Signature Request section under the My Documents tab of their Dashboard.
2. The supervising provider selects the view option for the note they wish to review. 
   
   
3. This brings the supervising provider into the note editor. They can make any adjustments they need and then either:
   • Sign the note to finalize and upload.
   • Return the note to the originating author who could then make further edits before they Submit For Review to return to the supervising provider again. 
     
     
      

• Once the note has been signed, the names of both providers will appear on the signed note.
  
  
• The originating provider will also receive a notification that the note has been signed. 
  
  
   

Considerations

• After a note is signed it will appear for the Originating Provider in their My Documents section of their Dashboard. Usually under the Uploaded quick filter.
• If the practice-level permission Must submit charges to sign a note is enabled it will cause a problem if the Charge Submission Billing Permission is not enabled for the Originating Provider.
• If an Originating Provider does not have a Specialty assigned then they will not be required to Submit for Review but will instead be able to sign their note without review even if their User Permission for Supervisory Signing is enabled.