1. Halaxy Help Guide
  2. Patient Management
  3. Clinical Records

Sign a clinical note or order request

Who can do this?

  • Practitioners: Can create and publish only their own signatures

  • Administrators: Can insert signature placeholders into clinical notes but cannot publish any signatures

Signing your patients' clinical records provides authenticity and verification of their documents, and confirms accuracy of information given by a licenced healthcare professional. Your signature indicates your endorsement of treatment and recommendation that you provide to your patients.

In Halaxy, you can add a digital signature to store in your profile, which you can then use to easily sign clinical records in just a few clicks.

Your signature is visible only to you and cannot be used by any other user in your practice group.

Tip

Need additional security for your records? Enable clinical note locking to permanently disable editing for published clinical notes.

Create a digital signature

  1. Click Personal > Profile.

  2. Under Your Signature, click Add Signature.

  3. In the pop-up, select how you want to add your signature:

    Signature-01.png

    • Draw: Write your signature in the drawing box using your mouse, finger or stylus.

    • Upload: Upload an image file of your signature.

  4. Click Save.

You have successfully added your signature to your practitioner profile. See the sections below on how to sign clinical notes and clinical orders.

Sign a clinical note

Note: You must have a digital signature in your profile before signing a clinical note.

  1. Create a clinical note or open an existing one that is unpublished.

  2. In the note editor toolbar, move the cursor to where you want to insert the signature, then click the add signature button.

    Sign-Clinical-Records-01.png

  3. The practitioner signature placeholder is added to the clinical note. This does not actually sign the document just yet.

  4. Next to the Save button, click the down arrow, then click Publish.

    Sign-Clinical-Records-02.png

  5. In the pop-up, tick the checkbox Publish my signature.

  6. Click Publish to confirm.

Your digital signature publishes with the clinical note and appears with a timestamp.

Sign-Clinical-Records-03.png

Sign a clinical order

Note: You must have a digital signature in your profile before signing a clinical order.

  1. Create a clinical order or open an existing one that is unpublished.

  2. When you have completed the order, next to the Edit button, click the down arrow, then click Publish & Print.

    Sign-Clinical-Records-04.png

  3. In the pop-up, tick the checkbox Publish my signature.

  4. Click Publish & Print to confirm.

Your digital signature is automatically inserted and published with the clinical order, timestamped and ready to be printed.

Sign-Clinical-Records-05.png

Caution

Signatures can be digitally added only to pathology and imaging order requests. By law, paper prescriptions must be physically signed.

Troubleshooting signatures

Is your signature not publishing properly? Refer to this table for all the requirements needed to publish a signature:

What you're signing

Conditions for publishing a signature

Clinical note

  • The signing practitioner must have a digital signature added to their profile.

  • The clinical note must contain a signature placeholder.

  • The logged-in user publishing the note must also be the note's assigned practitioner.

  • The Publish my signature checkbox must be ticked.

If any of these conditions are not met, the clinical note is published without a signature.

Clinical order (imaging or pathology)

  • The signing practitioner must have a digital signature added to their profile.

  • The logged-in user publishing the order must also be the order's assigned practitioner.

  • The Publish my signature checkbox must be ticked.

If any of these conditions are not met, the clinical note is published without a signature.

Updated

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