DOCUMENTS

Excluding the Electronic Session Note, any additional documentation needs will be processed through the Documents Tab. This is where users will find:

• Documents Library: This will contain downloadable templates/reference documents

• Forms/Form Drafts: This will contain in-system PDFs that will populate with information to complete.These forms are fillable. Example: Progress Reports

• Documents Upload: This will be where users can view the status of previously submitted documents, and also upload a manual file for submission if needed

Once documents are filled out or uploaded, administration will receive an alert to review them and it will be filed in your child’s chart.  Ann will process these documents to include sending copies to the county (if applicable) and/or filing them in the child’s folder.  For initial paperwork, the completed Working Together/Partnership Agreement form will prompt Ann to send that and the initial session note to the SC.
Documents Library

To learn how to access and fill out Documents watch this brief video.

Here are written instructions on how to access documents:

4-Click on EDIT FORM and begin to fill in the boxes and SAVE as a DRAFT periodically.

5-Send to ADMIN. This will be sent to Ann for review and she will file it electronically in your child’s electronic file. Once a form is sent to admin, a date will show in the far right column. It will not automatically disappear, however you may choose to delete it once it has been submitted. After you see that documents are successfully submitted and processed by Admin, you may delete them from your drafts (that will not happen automatically).

You can see if the document was sent on the documents page under FORM DRAFTS:

If you need to upload a document, you can choose DOCUMENTS Choose a File-Upload

Once you save it, it automatically sends it to Admin for review and filing. Please check the child’s electronic file once Admin files it. 

Wondering about workflow for documents during ongoing sessions?  See our checklist!

Initial Paperwork Documents

Please refer to this video when filling out INITIAL  PAPERWORK.

Not sure if you took care of everything at the first session?  See our checklist!

Things to Keep in Mind

Please note that all documents submitted to the Admin folder will be processed/filed by Admin.  

For example:

•  If you submit your signed Working Together form, Admin will combine that with your first session notes and send it to the SC.  

• If you submit a signed Permission to Treat form, it will be filed with the child's documents. 

•  If you submit an Ounce/ECO record, it will be processed by Admin

• If you fill out the CIS Policies with the family (using the Google link on the form), Ann will receive the response from the form. Please send the family a copy of the policies. The fillable Acknowledgement will be filed by Admin once it;'s submitted.

• If you submit a Progress Report, it should be sent to Admin. Ann will send it to the SC. Please email the SC directly with any goal changes or additional updates.

How do I have families sign documents using a PDF or an image from a phone?

A PDF can be signed electronically or by printing, signing, and scanning it back. You will need to upload this signed document to the PS desktop EMR. Here's how to do it digitally:

Using Adobe Acrobat Reader (Free)

1. Open the PDF in Adobe Acrobat Reader.

2. Click on "Fill & Sign" in the toolbar or select it from the right-hand menu.

3. Click "Sign" (a pen icon in the toolbar).

4. Select "Add Signature" or "Add Initials".

   • Choose Type, Draw, or Image (to upload a scanned signature).

5. Place the signature in the desired location by clicking the PDF.

Using Microsoft Edge or Preview (Mac)

Microsoft Edge (Windows)

1. Open the PDF in Microsoft Edge.

2. Click the Draw tool (pen icon).

3. Use your mouse, trackpad, or touchscreen to draw your signature.

4. Save the signed document.

Preview (Mac)

1. Open the PDF in Preview.

2. Click Tools > Annotate > Signature > Manage Signatures.

3. Create a signature by:

   • Using the trackpad.

   • Scanning your signature with the camera.

   • Using an iPhone or iPad (if linked).

4. Place the signature on the document.

On Mobile Devices

iOS (Mark-Up Tool)

1. Open the PDF in the Files app or Mail.

2. Tap the Mark-Up tool (pen icon).

3. Select Signature from the toolbar, sign, and place it.

Android

1. Use apps like Adobe Acrobat or PDF Reader.

2. Sign using the tools within the app.