Who Wrote This, and When?
Ever sat in an audit and had someone ask "who wrote this, and when?" I have. The room goes quiet, somebody pulls up a note, and then the questions start. Was it edited after the fact? By whom? Is this what the case manager actually wrote in March, or what got cleaned up in June?
That's the problem signed notes fix. We shipped it this summer and I want to walk you through how it works.
Sign it when you save it
When a case manager writes a note, there's a checkbox: sign this note on save. Check it, save, done. The only setup is a signature on their account page, either their name in a script font or one they draw.
The moment a note is signed, the system takes a snapshot. Who signed it. Their display name and role as they were that day. The date and time. The signature mark. And a fingerprint of the note text itself.
Those details are frozen. If Maria gets promoted next year and her role changes, or she updates her signature, every note she signed before that still shows what was true on the day she signed it.
Locked means locked
Once a note is signed, nobody edits it and nobody deletes it. The Edit and Delete buttons grey out with a "Signed, locked" tooltip. And this part matters: the server refuses the request too. Someone who knows how to poke at a web app and skip the button still can't change it.
There's no unsign. Nothing in the system reverses a signature. I get asked about that, and my answer is that an audit trail you can undo isn't an audit trail.
What staff see
In any note list there's a Signed column with a green check. Click it and you get a small window showing the signature, "Electronically signed by [name], [role]" and the date and time. Print the note or export to PDF and that same signature line appears under it.
This works the same way for every note type in UnaCasePro: contact notes, case notes, referral notes, and care plan notes. One behavior, everywhere.
Why I built it this way
I've been building case management software for county agencies for a long time, and the pattern is always the same. The documentation is fine until someone from the outside needs to trust it. A funder. A state reviewer. A lawyer. At that point "we're pretty sure nobody changed it" doesn't cut it.
Signed notes turn that into a yes or no question with a timestamp attached. Your staff don't change how they work. They check a box. The record does the rest.
Want to see it?
Schedule a demo and I'll walk your team through it. Bring your audit questions.