DocuSign Overview (Care)

This guide covers how care team members use DocuSign from within the Welkin Care portal to send documents for electronic signature and track signing status.

Who this guide is for

This guide is for care coordinators, clinicians, and other staff who send consent forms, treatment agreements, or other documents for patient signature through Welkin.

Sending a document for signature

From a patient record

1. Log in to the Welkin Care portal

2. Open the patient record

3. Navigate to the encounter or section where the DocuSign component is configured

4. Click Send for Signature or the DocuSign button

5. Select the document template to send from the available options

6. Review the pre-populated patient information:

   • Patient name and date of birth

   • Email address (the signature request will be sent here)

   • Any fields auto-populated from the patient record

7. Add any custom fields or instructions if needed

8. Click Send

The patient will receive an email from DocuSign with a link to review and sign the document.

In-person signing (on a device)

If the patient is present and you want them to sign on a tablet or computer:

1. Follow steps 1–6 above

2. Instead of clicking Send, click Sign In Person

3. Hand the device to the patient

4. The patient reviews the document and signs using their finger or stylus

5. The signed document is captured immediately – no email required

Tracking signature status

After sending a document, you can track its status in the patient's DocuSign section:

• Sent – document has been sent and is awaiting signature

• Viewed – patient opened the document but has not yet signed

• Signed – patient has completed signing; the document is being processed

• Completed – signature is finalized and the document is saved to the patient record

• Expired – the document was not signed within the allowed time window (typically 30 days)

• Voided – the document was canceled before signing

Viewing completed documents

Once a document is signed and completed, it appears in the patient's Documents section in Welkin. Click on the document to view it. The DocuSign Certificate of Completion (audit trail) is also accessible from this view.

Voiding or canceling a sent document

If you need to cancel a document that has already been sent but not yet signed:

1. Open the patient record and navigate to the DocuSign component

2. Find the pending document in the status list

3. Click Void

4. Enter a reason for voiding (e.g., "Wrong template sent", "Patient requested cancellation")

5. Confirm – the patient's signing link will be deactivated

You can then send a new document if needed.

Common questions

Can the patient sign on their phone? Yes – DocuSign's signing experience is mobile-friendly.

What if the patient's email is wrong? Void the sent document and re-send with the correct email address.

Can I resend the email reminder? Yes – click Resend on the pending document to trigger a new reminder email to the patient.