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How to Sign Activity Records

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Overview

Activity Records capture the service details, time, and documentation for services delivered to an Individual, and signing them creates a dated, attributable record that the person who provided the service — and, depending on your organization's workflow, a supervising Manager — attests that the documentation is accurate and complete. That signed record supports Medicaid waiver and HCBS billing integrity, since claims should be backed by service documentation that has been reviewed and approved, and it provides an audit trail if a record is ever reviewed by a funder or during a survey. Organizations can configure which roles must sign and in what order, so a two-signature workflow (Staff, then Manager) adds an extra layer of oversight before a record is considered complete.

What is Signing an Activity Record?

Signing is the step that finalizes an Activity Record once its required documentation fields have been completed. Depending on your organization's signature configuration, one or more roles (such as Staff and Manager) may need to sign before the record is considered complete, and each signer can typically choose from a 4-digit PIN, a stored signature, or a drawn signature to confirm their approval.

Note: All required fields on the Activity Record (marked with a red asterisk, such as Service and Sub-Service) must be completed and saved before the record's signatures can be finished. A record can still show an Incomplete status even after its documentation fields are done if required signatures are outstanding.

ℹ️ Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation. Which roles are required to sign, whether signatures must be completed in sequence, and which signing methods (PIN, stored signature, drawn signature) are available are all configured per organization.

Before you start
  • Complete and save all required fields on the Activity Record (fields marked with a red asterisk, such as Service and Sub-Service).
  • Confirm you have signing permission for this record. Your organization's signature configuration determines which roles (for example, Staff or Manager) are required to sign, and you'll only be able to complete a signature step assigned to your role.
Steps
  1. Open the signature workflow. a. From within the Activity Record, once all required fields are complete, click Save & Sign in the bottom-right corner of the record. Alternatively, from the Individual's Activity Records tab, locate the record in the list and click the Sign Record button on that row. Both paths open the same signature workflow window.
  2. Review the required signatures. a. The workflow window (titled Activity - Individual Activity Record - GatherSignatures) lists each signature required to complete the record, such as Staff Signature Needed and Manager Signature Needed, along with its Status (Incomplete or Complete), an Action column with a Sign button, and a Date & Time column showing when a signature was completed. If your organization requires signatures in sequence, the Sign button for a later step stays disabled until the earlier one is complete.
  3. Click Sign on your required signature. a. Click the Sign button in the Action column next to the workflow step that applies to you. This opens the Signature Block window.
  4. Select a signing method. a. Choose from the tabs available in the Signature Block window — Input Pin, Stored Signature, or Draw Signature. Which of these are available depends on your organization's signature configuration.
    • Input Pin: Enter your 4-digit PIN into the four boxes provided.
    • Stored Signature: Select the signature you previously saved to your user profile.
    • Draw Signature: Draw your signature using your mouse or trackpad.
  5. Click Sign and Close. a. Once you've entered your PIN, selected your stored signature, or drawn your signature, click Sign and Close. You're returned to the workflow window, where your signature step now shows a Complete status with Signed in the Action column and a timestamp in the Date & Time column. If another signature is required next in the sequence, its Sign button becomes enabled.
  6. Repeat for any additional required signatures. a. If your organization's configuration requires more than one signer (for example, a Manager Signature Needed step after Staff Signature Needed), the next authorized user repeats steps 3–5 to complete their signature.
  7. Close the workflow window once all signatures are complete. a. Click Close. On the Individual's Activity Records tab, the record's signature count (for example, Signatures 2/2) updates to reflect the completed signatures.
Frequently Asked Questions

Q: Why is the Sign button grayed out for a signature step? A step's Sign button stays disabled until it becomes available to you — either because an earlier required signature in the sequence hasn't been completed yet, or because your role doesn't have signing access for that step.

Q: Why does the Activity Record still show an Incomplete status if all documentation fields are filled in? An Activity Record's Incomplete status reflects the record as a whole, not just its documentation fields. Until all required signatures have been collected (shown as Signatures X/2, for example), the record continues to display as Incomplete even if documentation is 100% complete.

Q: What's the difference between Save and Save & Sign? Save saves your entries on the Activity Record without starting the signature workflow, so you can come back to it later. Save & Sign saves the record and immediately opens the signature workflow window so you (and any other required signer) can sign right away.

Q: What signing methods are available to me? That depends on your organization's signature configuration. You may see any combination of Input Pin (a 4-digit PIN), Stored Signature (a signature saved to your profile), or Draw Signature (drawn with your mouse or trackpad).

Q: Can anyone sign any required signature step? No. Each step (such as Staff Signature Needed or Manager Signature Needed) can only be completed by a user whose role has been configured with signing access for that step.

Q: What happens if I close the workflow window before all signatures are complete? The record remains in an Incomplete status until every required signature shows Complete. You or another authorized signer can reopen the signature workflow later by clicking Sign Record from the Activity Records index and finish any remaining signatures.