Ensuring Compliance with Digital Signature Lawfulness for Employee Incident Report in Australia

How to eSign a document: digital signature lawfulness for Employee Incident Report in Australia

today we're going to be talking about the workers comp employee injury supervisors report form it can be found on the lakeshore employee website or loo under workers comp you'll see the link for the employee injury supervisors report form you click on this it will open up a page you can click on click here to download the form once the forms been downloaded you can open it it should open up an Adobe Acrobat Reader if for some reason your session does not open it up in Adobe Acrobat Reader please contact the encompass help desk they'll be able to reset your information so that you do open up PDF files in the W Acrobat Reader we're going to be looking at the form itself and how to complete the form we're also going to look at the one-time setup of your digital signature this is something that you will have to do the first time that you go in to set up the digital signature after that you're going to be able to sign by just clicking add the link so let's walk through this form I'm going to enter the employees information so their name their employee ID number their phone number as you entered the phone number if you just put it in it will change the format for it the next question is was it a vehicle accident if yes complete the vehicle accident information section so if you click on yes if you scroll down to the bottom of the form you'll see that the vehicle accident information section is highlighted so that you could answer the questions in that section if you click on no you'll see that this section is no longer applicable next question did the employee complete the shift again same thing if you click on yes it does not ask you what time did they clock out if you click on no trying to ask you for a time that the employee clocked out throughout this form any place that it asked for a time please enter the time and military and it will put in the am/pm for you date of the injury any of the date fields if you look if you click on the right hand side so prompt you with a calendar so that you can quickly enter in the date time of the injury this happened at 8:15 in the morning inserting time of the shift this case here the shift started at 7 o'clock in the morning if the injury occurred on Lakeshore property you're going to select which region that's you are in and then the facility within that region in this case here we're going to use Glade Drive as our test location if it did not occur on lakeshore property give the full address of where the injury occurred in this case since it happened on Glade we can leave this box empty in this next section here is documented this area the following what did the employee report was the cause of the injury if using tools or equipment and what was the employee doing with them what body parts were reported injury right side left side identify location a reported injury on the back of this form case here the employer was shoveling the snow on the front walkway at Glade they slipped and fell they ended up hurting their left ankle and left wrist employee complained of severe pain and left for instance of the employer was sent for treatment at Urgent Care again one thing to note do not use names in the description either use consumer or staff which it would be appropriate witnesses again here if you click on yes it's going to highlight the section for the witness name and phone number if you click on no it will not ask you for that information you was anything that to prevent the injury yes or no did they seek medical treatment if yes where if no you'll see that again these fields become grayed out in this case here they went to see treatment at urgent care and then again date field for the drop-down box then the drop down at this time here even putting your name do not sign it as of yet because you have not completed the form we're going to come back to that here in a little bit did you instruct the employee reports the injury to the employee reports hotline so if you did yes if you reported it click on yes now we're going down to the back side of the page or page two of this this is where we're going to document where the injuries occurred on the right hand side I'm going to lift the affected area so left wrist left ankle in order for me to be able to highlight the areas on the body parts here I need to come over here to my menu choices click on comment this will add the comment toolbar if I look I have a pencil so draw free freeform so this is the left wrist again I'm holding down my mouse while I'm doing this and left knee once I'm done drawing on that I will come up here and I will close the comments toolbar any additional information other than vehicle information you're going to put into here in this case we don't have anything specific with it so that completes the form last part that we have is to sign the form you'll see that there is a field here says supervisor on-call signature if you click on this field right click on it it's going to ask you if you want to use one of your pre-existing signatures I've already set mine up for this computer however let me walk you through how to do this if you haven't done so yet you'd click on configure new digital signature or a new digital ID we're going to use use this signature digital signature here on the bottom create your self sign digital ID continue we're going to save it to file and enter some basic information here about yourself so your name in this case a for organizational unit you're putting your employee ID organization name your email address here at Lakeshore again leave the country set for us this is the algorithm that it uses to encrypt it that's going to be used for digital signatures what it does is it takes this information makes it a part of the digital signature so that we can verify light around that this is you and only you click on continue it's going to ask you have two different things or one where do you want to save this information again you want this information to be available to you from any of the devices that you're around so please make sure that you are saving this to your onedrive if you have been converted to onedrive again here on my onedrive I've created a folder for signatures and then I saved my signature file here with that second one here and click on save if you have not been converted to onedrive as of yet please make sure that you are saving this on your you drive again create a folder first signatures so it's easier to find it later on you're only doing this one time now you're going to create a password please make this password something that you're going to remember but that's something that other people aren't going to guess right away you're going to be required to enter this password each time that you want to use your dignity dignity that way we know that somebody else didn't accidentally see your signature file and use it so we're going to save that now if we come down here you can see that my new one that I just created is here I'm going to click on it I'm going to click on continue it's going to ask me for that digital or that password that I just created and make sure again we want to lock the document after signing once you have signed it we don't want changes to happen to this document so we click on lock document after signing and click on sign it's going to prompt you to save this document in some location again make sure that you're saving this to your onedrive if you have a folder setup for forms or something like that you can save it to that location I'm going to just use the name of the file and put in the date so that I can find it later on if I need to I'm going to go ahead and click on save now you'll see that my signature will show here it shows us the valid signature as of the date and time that last step that I have to do is to send the file so I'm going to come up here click send file is email attachment to send file again since I'm logged in as myself I'm just going to use my default for Outlook and then I need to send this to workers comp at Lakeshore CS org and then please find attached these supervisors report for employee injury dated Oh 626 2017 and you'd click on send that's all there is to it you do have proof of this form that you sent it in your email so if you open up your email go to your sent items you'll find it in there as far as the actual email that you sent a copy of this form as well as the location of where you saved it on your onedrive again if you have any questions please make sure to contact the HR department here at Lakeshore thank you you