DocuSign Setup (Designer)

After configuring DocuSign in the Admin portal, use the Designer portal to add DocuSign components to your patient templates so care team members can send signature requests directly from the patient chart.

Prerequisites

• DocuSign Authorization complete

• DocuSign Admin setup complete

• At least one DocuSign template created (see DocuSign Creating Templates)

• Designer portal access

Adding the DocuSign component to a template

1. Log in to the Welkin Designer portal

2. Navigate to Templates and open the template where you want to add DocuSign (e.g., intake encounter, welcome visit)

3. Click Add Component

4. Select DocuSign from the integrations component list

5. Configure the component:

Component settings

• Component label – the name shown to care team members (e.g., "Send Consent Forms")

• Available templates – select which DocuSign templates can be sent from this component. You can add multiple templates if care team members need to choose

• Auto-populate patient fields – toggle on to automatically fill patient name, date of birth, and contact information in the DocuSign document

• Display mode – choose whether to show signed documents inline within the component or link to them

1. Save and publish the template

Mapping patient data to DocuSign fields

To auto-populate DocuSign fields with Welkin patient data:

1. In the DocuSign component settings, click Field Mapping

2. For each DocuSign template field (e.g., "Patient Name", "Date of Birth"), select the corresponding Welkin data field (e.g., patient.firstName + patient.lastName, patient.dateOfBirth)

3. Save the mapping

Mapped fields will be automatically filled when a care team member initiates a DocuSign send from the patient record.

Configuring document visibility

Control which roles see the DocuSign component and which signed documents are visible:

1. In the template component settings, open Visibility Rules

2. Set role-based visibility if only certain roles (e.g., Care Coordinator) should see the send option

3. Under the patient record's document section, confirm that the document category selected in the Admin portal is visible to the appropriate roles

Automations with DocuSign (optional)

You can trigger DocuSign sends automatically as part of a care workflow:

1. In Designer, go to Automations

2. Create a new automation triggered by an event (e.g., patient enrolled in program, first appointment scheduled)

3. Add a Send DocuSign Document action

4. Select the DocuSign template to send

5. Configure recipient details and any conditional logic

6. Save and activate the automation

This is useful for automatically sending intake consent forms when a new patient is enrolled.