# 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.


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