E-Sign Physician Orders

Streamline your process for the organization and signing of Physician Orders. Create custom batches of orders and have providers sign individualized batches through restricted login access to ALIS.

Benefits of e-Sign Physician Orders

• Allow physicians to sign orders directly in ALIS.
• Reduce the time it takes to sort order PDFs by provider.
• Easily manage signed batches and those pending completion.

Enable e-Sign Physician Orders

See below for the multi-step process required to enable this feature: 

1. Enable Entitlement: E-Sign Physician Orders is behind an entitlement and first requires the ALIS team to enable it. Once the entitlement is turned on, the Physician Documents icon will be visible on the Dashboard for users with access.
2. Update Security Roles: To gain access, community staff require a specific security role permission to be able to create and/or manage batches of orders to assign to physicians. Physicians must also be provided the security role permission to allow them to e-sign their order batches.  For assistance with enabling the entitlement and managing security role permissions, contact your Account Manager or our ALIS Customer Success Team.
3. Add Staff Profiles for Physicians: To enable ALIS logins for physicians to e-sign documents, you must add a staff profile for each signer. When you add a profile, it is required that you assign a security role. For more information, refer to these Add a New Staff Profile and What is a Security Role? guides.
   • We recommend you assign the "Third Party" security role to your physician profiles. The Third Party security role allows you to restrict access to certain modules and administrative functions, and it also requires that you customize which residents' information are viewable.
   • Once you have created the staff profile, scroll to and open the Associated Residents blue bar. Then, click the +Associate Residents button. Associating residents is how you determine which residents' information is viewable to this profile and which orders can be included in batches for signature.
   • Once the profile has been configured, remember to share the login credentials you created directly with your provider and ensure that they are able to successfully log in.  
   • Once the provider has logged in, we recommend they also store a signature and update their password in their My Account section. Refer to the My Account and How do I change my password? guides for instructions.

Generate Order Batches

Read the below section for steps on how to generate custom batches of physician orders that the provider will login to ALIS to sign.   

1. Using the Medications dropdown menu, click Manage Physician Documents.
2. On the Manage Physician Documents page, click the Generate Batch button.
3. In the righthand pane that appears, select the Signer (Staff) name from the dropdown menu.
   • This menu only displays staff profiles that have been assigned the security role permission that allows them to e-sign or manage physician documents. If you do not see the name of the intended signer on your list, you should first verify if the profile was created and associated to the correct security role. For further assistance, contact your Account Manager or our ALIS Customer Success Team.
4. In the Associated Residents dropdown menu, select the resident names to indicate which orders to include in this batch.
   • Note that you also have the ability to add residents not already associated to this Signer by choosing resident(s) from the Not Associated Residents dropdown menu. This action will automatically associate any residents selected from this list to the profile once the batch is generated.
5. Click Generate to create the batch of order documents for the selected residents.

You can create as many unique order batches per Signer as needed. To do so, repeat the above steps.

e-Sign Batches for Physicians 

Once batches have been generated, physicians can log in to ALIS and begin signing the documents. This section outlines steps that providers need to take to sign their assigned order batches. You can also click on this How to e-Sign Resident Orders in ALIS (for Physicians) to download and send the below 1-pager to your provider. 

1. Log in to ALIS using the login credentials provided by the community. For more information on how to log in, refer to this ALIS Login Basics guide.
2. On the Dashboard, click the Physicians Documents icon. You can also use the Medications dropdown menu. Both locations will take you to the Physicians Documents page.
3. In the Needs Signatures tab of the Physicians Documents page, you will see any unfinished batches that have been assigned to you. To review and begin signing your orders, click the Start Signing button.
4. This brings you to the Review Physician Documents page where you can first review and update batch details before signing:
   • Use the Resident dropdown menu to view the list of residents included in this batch. Click on any resident name to view their orders. The Prev/Next buttons allow you to seamlessly move between orders. You can also click the Download button to view the order report PDF.
   • Click the calendar icon if you need to change the date.
   • To add notes on a resident's orders, click the Notes button. This expands a free form text field for you to type into. Important: you must sign the document in order to save any typed notes.
   • If you need to add more notes to a document once it has already been signed, you will need to click the Reset Signature button on that resident's order report. You will then have to click Sign & Continue again to save your changes and ensure the document is signed.
5. To sign a resident's order, click the blue Sign & Continue button. Once you sign, you will be automatically directed to the next resident's orders for signing.
   • If you have not already created and saved your signature in My Account when you go to sign, a pop-up will appear and prompt you to create one. Either draw or type your signature, then click Store & Submit. This saves the signature to your staff profile which also makes the signature immediately available for use when signing subsequent documents in the batch.
6. To save an in-progress batch, click the Finish Later button. This will keep the batch in the Needs Signature tab of the main Physicians Documents page for you to return to and complete later.
7. Once you have signed all residents' orders in the batch, click the available Complete Batch button at the top of the page and confirm acknowledgment in the pop-up that appears.
   • Your batch will then move to the Completed tab and remain available for you to download. Update the selected dates in the Completed On field to view past documents.

Manage Physician Documents 

In addition to being able to generate batches for physicians, you can also track the progress towards completion and manage each batch from the centralized Manage Physician Documents page. To access this page, click on the Medications dropdown menu and select Manage Physician Documents. 

Needs Signatures tab

This tab allows you to view the status of any incomplete batches. From this page, you can multiselect whole batches and click the Download or Delete button at the top of the table. The Signatures column on the table shows the number of documents signed out of the total number of documents in the batch. For each batch line item, there is a Manage Batch button and a side dropdown that contains actions to take for that batch. Click the Manage Batch button to view individual batch details and complete other more individualized actions. 

In the Manage Batch page,  the individual residents' orders status is shown. Using the checkboxes next to each residents' orders allows you to download documents more flexibly by only selecting which residents' orders to include and by clicking the Download button at the top of the table. Click the Options button to download, reset signatures, and delete individual orders per resident. Refer to the Audit History below the table to view changes made to this batch based on the specified date range.

Completed tab

This tab displays all completed batches within the date range you set, and it allows you to download the completed batches at once. Use the filters to help you locate specific batches more efficiently, and click the Download All button on a batch to download the zip file with signed orders.

Related Articles: 

• How do I print Physician Orders for all Residents?

• How can I add a disclaimer and signature lines to resident Physician Orders?

   

For more assistance with e-Sign Physician Orders,

Contact our ALIS Customer Success Team:

 888.404.ALIS (2547) or support@go-alis.com