06.03.2022 Release Notes

1. Webforms 3^rd Party Validation

Previously, when a Webform was sent to a 3^rd party recipient (recipients outside of OnTarget) for a signature, before being provided access to the Webform, the recipient was required to enter the Medicaid / Insurance ID number as verification. This was used to ensure confidentiality.

To provide the 3^rd party recipient an easier way to verify identity, the Medicaid ID has been replaced with the associated client’s date of birth.

As before, the recipient receives an email notification that a document has been sent for review. A button labeled “Review Document” within the email is clicked.

Clicking the button will open the verification page where an agreement statement is provided to confirm using an electronic signature.

Once confirmed, the recipient is directed to the verification page where the date of birth can be entered. The ‘Authenticate’ button is clicked once the date of birth is entered.

Please Note: When entering the date of birth to verify identity, the date must be entered in the format noted within the message (example: 05/27/2022). If the format is not entered as listed, verification will not pass.

Next, the recipient will be shown the full Webform and will be provided a button to sign the document b using the ‘Click to Sign’ button.

Once clicked, a window will appear containing an ‘Adopt your signature’ statement. The recipient can click the ‘Adopt and Sign’ button to continue completing the process.

After the user agrees to adopt the electronic signature, the recipient clicks the ‘Submit for Signature at the bottom of the screen.

Once the signature has been submitted, the recipient is presented with a confirmation that all the steps are completed. There are additional options available for the recipient to print or review the completed form. Clicking ‘Done’ fully completes the process.

2. Notification Formatting Options

When preparing a notification message to be sent to selected recipients, there are now formatting options available to use. The formatting options available are bold, italic, underline, and the ability to add web links into the message. This new feature will provide a way to emphasize aspects within the message.

To utilize the formatting options, click the ‘Add Notification’ within the Notifications window located on the dashboard.

Once the new notification window is open, the formatting options bar is visible above the message text box.

Using the formatting options listed in the bar is like the way formatting options are used within other application such as in a Word document. Clicking the preferred formatting option(s) will apply the formatting as typing occurs. Entering the text (message) into the field, highlighting, and then clicking a preferred formatting option(s) will be applied to the selected text.

Using the web link formation option is best used by entering a message and then highlighting a portion of the text within the message to attach a link.

Next, click the web link icon. This will open a new, small window where you can enter or copy / paste a web address intro the provided field. Clicking “OK” completes the process.

When the needed message is entered and all preferred formatting options are in place, clicking ‘Send’ will send the message to the selected recipient(s).

The email that is sent to the recipients will retain the preferred formatting option(s) selected providing a more robust and effective message.

3. Supervision Event – Add Certification Automation

When adding a new Supervision Event for an employee, OnTarget now provides an automated way to enter the date completed and the expiration date based on an associated signed Webform. In addition, the Supervision Event can be automatically added or updated to the employees Certifications.

Setting Up Access Configurations

Access configurations are an important aspect for this process. Providing access for users to enter a new Supervision Event and Certification for an employee is critical. However, the ability to provide access to edit the Supervision Event dates and the Certification dates is also valuable. Based on the needs of your company, prohibiting access to edit dates may be important.

Providing access to the Supervision Event and Certification tab can be found by opening Configure > Security > Configure Roles > Desktop Security > Employees. Checking the appropriate checkboxes for access can be done here.

Access to view / edit specific fields for Supervision Event and / or Certification entries can be configured by going to Configure > Security > Configure Roles > Data Security > All Employees and opening the appropriate section.

There is a section for Supervision Events in which access can be set to Read Only or Denied. Leaving the checkboxes blank will provide full access to the listed fields.

Likewise, for the Certifications, the same rules apply for the listed checkboxes.

Setting Up Auto-Expiration Configurations

There are some associated configurations within OnTarget that would affect the outcome for this new process.

With the ability for the supervision entry event to contain the appropriate expiration date, which is based on the signed date for the associated Webform, it’s important to ensure that the correct number of days are configured for the related certification.

The configuration can be found by opening the Configure module, clicking on List Configuration, then choosing Employees and finally, clicking on Certifications.

This will open a list of certifications for your company. One of the attributes listed in this configuration is titled as “# of Days Valid”. This is the total number of days that the certification will expire from the completed / signed date.

In the example above, the “# of Days Valid” is blank. If this is blank, then OnTarget will automatically set an expiration to 364 days or 1 year.

In the example below, the “# of Days Valid” contains an entry of “90” days. With this entry, the expiration date for the noted certification will be automatically set to 90 days from the date signed / completed.

Setting Up Webforms and Webform Access Configurations

The process for validating / automatically entering the completion date for a Supervision Event is dependent on the associated Webform that is fully signed. Webforms that appear for entered records under Supervision Events should contain a ‘DocFormat’ titled “Supervision Form”.

Once a Webform is created and contains ‘DocFormat’ as “Supervision Form”, the user entering the Supervision Event must have access to use the Webform. This setting is configured by navigating to Configure > Security > Configure Roles > Webforms.

Locate the Webform by the form title and use the available check boxes to assign the appropriate access for all users under the selected role.

The access options for each listed Webform include “Can Use”, “Can Edit/Delete” and “Sign Only.

Entering a New Supervision Event

With the configurations completed based on the company needs / regulations, the process for entering a supervision event for automatic entry for the certification will be a smooth process.

This starts by opening an employee record and navigating to the Supervision Event tab within the employee record.

Clicking the ‘Add’ button will create a new entry row within the Supervision Events table within the employee record.

With the new row added, use the drop-down list to locate and select the needed type of Supervision Event.

Because the ‘Date Completed’ field will automatically populate once the associated Webform is signed, there is no need to enter a date in this field. Likewise, the ‘Date Expired’ will automatically populate. These two date fields can be left blank.

Next, choose a Certification from the drop-down menu provided. The selected certification will be transposed to the Certification tab as part of the process.

Once the supervision type and certification are selected, use the ‘Update’ button to complete this entry.

Now that the new supervision event has been properly entered, the Webform for this event can now be produced and completed. Remember, the dates for the new entry is dependent on the completion of the Webform.

Completing the Supervision Event Webform

First, click the blue “+_” button to the right of the new supervision event entry

Using this button will open a new window to choose an associated Webform for the selected supervision event type. Click the ‘Add Form’ button to display a list of associated Webforms.

Please Note: A created Webform must contain a Doc Format of “Supervision Form” to have an association with a Supervision Event entry.

A second window will open to display a drop-down menu for selecting an associated Webform for the supervision event.

Clicking the ‘Add’ button once the Webform is selected will open the Webform for completion. Once the fields on the Webform are appropriately completed, signing the Webform can now be completed. Based on the way your company formatted the Webform, the way in which signing occurs may differ.

Once the Webform is completed, sign the Webform. The Webforms window may now be closed.

Validating the Supervision Event Dates

Using the ‘Validate Dates’ button on the corresponding supervision event entry will automatically enter the ‘Date Completed’ and ‘Date Expires’ fields.

Please Note: The date completed field will contain the date in which the Webform is signed. The date expires field will be based on the number of days configured (as explained earlier in this note) from the date completed.

To transpose the appropriate dates, click the ‘Validate Dates’ button in the appropriate supervision event row.

A warning message will appear to confirm the validation of the dates.

Clicking the ‘Yes’ button will confirm the process and the dates will are automatically entered. For the example below, the configuration is set to a 90-day expiration.

Adding or Updating a Certification

With the supervision event full entered and completed, it can now be transposed to the Certification tab for the employee record. Using the ‘Add / Update Certification’ button (shown above) is used to complete the process. Using the button will display a warning message for confirmation.

Please Note: The ‘Add / Update Certification’ button will perform one of two tasks. The task the button performs is dependent on if the selected employee’s certification tab already contains a certificate for the selected supervision event. If a certification already exists, OnTarget will update the listed certification. However, if the certification does not exist within the employee’s certification, OnTarget creates the new certificate. Previous certifications are not retained. However, supervision history is retained within the Supervision Event tab.

Choosing ‘Yes’ for the certification creation / update will complete the process for transposing the appropriate dates to the employee’s certification tab.

Based on the security settings for your company, the dates for the certification and / or supervision event may or may not be editable once entered. If the settings prohibit changing the dates, those fields will be grayed out.