Peak Professioanl Group, PLLC adhere's to a strict Electronic Signature Policy that includes the following information (per the Record Management and Documentation Manual (2009) located here:
If an electronic signature is used, the following standards shall be followed:
1. When an electronic signature is used, the provider shall be given an opportunity to review the entry for completeness and accuracy prior to electronically signing the entry.
2. Once an entry has been signed electronically, the computer system shall prevent the entry from being deleted or altered.
3. If errors are later found in the entry, or if information must be added, this shall be done by means of an addendum to the original entry. The addendum shall also be dated and signed electronically.
4. Passwords or other personal identifiers shall be controlled to ensure that only the authorized individual can apply a specific electronic signature. Passwords should be changed at specified intervals.
5. Any staff authorized to use electronic signatures shall be required to sign a statement that acknowledges their responsibility and accountability for the use of their electronic signature. The statement should explicitly state that the provider is the only one who has access to and use of this specific signature code/password.
6. An electronic signature shall be under the sole control of the person using it. A provider shall not delegate their electronic signature authorization to another person.
7. Policies and procedures shall be developed to:
a. Safeguard against unauthorized use of electronic signatures. The policy shall also address sanctions for improper or unauthorized use of electronic signatures.
b. Address procedures that staff should follow if the application is unavailable.
c. Close deficiencies created when a staff member is not available to electronically sign documents.
8. A list of staff who are authorized to use electronic signatures shall be maintained.
9. The governing body shall authorize the use of the electronic signature.