Policy Manual sample

MDT Home Health Care Agency, Inc. AUTHENTICATION OF ELECTRONIC SIGNATURE (please complete bellow to verify the entries, and that they are appropriately authenticated and date.) Name/Title: ____________________________________ Address: ___________________ __________________________ Since the beginning of written language, individuals have affixed their signatures to writings with the intention of both establishing the source of the writing and memorializing their assent, or adoption, of its contents. The traditional function of a signature is evidential: it is to give evidence of: 1. the provenance of the document (identity) 2. the intention (will) of an individual with regard to that document In the context of documents either received, filed with or generated by our Agency, and received by our staff, the signed person had, until recently, been that such documents were required to bear an original signature of the person who originated the document. Our Agency is authorized to “adopt rules pertaining to the use of electronic records and electronic signatures.” Any signature on electronically transmitted documents shall be considered that of the physician, staff or party it purports to be for all purposes. If it is established that the documents were transmitted without authority, the Agency shall order the filing stricken. Statement of Purpose and Intent The purpose of this standard is to establish minimum authentication requirements for the use of electronic signatures in electronic records by our Agency. This standard prescribes minimum requirements for the creation of electronic signatures and for security procedures associated with the use of electronic signatures in electronic records. The goal of the standard is to assure the authenticity of electronic signatures either received or generated by our Agency so that those who utilize electronic records in which an electronic signature is associated will have confidence that the signature is authentic; i.e., that the electronic signature associated with a patient electronic record will be as unassailable as the traditional pen on paper model or that the electronic signature is a reliable as an ink signature as a means to validate the signer’s identity and intent. “Authentication” - the process of assuring that an electronic signature is that of the person purporting to sign a record or otherwise conducting an electronic transaction. “Electronic” - relating to technology having electrical, digital, magnetic, wireless, optical, electromagnetic, or similar capabilities. For the purposes of this standard, “electronic” is not meant to encompass activities involving facsimile transmission. “Electronic record” - a record created, generated, sent, communicated, received, or stored by electronic means. “Electronic signature” - an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record. “Electronic transaction” - an action or set of actions occurring between two or more persons or entities relating to the conduct of patient care affairs by electronic means. “Security procedure” - a procedure employed for the purpose of verifying that an electronic signature, record, or performance is that of a specific person or for detecting changes or errors in the information in an electronic record. “Security procedure” includes a procedure that requires the use of algorithms or other codes, identifying word or numbers, encryption, or callback or other acknowledgment procedures. By signing bellow I authenticate that all electronic records signed by me, was reviewed, entries verified using secured process, and are signed electronically by me. Signature: _________________________________ Date: __________________ Home Health Agency Policies A-178