Who is this article for?

Administrators considering implementation of SeaCare 2.23.0.

No elevated access or permissions are required.

This article outlines the changes made to SeaCare in release 2.23.0 which is available to be scheduled for deployment.

Please contact your SeaCare representative for deployment assistance and configuration requirements.

Release Date: November 24, 2025.

Features

1. (SC-13621) Release Admin Phase 3 Expansion

Release Admin now supports additional SeaCare applications, enabling users to perform self-releases across the entire product suite.

1.1 Expanded Application Support 

Release Admin now includes the following applications:

• Enterprise: Automatically releases at the same time as Operations for clients that have Enterprise
• Crew Health Onboard: Released per vessel when each individual vessel is released
• CSMART: Displays as a separate vessel for clients that have CSMART and can be released independently
• SeaCare Mobile: Treated as a vessel release and can be released independently

2. (SC-13494) Signature Component for Form Editor

You can now add and configure signature fields directly in your fillable PDF forms without needing to contact support. This makes it faster and easier to create forms that require signatures.

2.1 Setting Up Signatures in Forms (Admin Users)

When you upload a fillable PDF that has signature fields, SeaCare will automatically find them for you. Here's what you can do:

2.1.1 Adding Multiple Signatures

• Add as many signature fields as you need to your PDF (for example: patient signature, doctor signature, nurse signature, witness signature)
• Each signature field can be configured separately with different signature types

2.1.2 Choosing Who Can Sign 

Select from five signature types for each signature field:

• Physician - Only physicians can sign (requires physician login)
• Nurse - Only nurses can sign (requires nurse login)
• Patient - The patient signs (automatically uses patient's name)
• SeaCare User - Any SeaCare user can sign (requires login)
• Custom - Anyone can sign (can manually enter a name)

2.1.3 Capturing Signature Information 

The signature image, signer's name, and date/time are three separate pieces of information:

• Signature image: Automatically appears where you placed the signature field
• Signer's name: (Optional) Add a text field to your PDF and connect it to the signature - the person's name will automatically fill in
• Date and time: (Optional) Add a text field to your PDF and connect it to the signature - the signing date/time will automatically fill in

Note: To show the signer's name and date/time on your form, you need to add regular text fields to your PDF first. Then in SeaCare, you'll connect (map) these text fields to the signature so the information fills in automatically when someone signs.

2.2 Completing Forms with Signatures (All Users)

When you open a form that needs signatures, you'll see "Add Signature" on each signature field.

2.2.1 How to Sign:

1. Click on "Add Signature" or anywhere in the signature box
2. A signing window will open
3. Sign using your mouse, touchscreen, or signature pad device
4. Depending on the signature type, you may need to:
   • Enter your SeaCare username and password (for Physician, Nurse, or SeaCare User signatures)
   • The system will verify you're in the correct group (physicians can only complete physician signatures, nurses can only complete nurse signatures)
   • For Patient signatures, the patient's name is automatically added
   • For Custom signatures, you can type in any name
5. While in the signing window: If you don't like your signature, click the "Clear" button to remove it and sign again
6. Click "Save" to add your signature to the form
7. You'll see a green success message when the signature is saved

2.2.2 Managing Your Signatures:

• Resize signatures: After a signature is saved to the form, you can click on it to resize it if it appears too large or small
• Delete and re-sign: After a signature is saved to the form, click on it to see a delete (trash can) button - remove it and add a new one if needed
• Continue editing other fields: After adding a signature, a grey "Continue Editing" banner will appear at the top of the form. You must click this banner to unlock and edit the other form fields (text boxes, checkboxes, etc.). The signature itself will remain locked.

2.2.3 Important: Signatures and Drafts

• Signatures are NOT saved when you save a draft - only the other form fields (text, checkboxes, etc.) are saved
• If you add signatures and then save as draft, you will need to sign the form again when you reopen it
• This ensures signatures remain valid and secure

2.2.4 When Forms Are Permanently Locked: 

Once you perform any of these actions, all signatures become permanently locked in the document and no changes can be made:

• Print the form
• Download the form
• Share the form (with patient or provider)
• Email the form
• Attach the form to a Patient Chart
• Attach the form to a Case

This lock protects the signed document from being altered after it's finalized.

3. (SC-12870) Advanced Electronic Signatures

This feature expands on the Signature Component functionality (SC-13494) to support legally binding digital signatures that meet regulatory requirements for medical documentation. With advanced signatures, you can complete and sign forms entirely digitally without needing to print, sign by hand, and scan documents back into the system.

⚠️ IMPORTANT: Setup Required

• This feature requires configuration by the Ideagen Maritime Support Team before use
• You must use approved signature devices that have been configured to work with SeaCare
• Contact Ideagen Maritime Support to set up this feature and confirm your devices are compatible

3.1 Configuration Settings (Admin Users)

Once the Ideagen Maritime Support Team has configured your advanced signature device, a new configuration option will appear in Configuration Admin:

3.1.1 Advanced Signature Session Timeout (Minutes)

• This toggle setting controls whether advanced signatures are available for your organization
• When turned ON, you can define how much time users have to capture each advanced signature (timeout per signature attempt)
• When this setting is enabled, a new toggle called "Form Requires Advanced Signature (AES)" becomes available in the Forms admin

3.1.2 Marking Forms for Advanced Signatures:

• In the Forms admin, you'll see a new toggle: "Form Requires Advanced Signature (AES)"
• Turn this toggle ON for any form that needs to use the advanced signature device
• When a form is marked with this toggle, users must complete signatures using the configured signature device instead of regular signatures
• This is configured per form in the Form Editor

3.1.3 How It Works:

• If a form has the "Form Requires Advanced Signature (AES)" toggle turned ON, users must complete those signatures using the configured signature device
• The timeout ensures security - if a user doesn't complete the signature within the set time, they'll need to start the signing process again
• Regular signatures (from SC-13494) can still be used on forms that don't have the AES toggle turned on

3.2 Advanced Signature Workflow

When completing a form that requires advanced signatures, users will see a clear indication that advanced signatures are needed:

3.2.1 Starting the Signature Process:

• A footer banner appears with a warning message: "This form requires advanced signatures. Once all fields are completed, click 'Sign Form – Advanced Signature' or any signature box to begin."
• The banner includes a green "Sign Form – Advanced Signature" button
• Click this button or any signature field to start the signing process
• A confirmation modal will appear asking if you want to continue to the third-party signature system
• Click "Yes" to proceed

3.2.2 Signing with the Advanced Signature Device:

• After confirming you're ready to start, a modal called "Signing Process in Progress" will appear
• This modal shows a countdown timer displaying how much time you have remaining to complete the signature before the session is canceled (based on the timeout configured by your administrator)
• You have two options while the session is active:
  • Cancel: Stop the signing session and return to the form
  • Try Again: Restart the signing session if you need more time or encounter issues
• Complete your signature using the configured signature device
• Once the third-party system successfully captures your signature, it will be sent back to SeaCare and displayed on the form in the signature field (just like regular signatures)

3.2.3 After Signing:

• Forms become locked and non-editable after signing to ensure document integrity
• Advanced signatures are clearly labeled in the patient library
• The signed form includes biometric data embedded directly in the PDF for legal compliance

3.3 Working with Form Attachments

When completing forms with advanced signatures, you can manage attachments more easily:

• View all attachments in one place using a new sidebar panel
• See how many attachments are on a form at a glance
• Preview documents before opening them
• Remove attachments you no longer need
• When you save the form, all attachments are automatically combined into one PDF file

4. (SC-14570) Report Builder Improvements

The Report Builder has been enhanced to improve accuracy, clarity, and user confidence in the data. These changes make it easier to find the fields you need and ensure the data you see is up-to-date.

4.1 Clearer Field Names

We've reviewed and renamed approximately 100 fields in the Report Builder to make them easier to understand:

• Field names are now more descriptive and consistent
• Similar fields follow the same naming pattern across different reporting areas
• Less confusion when selecting which fields to include in your reports

4.2 Backend Performance and Accuracy Improvements

We've made backend improvements to optimize the performance and accuracy of the Report Builder:

• Enhanced data reconciliation system to keep information current
• Better synchronization between SeaCare and the Report Builder database
• Improved data consistency for more reliable reporting

4.3 What This Means for You:

• Faster report generation
• More confidence that the data you see in reports is accurate and up-to-date
• Reduced discrepancies when running reports

5. (SC-13796) Case Management Optimizations

The Case Management dashboard has been significantly improved to load faster, provide better filtering options, and make it easier to track and manage cases. These changes help you work more efficiently, especially when dealing with large numbers of cases.

5.1 Faster Performance

We've made major improvements to how quickly the Case Management dashboard loads and responds:

• 60% faster search and sorting performance
• Patient name searches now work much more quickly, even with thousands of cases
• Dashboard loads faster by not calculating total results upfront
• Click "Get Total" in the pagination if you need to see the total number of results

5.2 Save Your Filter Preferences

You can now save your preferred filters so they're ready every time you open Case Management:

• Click the ellipsis menu (three dots) at the end of the filter bar
• Select "Save Filters" to save your current filter settings
• Your saved filters will automatically apply the next time you log in
• Select "Clear Saved Filters" to remove your preferences and return to system defaults
• Reset button restores your saved filters (or system defaults if you haven't saved any)

Default Filters (if you haven't saved your own):

• Open cases only
• "Assigned" toggle selected
• "Assigned to All" selected

5.3 Better Visual Indicators

New icons and indicators help you quickly see important case information:

Case Number Column:

• Lock icon: Appears next to closed case numbers
• Paperclip icon: Shows when documents are attached to the case
• Task icon: Shows when tasks exist (red = pending tasks, gray = completed tasks only)
  • Click the task icon to open the case with the Tasks tab selected
• Medical kit icon: Shows when the patient has other cases in the system
  • Displays the number of other cases for that patient
  • Click the icon to filter and view all cases for that patient
• Vessel icon: Shows the vessel associated with the case

5.4 Improved Time Tracking

The "Duration" column has been renamed to "Last Update" and now shows more useful information:

First Row: Date and time of the last update (example: "May 15, 2025 00:00")

• Hover over the date to see the full date/time in UTC format

Second Row: Days since last update / Total case duration (example: "5 day(s) / 30 day(s)")

• Hover over this to see a tooltip explaining what the numbers mean

New Time-Based Filters: In the Additional Filters menu, you can now filter by:

• Case Duration (Days): Filter by how long cases have been open (1-10 days, 10-20 days, 20-30 days, 30-60 days, 60+ days)
• Days Since Last Update: Filter by how recently cases were updated (same day ranges)

Column Order: The columns are now arranged as: Case No., Patient, Diagnosis, Statuses, Last Update, Next Follow Up, Assignee

5.5 Better Document Management

Documents are now more accurately linked to cases:

• Improved tracking of documents across all case actions (Submit Invoice, Share with Provider, Add Documents, Email, Appointments, Tasks)
• More accurate document counter in the case list
• Better organization of case-related documents

5.6 Tasks Tab and Case Details Improvements

We've made several improvements to how you work with tasks:

5.6.1 Tasks Tab in Case Management Module:

• New Summary column added to display the task description directly in the list
• Last Update column now shows both date and time (not just the date)
• New Case Number filter added to help you find tasks by case
• Filters now extend across the full width with consistent spacing for easier use
• Fixed sorting issues that affected 3 columns
• Fixed filters and additional filters that were not working properly
• Fixed issue where reset button was calling the system multiple times
• Note: Summary column does not have sorting functionality

5.6.2 Tasks Section in Case Details Modal:

• Renamed "Start Date" to "DUE DATE & TIME" in the Add Task modal for clarity
• Fixed case managers not loading in the additional filters dropdown
• Task counters now update more efficiently - only reload when you perform actions that change the count (like completing a task), not on every update

5.7 Case Status Synchronization Between Ship and Operations

Administrators can now configure how case status updates sync between the ship (Onboard) and Operations.

5.7.1 Configuration Location:

• Go to Configuration Admin > Settings tab
• Find the setting: "Case Management - Onboard and Operations Data Sync"

5.7.2 Default Setting:

• The Case Status sync toggle is ON by default when you upgrade to v2.23.0
• This maintains the same behavior your system had before the upgrade, ensuring no workflow disruptions
• If you want to change this behavior and prevent cases from automatically closing when the ship cancels a disembarkation, you can turn the toggle OFF

⚠️ Important: Configuration changes only affect future data synchronization. Past case data and medical records will not be retroactively updated or synchronized.

5.7.3 How It Works:

When Sync is OFF:

• If the onboard medical team cancels a disembarkation, the case in Operations will remain with the same status it had before
• The Operations team must manually review and update the case status

When Sync is ON (Default):

• If the onboard medical team cancels a disembarkation, open cases in Operations will be automatically closed
• Closed cases will remain closed
• This saves time and ensures case statuses stay current without manual intervention

Bug Fixes

Browser Compatibility

The features and fixes listed in this release were tested with: 

• Google Chrome version 142.0.7444.176 (Official Build) (64-bit)
• Microsoft Edge version 142.0.3595.94 (Official Build) (64-bit)

While we strive to ensure compatibility, we cannot guarantee functionality with newer browser versions, as third-party updates may introduce changes that affect existing functionality as well as performance. For the best experience, we recommend using the tested versions or contacting support if issues arise with newer releases.