Sometimes, especially for state reporting documents, there are multiple authors for a single document. This comes in to play most often for timely access records. The person who starts the timely access record may not have all the information and only input the request information. Other users will add to the record as the client moves through the access process, such as adding actual first appointment and follow up appointment information.
This also comes into play when staff like receptionists are entering documents that the client or guardian fills out, like the PSC-35. If one user has started a document but not finished it, and the document doesn’t involve any clinical decision making, these types of documents are generally allowed to be edited by non-authors.
When you open a document that’s in progress and you are not the author, the document will show in a PDF view. This is a quick and clear indication that you are not the author. However, if this is a document that can be edited by non-authors, the Edit icon will be clickable. Click on this icon to open the document in edit-mode (a). This will not create a new version of the document if the current version is still in progress. This will also not change the author of the document (b). Make your changes and click Save (c). Since you are not the author, you will not be able to sign the document (d).
Troubleshooting
Q1. What if the original author isn’t here anymore, or is no longer in charge of this document?
You can change the author of this type of document by clicking on the author’s name and choosing a different author, including choosing yourself (a). The system will ask you to confirm that you want to change the author. Click OK to proceed (b). Once you’ve changed the author to yourself, you’ll see that the Sign button is now available (c). Once signed by the new author, any previous author will be automatically added as a co-signer (d). They don’t have to co-sign for the document to be considered complete.
Q2. What if the original document is signed by needs corrections?
For these types of documents that can be edited by non-authors, if the original document is already signed but needs corrections, anyone can click on the Edit button to create a new version (a). The system will ask you to confirm that it’s ok to create a new version of this document. Click OK to continue (b). This may not change the author of the document to yourself. That’s ok. You can still make changes and Save the document (c). If you need to sign the document, change the author to yourself following the steps above in Q1. Once you’re the author, you will be able to sign the document.
