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Finalizing Charts and Supervisor Signing

Updated

This feature is currently only available in Lobbie EMR.

Overview

Lobbie supports a structured chart finalization and supervisor signing workflow to ensure clinical documentation is complete, reviewed, and compliant. This article outlines how to:

  • Finalize (lock) a patient chart
  • Review and sign charts as a supervisor
  • Return charts for provider revision
  • Archive charts that do not require signing

 

 

Step 1: Enabling Chart Finalization Permissions

To allow staff members to finalize (lock) charts:

  1. Go to Settings → Users.
  2. Click Edit next to the user.
  3. Enable the checkbox: "Can lock/unlock forms?"

Once this permission is granted, the user will see a "Finalize" option under the specific appointment details (click the three dots next to View Chart).

  • Finalized charts: Cannot be edited until unlocked.
  • Unlocked charts: Can be edited and finalized again.

 

Step 2: Supervisor Signing Workflow

Once a chart is finalized, it appears in the Supervisor View under the Needs Signing tab. Only users with the Supervising role group will have access to this workflow.

 

Available Actions for Supervisors:

  1. Review and Sign a Chart
    • Click Review on an individual chart to view and sign.
    • Or select multiple charts and use Review Selected to sign in sequence.
    • Once signed, a digitally signed certificate is added to the clinical record. Signed charts appear in the Signed tab.
  2. Return Chart to Provider
    • Click Return Chart to Provider and add optional feedback (e.g., "Needs additional detail").
    • A task will be automatically created for the original provider, linking directly to the chart.
  3. Archive a Chart
    • Use Archive to remove the chart from the "Needs Signing" list without signing.
    • No digital signature is applied.
    • Archived charts can be unarchived later for signing or further action.

 

Step 3: Provider Response to Returned Charts

When a chart is returned:

  1. The provider will see a task titled Clinical Chart Returned on their dashboard.
  2. Clicking the task opens the chart in context.
  3. The provider can:
    • Unlock the chart, make edits, and re-finalize it.
    • Complete the task once the chart is re-finalized.

The updated chart will reappear in the supervisor's Needs Signing tab for review.

 

Notes

  • Supervisors can filter charts by provider or service type for more efficient review.
  • Charts can only be signed once. After signing, no further edits or unlocking is allowed.
  • Addendums may be added to supervisor-signed charts. An "+ Add Addendum" link will appear at the top of the chart.
  • Archiving does not lock the chart from future actions - it simply removes it from the immediate review queue.

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