Alabama Administrative Code › Title 560 - ALABAMA MEDICAID AGENCY › Chapter 560-X-1 - GENERAL › Section 560-X-1-.18 - Provider And Recipient Signature Requirements

Current through Register Vol. 42, No. 9, June 28, 2024
(1) Definitions
(a) Designee: Any person who can sign on
			 behalf of the recipient. The Designee must indicate his/her relationship to the
			 recipient next to his/her signature (e.g. spouse, power of attorney, authorized
			 representative, etc.). The Designee's signature must be legible. If the
			 signature is not legible, the name of the Designee should be printed next to
			 his/her signature.
(b) Handwritten
			 Signatures: A handwritten signature is a mark or sign by an individual on a
			 document to signify knowledge, approval, acceptance or obligation. Provider
			 signatures must be legible and clearly identify the provider performing the
			 billed service. Illegible provider signatures must be supported by a valid
			 signature log or attestation statement to determine the identity of the author.
			 A handwritten signature must be an original signature on the original record or
			 document; it must not be a photocopy or otherwise adhered to the original
			 document.
(c) Electronic or Digital
			 Signatures: An electronic signature validates an electronic medical record in
			 the same way a hand written signature validates a written medical record. An
			 electronic signature is an electronic sound, symbol, or process, attached to an
			 electronic record and executed or adopted by a person with the intent to sign
			 the record. The responsibility and authorship related to the signature should
			 be clearly defined in the record. The system should be secure, allowing sole
			 usage or password protection for each user. Digital signatures are an
			 electronic method of a written signature that is generated by special encrypted
			 software that allows for sole usage. Electronic and digital signatures are not
			 the same as 'auto-authentication' or 'auto-signature' systems, some of which do
			 not mandate or permit the provider to review an entry before signing.
			 Therefore, "auto-authentication" or "auto-signature" systems are not allowed.
			 Indications that a document has been 'Signed but not read' are not acceptable.
			 Acceptable electronic or digital signatures include, but are not limited to,
			 the following:
1. Chart 'Accepted By' with
			 provider's name
2. 'Electronically
			 signed by' with provider's name
3.
			 'Verified by' with provider's name
4. 'Reviewed by' with provider's
			 name
5. 'Released by' with
			 provider's name
6. 'Signed by' with
			 provider's name
7. 'Signed before
			 import by' with provider's name
8.
			 'Signed: John Smith, M.D.' with provider's name
9. Digitized signature: Handwritten and
			 scanned into the computer
10. 'This
			 is an electronically verified report by John Smith, M.D.'
11. 'Authenticated by John Smith,
			 M.D'
12. 'Authorized by: John
			 Smith, M.D'
13. 'Digital Signature:
			 John Smith, M.D'
14. 'Confirmed by'
			 with provider's name
15. 'Closed
			 by' with provider's name
16.
			 'Finalized by' with provider's name
17. 'Electronically approved by' with
			 provider's name
18. 'Signature
			 Derived from Controlled Access Password'
(d) Stamped signatures are not accepted
			 except in the following limited circumstances:
1. Claim forms as described in subsection
			 (2)(b)(1) below;
2. In accordance
			 with the Rehabilitation Act of 1973 in the case of an author with a physical
			 disability who can provide proof to Medicaid of his or her inability to sign
			 his or her signature due to disability. By affixing the stamped signature, the
			 provider is certifying that he or she has reviewed the document.