DocuSign Overview (Designer)

This page provides a high-level overview of how DocuSign is configured and managed in the Welkin Designer portal, including template management, field mapping, and automation options.

DocuSign in the Designer workflow

Designer controls how DocuSign appears and behaves within patient-facing care workflows. The key configuration tasks in Designer are:

• Adding DocuSign components to patient templates

• Mapping patient data fields to DocuSign document fields

• Setting up automations that trigger DocuSign sends

• Managing which document templates are available in each care context

For the step-by-step setup guide, see DocuSign Setup (Designer).

Components available in Designer

When you add a DocuSign component to a template, you can configure:

Component element	Description
Available templates	Which DocuSign document templates care team can send from this context
Field mapping	Auto-fill document fields using Welkin patient data
Display mode	Whether signed docs appear inline or as links
Role restrictions	Which user roles see the DocuSign send option

Template management

DocuSign templates are created and managed directly in DocuSign (not in Designer), but they are made available to care team members through Designer component settings. When a DocuSign template is updated (e.g., a new version of a consent form), you do not need to update Designer – the latest published version in DocuSign will be used automatically.

See DocuSign Creating Templates for guidance on building templates in DocuSign.

Automation options

DocuSign sends can be triggered automatically through Welkin automations:

• On patient enrollment – send intake consent forms when a patient is added to a program

• On encounter creation – send visit-specific agreements before a scheduled appointment

• On custom CDT event – trigger document sends based on clinical data changes

To configure automations, go to Automations in Designer and select Send DocuSign Document as the action type.

Reporting and audit

All DocuSign activity is logged and accessible through:

• The patient's document history in the Care portal

• The DocuSign account's envelope activity log

• Welkin's Data Audit for integration activity

Versioning and compliance

DocuSign maintains a complete audit trail (Certificate of Completion) for every signed document. This includes the signer's identity, IP address, timestamp, and each action taken during the signing session. This audit trail is stored with the completed document and is accessible from Welkin.

Ensure that your DocuSign templates are reviewed and approved by your legal or compliance team before going live.