DocuSign Creating Templates

DocuSign templates define the document structure and signature fields for documents you send through Welkin. This guide covers how to create templates in DocuSign that work with the Welkin integration.

What is a DocuSign template?

A template is a reusable document (PDF or Word file) with:

• Pre-defined signature fields (where signers sign, initial, or date)

• Text fields that can be auto-populated with patient data from Welkin

• Recipient roles (e.g., "Patient", "Guardian", "Provider")

• Signing order if multiple signers are required

Step-by-step: creating a template

Step 1: Start a new template

1. Log in to your DocuSign account at app.docusign.com

2. Click Templates in the left sidebar

3. Click New → Create Template

4. Give the template a descriptive name (e.g., "Patient Consent – Telehealth Services")

Step 2: Upload your document

1. Click Add Documents

2. Upload your document (PDF format is recommended for consistent field placement)

3. Confirm the document preview looks correct

Step 3: Add recipients

1. Under Add Recipients, add each signer role:

   • Role name – use a generic name like "Patient" or "Guardian" (this is filled in when the document is sent from Welkin)

   • Signing order – if multiple parties need to sign in sequence, set the order

   • Action – "Needs to Sign" for electronic signatures

2. For Welkin integration, keep recipient roles consistent with what you'll configure in the Designer field mapping

Step 4: Add signature and data fields

Drag and drop fields onto the document where needed:

• Signature – the legal electronic signature field

• Initial – for initialing specific sections

• Date Signed – auto-fills with the signing date

• Text – for fields like patient name, address, or date of birth that Welkin will auto-populate

• Checkbox – for acknowledgments or agreement checkboxes

For fields that Welkin should auto-populate, use the Data Label property in DocuSign to set a consistent label (e.g., patientName, patientDOB). These labels are used to map Welkin data in the Designer portal.

Step 5: Save and publish the template

1. Click Save to save as a draft

2. Review the template by clicking Preview

3. When ready, click Save and Close – the template is now available to use in Welkin

Tips for effective templates

• Keep document names consistent and versioned (e.g., "Telehealth Consent v2.1")

• Test each template by sending it to yourself before using it with patients

• Lock non-editable fields to prevent accidental modification during signing

• If a form has multiple pages, add a "Date" field on the first page – DocuSign will fill it automatically

Updating templates

When you update a DocuSign template, save it as a new version. Old envelopes that were sent using a previous version retain their original template – only new sends will use the updated version.

After updating a template, test it in Welkin to confirm field mapping is still correct.