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Request and track signatures

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RehabAlpha is still under active development. It is not yet HIPAA compliant and should only be used with dummy data.

Some clinical documents need a physician, supervisor, or other authorized signer to review and sign them.

Only members with the Therapist or Physician role can be required signers or sign clinical documents, including signing on behalf of a physician.

Check signature eligibility​

Review Signature eligibility while editing or viewing an evaluation, re-evaluation, treatment, progress report, or discharge. The checklist explains incomplete requirements and links to the relevant editing sections. Requirements marked Required to save and sign must be completed before saving; other signing requirements can remain unfinished in a draft. Save your edits before signing.

Sign document, Request signature, and Record signature are unavailable while a signing requirement is incomplete or cannot be assessed, or while the current document version and signature information are loading. Follow the link to Signature eligibility to see what needs attention. You can still view signature history, download available documents, cancel requests, and manage required signers.

A document dated in the future cannot be signed. Dates are compared with today in the document's time zone:

  • Evaluations, re-evaluations, and discharges use their document date.
  • Treatments use Treatment date.
  • Progress reports use the reporting period's end date.

The checklist shows when a future-dated document becomes eligible. For today's treatments, completed or partially completed sessions, no-shows, acute medical events, and positive service minutes must also wait until Start time, when one is entered. Today's treatments with no start time can be signed once the other requirements are met. Advance cancellations dated today may be signed before their scheduled start time; cancellations dated in the future must wait until that date. See treatment timing rules.

Closing a case does not prevent signing its otherwise eligible documents.

Before you sign or request a signature​

For an evaluation or re-evaluation, add at least one diagnosis under Medical diagnoses before signing. This applies to every treatment-plan choice. Drafts can be saved without medical diagnoses.

For a treatment, select Resolution before signing. Drafts can be saved without a resolution.

For an evaluation, re-evaluation, or treatment, complete Services or interventions provided today. Select a CPT code and enter whole-number Minutes from 0 to 1,440 for every service row, including untimed services. A blank means unfinished documentation. Enter 0 or remove the row when the service was not provided. If Co-treatment or Concurrent treatment is enabled, enter its minutes too, or remove that section.

The document must reflect the services actually provided:

  • Evaluations and re-evaluations need at least one evaluation or re-evaluation CPT code, respectively, with more than 0 minutes. This applies even when no further treatment is planned or a re-evaluation continues the current plan.
  • Treatments marked Completed or Completed - Partial Session need at least one treatment CPT code with more than 0 minutes.
  • Unable to Complete - Acute Medical Event allows services actually provided before the event, or no services if none were provided.
  • For every other treatment resolution, including cancellations, no-shows, and refusals, service rows and any co-treatment or concurrent-treatment section must have 0 minutes or be removed.

When the selected resolution indicates no services were provided, you cannot add or apply suggested services or enable additional co-treatment or concurrent-treatment sections. Existing rows and enabled sections keep their values and remain editable or removable, including blank or zero minutes. If care was delivered, correct Resolution before signing. See Write a treatment for details.

For a group service with more than 0 minutes, enter Number of patients, including everyone in the group, with a count of at least 2. Co-treatment with more than 0 minutes needs at least one discipline besides the case's discipline. Co-treatment minutes cannot exceed total service minutes; concurrent-treatment minutes cannot exceed the total minutes for services that are not group services. These overlapping minutes are included in service minutes and do not add to the total.

Notes within this section are optional. A service shorter than eight minutes can be documented and signed; billing units are determined separately. All other signature requirements still apply.

You can save incomplete documentation when the treatment timing rules are met and download a draft PDF. Complete these service details before signing directly, requesting a signature, preparing a PDF for signature, or recording a signature. Recorded signatures apply to the current locked document version, which must meet these requirements; older versions cannot be selected for recording a signature.

Request a signature​

  1. Open the document that needs a signature.
  2. Click Request signature.
  3. Confirm the signer.
  4. Verify the selected recipient's saved email address. Only an Owner, Admin, or Facility manager for the document's facility can enter a different address.
  5. Send the request.

The selected recipient needs a physician or therapist profile in your organization, but does not need a RehabAlpha account, active membership, or facility signing permissions. If the recipient signs for a physician, an Owner or Admin must first designate that recipient as the physician's authorized signer.

Selecting an authorized signer uses that person's saved email address. Changing the address in the request applies only to that request and does not update the recipient's profile.

If you cannot change the request's email address and the saved address is missing or invalid, you cannot send the request. Have someone with permission update the recipient's profile, or ask an Owner, Admin, or Facility manager for the document's facility to send it with a valid address.

To sign, the recipient opens the secure email link, reviews the document, confirms the signature attestation, and clicks Sign. No sign-in, MFA, email code, or signing PIN is required. Keep the link private: anyone who has it can review and sign the requested document.

Signature emails contain notifications and links, without patient information or PDF attachments. Review the document inside RehabAlpha through the secure signing link. The link expires after 3 days, and each signing session expires after 15 minutes.

Track signature status​

After a request is sent, review the document status to see whether it is waiting for signature or complete. Notices may also appear when a signature is missing or overdue.

After signing through the secure link, the recipient receives a confirmation email. The original signing link stops working once the signature is complete. Recipients who need a copy can contact the requester. Staff with access to the document can open its Signatures section and select Download signed PDF.

Suspending or unlinking the recipient's account, or changing their facility permissions, does not revoke an external signing link. Use Cancel request to revoke it, or send a replacement request to invalidate the previous link.

Fix common issues​

  • If the wrong signer was selected, cancel the request when available and send a new one.
  • If the email address is wrong, have someone with permission update the recipient's profile, or ask an Owner, Admin, or Facility manager for the document's facility to enter the correct address for the request.
  • If the recipient's saved email or your permissions change while a request is being prepared, delivery may stop. Reopen the request to use the current saved address, or ask someone with the required permissions to send it.
  • If a document still needs edits, complete the edits before requesting signature.
  • If signature actions are unavailable, review Signature eligibility, complete the listed requirements, and save your edits. For a future date or start time, wait until the indicated date or time arrives, or correct it if it was entered incorrectly.
  • If service minutes are missing, complete every retained service row and any enabled co-treatment or concurrent-treatment section. Enter 0 or remove services that were not provided.
  • If a therapist cannot sign a clinical document, confirm the document has a service location selected and their license matches the document discipline and service-location state, includes both a start date and an expiration date, and covers the document date.