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SO039 Signing Groups

  • Updated
Standard Order Category: Category 2
Who should fulfill this SO? SO Analyst
Link to the SO request form: http://communitysystems.vch.ca/published/UR_-_Signing_Group_(VCH).pdf

Reminder to please follow the Standard Order Guidelines on top of the specific instructions outlined below.


Background
Prerequisite: Requester to Complete the SO Request Form
Prerequisite: Approval from Clinical Informatics
Fulfillment Instructions
     Create a Signing Group
          Prerequisite: Analysis
          Deployment, Validation & Communication
     Modify an Existing Signing Group Description
     Delete a Signing Group
 

Background

Add, modify or delete a signing group.

As of April 22, 2025 creating a new Signing Group was approved by the ATP group. However request to create a new Signing group will require approval form Clinical Informatics

Not in scope for this SO: Adding and removing members to the task groups are done by the clinic Super User through the Group Management Tool.

Prerequisite: Requester to Complete the SO Request Form

If a request was received for this Standard Order but without using the SO request form, send the form's URL link to the requester. After receiving the form submission, ensure all the mandatory fields are completed before proceeding. If not, discuss further with the requester.

Prerequisite: Approval from Clinical Informatics

Note: for new signing groups, complete the Prerequisite: Analysis before asking CIS for approval.

Clinical Informatics approval is required. Once the requester has completed the SO request form, copy and paste the below to an email, replace #VALUE# with the appropriate information, then ensure the PDF is attached to the email before sending:

Email Subject: For SO Approval: SO039 Signing Group

Email Body:

Hello CSSEs,

Can you please review and approve this SO submitted by #VALUE = requester name# from POS #VALUE = POS code#? Please see attached form completed by the requester.

Thanks

After sending the email:

  • Set the JIRA status to Waiting for Approval
  • Create a subtask for SO039 CIS Approval for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to the person the email was sent to

Fulfillment Instructions

Create a subtask for SO039 Implementation for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to yourself. Note: do not create this subtask earlier while waiting for CIS Approval; create it only once CIS has approved. If this is not followed, this will report inaccurate metrics for the monthly performance reports.

Create a Signing Group

Prerequisite: Analysis

Review the SO request form before proceeding with the fulfillment instructions:

  • Code
    • Maximum character length: 15
    • Unique in the system - can search across Signing Groups in People & Places to ensure this is met
    • Follows the naming convention of <POS Code> - <short descriptor> 
      • e.g.: GWM-SIGN1
    • Similar naming convention to existing groups fulfilling the same purpose. If you can't find any similar existing signing groups, double-check with Clinical Informatics or another analyst that it is appropriate to create this new signing group with this code. 
  • Name/Description
    • Maximum character length: 40
    • Follows naming convention of <POS Code> <Signing Group Name> 
      • e.g.: GWM MH Signing Group

If there are any issues with the naming choices, discuss with the requester to make proper adjustments.

Deployment, Validation & Communication

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation > People & Places to open the People & Places window
    task1.jpg
  3. Select the clinic in the Organisational Structure panel
  4. Select Signing Group under the New Group icon dropdown option
  5. Create signing group based on the SO request form.
  6. Click OK
  7. Validate by searching through People & Places using the code. It should be found. 
  8. After this, reply back to the requester's email - see template below:
    Dear [requester],

    Your request has been completed. New signing group created - 
    Code: [insert]
    Description: [insert]

    Please have your clinic Super User add members to the signing group using the Group Management Tool: https://vchprofileemr.zendesk.com/hc/en-us/articles/20414173658644-Group-Management-Tool.

    [Signature]
  9. Complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.

 

Modify an Existing Signing Group Description

IMPORTANT: Modifying name of signing group is a standard order. Do NOT modify Code.

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation > People & Places to open the People & Places window
    task1.jpg
  3. Select top node and Show: Group - Signing Group
  4. Double-click the signing group to be renamed
  5. Make changes to the Name field as per request then click OK
  6. Validate by searching through People & Places using the code. It should be found with the new Name.

  7. After this, reply back to the requester's email - see template below:
    Dear [requester],

    Your request has been completed. The signing group as been updated - 

    Code: [insert]
    New Description: [insert]

    If needed, please have your clinic Super User add members to the signing group using the Group Management Tool: https://vchprofileemr.zendesk.com/hc/en-us/articles/20414173658644-Group-Management-Tool.

    [Signature]

  8. Complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.

Delete a Signing Group

Best practice to remove signing groups that are no longer used because:

  • Business needs have changed or
  • POS is being closed or
  • POS no longer using Profile EMR

Deleting a Signing Group is low risk because Unsigned Transactions are not assigned to the group (unlike tasks), but only gives a more filtered view of Unsigned Transactions that can be controlled as compared to the All Permitted assigned filter. After a signing group is deleted, the clinic always has All Permitted assigned filter.

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation > People & Places to open the People & Places window
    task1.jpg
  3. Select top node and Show: Group - Signing Group
  4. Right-click the signing group to be deleted and select Delete
  5. Validate by searching through People & Places for the deleted group. It should not be found.

  6. After this, contact the requester's email - see template below:
    Dear [requester],

    Your request has been completed. The signing group as been deleted - 

    Code: [insert]
    Description: [insert]

    [Signature]

  7. Complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.