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 must be reviewed with the client/authorized representative 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; 

•  The document must be reviewed with the client/authorized representative before sending.
• 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 date/time stamp on the email/text/scan when received will be considered the signature date.

3. Adobe Sign Electronic Signatures;

• Nebraska VR will accept electronic signatures from individuals for all VR forms. Since Release of Information Forms are sent to other agencies and entities, before obtaining an electronic signature on these forms, check with the agency or entity that will receive the request for release of information to verify they will accept an electronic signature.
• The document must be reviewed with the client/authorized representative before sending for signature.
• Clients/authorized representatives are not required to sign documents electronically and may decline at any time. Staff must honor this choice and provide an alternative method of obtaining the signature.

 

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

No signatures can be authorized over the phone. The client, parent, guardian or authorized representative must have access to review all documents prior to providing any type of signature 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).

Nebraska VR will accept electronic signatures from individuals for all forms including Release of Information Forms.