Florida Anesthesia Computer and Engineering Team
©
University of Florida, 1996
Electronic signatures can significantly ease the paper burden of a hospital, allowing a physician to "sign" documents right at the terminal, rather than having to go through the "dictation, printing, correction, re-printing" circle. The JCAHO specifically permits electronic signatures in the form of password systems. Government payors can be asked to give approval to allow a hospital to utilize such systems. Currently, the most acceptable electronic signature is a secret password that must match to the username. However, the future, thumbprints or retina scans may become acceptable. There are specific requirements to set up a password system: The items necessary for approval in implementing electronic signatures are:
o Compliance Form Agreement (physician promises to maintain confidentiality
ad security)
o H.I.S. Password Agreement
o Policies and procedures
for the use of the above forms (guarantees agreements are followed)
o A
mechanism that results in finalization requires the author to review the
transcribed documents and allows document correction
o A mechanism which
allows the author has sole control over the affixing of the notation
o A
mechanism that does not allow verification until corrections are made (or are
noted as not being required)
o A mechanism which allows a reader of a
document in its electronic or paper form to readily determine whether or not the
document has been authenticated.
o Policies and procedures that identify what is each physician's electronic
signature
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