DocuSign Setup (Admin)

After completing the DocuSign Authorization, configure the integration settings in the Welkin Admin portal to control how DocuSign works for your organization.

Accessing DocuSign settings

1. Log in to the Welkin Admin portal

2. Navigate to Integrations → DocuSign

3. Confirm the integration status shows Authorized

Configure sender settings

Default sender

Set the default DocuSign sender for your organization – this is the name and email address that recipients see when they receive a signature request:

1. Under Sender Configuration, select the default sender from the list of authorized DocuSign users

2. Optionally, enable Send on behalf of to allow individual care team members to appear as the sender using their own name (requires DocuSign seats for each user)

3. Save changes

Email notification settings

Configure what patients and signers receive:

• Reminder frequency – how often DocuSign sends reminder emails to unsigned documents (e.g., every 2 days)

• Expiration – the number of days before an unsigned document expires (recommended: 30 days for consent forms)

• Custom email subject and message – personalize the email patients receive with a signature request

Configure document storage

Specify where completed (signed) documents are stored in Welkin:

1. Under Document Storage, select the Welkin document category for signed documents (e.g., "Signed Consents", "Patient Agreements")

2. Enable Auto-attach to patient record to automatically link signed documents to the patient's record upon completion

3. Optionally, enable Notify care team on completion – choose a role or specific users to receive a notification when each document is signed

User access settings

Control which Welkin users can send DocuSign documents:

1. Navigate to User Roles in the Admin portal

2. Edit the relevant roles (e.g., Care Coordinator, Clinician)

3. Under Permissions → Integrations, enable DocuSign: Send Documents

4. Save the role

Only users with this permission will see the DocuSign send option in the Care portal.

Audit and compliance settings

• Signature audit trail – DocuSign automatically generates a Certificate of Completion for every signed document. This is stored alongside the signed document in Welkin.

• Retention – configure how long completed envelopes are retained in DocuSign (separate from Welkin storage)

• Wet signature fallback – if a patient cannot sign electronically, staff can upload a scanned signed document and attach it to the patient record manually

Testing after setup

Before going live, send a test document to yourself or a test patient to confirm:

• The email arrives with correct sender name and branding

• The signature fields are correctly positioned

• The completed document appears in the test patient's record in Welkin