Any document requiring a signature will be “signed” by the client themselves or the person authorized to make decisions regarding the applicant/client’s VR case using one of the following methods:

1. Mail - Direct signature in ink on the document;

• The document may be reviewed with the client on the phone and mailed (include a self-addressed stamped envelope) with instructions to sign the document and return to the office;
• The document will be date stamped upon receipt in the office.

2. Email/text/scan approval attached to the document. 

• Documents sent for email/text/scan approval will contain the document in the body of the email/text/scan or be attached, along with instructions within the email/text/scan for the person approving the document to reply and give or deny approval. The following verbiage needs to be included in any email/text/scan where a form needs to be signed: The document accompanying this email/text/scan (attached or included in the body) requires your signature. Please review the (Name of Document) and either give consent by replying “Yes” or do not give consent by replying “No”. Replying “Yes” to this email/text/scan is the same thing as signing the attached/included document(s) in person, and acknowledges you understand the document in its entirety. Replying “No” to this email/text/scan will require staff to follow up to assess the situation.
• A copy of the approval email/text/scan must be attached to the form it applies to; filed in the casefile and documented in the task notes with “(Name of document) signed/consent given per email/text dated (date)." Staff do not actually sign the individual's name on the form. Staff will enter on the “Signature” line “Email/text/scan (date of email/text/scan)”.
• If a document is approved via email/text/scan, the time stamp on the email/text/scan when received will be considered the signature date.

 

 

All guidance in this policy takes precedence over any conflicting information in policies and information within the Program Manual due to COVID-19 pandemic.

Due to the nature of Release of Information Forms, these forms will require a direct signature in ink on the document and are exempt from this policy/procedure.

No signatures can be authorized over the phone. The client, parent, guardian or authorized representative must have access to review all documents prior to any type of signing to show informed consent. This access can be granted through an email/text/scan attachment or sending the actual physical form by mail. Under no circumstances can a client themselves or the authorized representative be asked to provide a signature without visual access to the form(s).