There is a process for changing the user's name and login ID in the system. You can update the user's information on the Admin | Users | Edit Users screen, including uploading a new signature, and submit a support ticket to Exym to request an update to the login ID.
At SFVCMHC this should start with a PSC form sent to HR. HR will process it and notify the MIS HelpDesk to take these steps.
What happens if my name or credentials change?
If at some point in the future your name changes or there is a change in your credentials/discipline, point-in-time signature versioning allows for this to be reflected in Exym.
For example, if you were an MFT Intern when you first began working for your agency on 1/1/10 and on 5/1/2011 you take and pass the exams for your MFT license. Notes and documents completed during your internship should not reflect this change in your discipline but you want your new licensure status to appear beginning as of the day your license was granted.
Update Credentials and Contact Information
Your name cannot be updated on the Update Your User Account screen. If you have a legal name change, please contact your Exym System Administrator to assist you. However, you can update your credentials and your contact information.
To update your education credentials:
- Select Home | Update Your User Account from the navigation menu
- Select the appropriate credentials from the Credentials pull down list
- Select the Update button at the bottom of the screen.
To update additional credentials:
- Select Home | Update Your User Account from the navigation menu
- Enter your provider number in the Provider Number field
- Enter your license number in the License Number field
- If using RxNT,enter your RxNT credentials:
- Select the Manage Your RxNT link
- Enter your login credentials at the dialog box
- Select the Save Credentials button
NOTE: If issues arise while configuring RxNT credentials, ask the site system administrator to create a support ticket.
- Enter your DEA number in the DEA Number field
- Select the expiration date of your DEA number using the calendar icon or enter the expiration date in the DEA Expiration field
- Select the Update button at the bottom of the screen
To update your location:
- Select your location from the Location pull down list
- Select the Update button at the bottom of the screen
Note: If you want the system to retain and automatically apply the last filters you used to view client activities, check the Remember Activity Filters check box and then select the Update button at the bottom of the screen.
Add Your Signature
An electronic signature can be added to the system. Your signature is typically added for you when your user account is initially created and should be formatted to meet your agency’s standards. This may or may not include your credentials and discipline. If your organization has not elected to add signatures during the implementation process, you may add your signature in one of three ways.
- You can use a tablet or mouse;
- You can scan and upload a formatted .jpg file of your signature; or,
- Your system admin scans, formats, and uploads a copy of your signature.
How Do Electronic Signatures Work?
If you have a signature on file, it will automatically be appended to all approved notes and documents that you have personally completed as long as the date of service or document completion is on or after your signature’s effective date. To ensure the integrity of the electronic signature,electronic signatures are applied to:
- notes and documents written by you while logged into your Exym account.
- notes and documents with a status of Approved.
Adding Your Signature
To create a signature using your mouse or a tablet and pen:
- Select Home | Update Your User Account from the main menu.
- Click the Change Your Signature link.
- Using either a mouse, laptop, tablet or smart-phone, sign in the space provided.
- Enter the effective date for this signature in the Effective Date field. This should be the date you began working for this agency.
Note: The default effective date is today’s date and if it is not changed, your signature will not be applied to anything before today’s date. - Select the Use Above Signature button.
NOTE: Notes and documents with dates of service before the effective date of the new signature will continue to display the old signature version. The new signature will be applied only to notes/documents with dates of service on or after the effective date.
To upload a signature image file:
- Sign on a sheet of plain white paper.
- Scan and format the signature as a .jpg of no more than 100 pixels high by 500 pixels wide and save it to your hard drive.
- Browse to the saved .jpg file on your computer.
- Enter the effective date for this new signature in the Effective Date field. For new users, this should be the date you began working for the agency.
Note: The default effective date is today’s date and if it is not changed, your signature will not be applied to anything before today’s date. - Select the Upload Signature button
