3. DocuSign FAQ

DocuSign FAQ

For DocuSign via the Provider Portal or EI Data System

Phase 1 DocuSign Roll-Out May 5, 2024

Question: Is there information that can be shared with families on how to sign a DocuSign Document?

Answer: Yes. Every email sent by DocuSign has this section on the bottom of the email:

The “How to Sign a Document” video is available in English and Spanish

Question: On May 5, 2024, DocuSign will only be used for Initial Individualized Family Service Plans (IFSP). What should Early Intervention Brokers (EIB) do regarding IFSP Periodic Reviews and IFSP Annuals?

Answer: Please continue to gather consent in the manner in which it is currently being obtained. Depending on the IFSP service an additional PAR may be required. Health Care Policy and Financing (HCPF) will continue to accept non-electronic signatures until DocuSign can support all early intervention (EI) forms

Question: In what languages are forms available?

Answer: English and Spanish

Question: What is contained in the DocuSign May 5th Release vs. DocuSign Phase 2?

Answer: The May 5th release will have all Individual EI Forms, EI Screening Records, and Initial IFSPs. DocuSign Phase 2 will include IFSP Periodic Reviews, IFSP Annuals and envelope combinations. Phase 2 has an anticipated completion date of June 1, 2024. User Guides will be updated and distributed with Phase 2 details before the release.

Question: How are reminders sent?

Answer: Reminder emails are sent automatically by DocuSign every two days if a document has not been completed or signed.

Question: Can users create individual bundles or envelopes?

Answer: No. All document combinations are pre-set by the EI Data System. Envelope combinations will be available during Phase 2 development to be completed by June 1, 2024. Feedback is welcome via the EI Data System Bugs and Suggestions form.

Question: Does local program information populate on forms?

Answer: EIB/CCB Account information pre-populates on each form and IFSP. Information from the CCB Account, Service Coordinator Contact, Client Contact, Family Member Contact, and Service Provider Contact determines the information that populates each form. The Address line on each form is intentionally left blank.

Question: Are EIBs required to use DocuSign via the EI Data System?

Answer: Not at this time. Electronic Signatures are recommended for all EI Colorado documents, however obtaining a DocuSign signature should not impede the ability to move forward with the evaluation, IFSP and/or service provision process. Please continue to gather consent in the manner in which it is currently being obtained if DocuSign is not an appropriate option for a specific family situation.

Question: Are ink or “wet” signatures still allowable?

Answer: Yes. The individual acting as the parent, Evaluator or IFSP Participant may always choose to sign a paper copy of a form. If an ink signature is obtained, the document must be uploaded to the EI Data System.

Question: Where does the form go if a biological parent does not hold parental rights?

Answer: The contact that is entered in the DocuSign Recipient #1 field should always be the individual with education rights for the child, GAL, Surrogate Parent, Foster Parent, Kinship Parent, or Biological Parent.

Question: Can a DocuSign document be sent before the IFSP meeting?

Answer: Only forms or documents that are complete (ready for signature) in the EI Data System and have been discussed with the family should be sent before an IFSP meeting, such as Prior Written Notice (PWN). All other forms will be sent with the IFSP after the meeting. Nearly all EI Forms can be sent individually. The timeline for each document may not align with an IFSP meeting.

Question: What is the timeline for EI Screening Record/Evaluation Results in the Provider Portal?

Answer: Evaluation results must be completed within the Provider Portal within 72 hours of the evaluation.

Question: What is the timeline for IFSP completion in the EI Data System?

Answer: Starting July 1, 2024, fifteen days from the date of the IFSP meeting.

Question: On the Authorization to Release Information the end date is pre-populated as one year from the date the form is created. Can this be changed by the Service Coordinator?

Answer: Not at this time, it will remain 365 days from the date the form is completed.

Question: As the parent/guardian will be using DocuSign to sign off on each service on the IFSP what is the consent date?

Answer: The consent date of each EI Service Plan Element will remain as the IFSP date regardless of when the parent returns the DocuSign document. There is no date field associated with the Service Plan Element DocuSign signature.

Question: Will the family receive a copy of the evaluation/EI Screening Record when the form is signed by everyone regardless of EI eligibility?

Answer: Yes. Everyone in the signing order (evaluators, parent/guardian) will receive a copy (via email) of every DocuSign form once it has been signed by all individuals in the signing order.

Question: Who is listed as Evaluation Participants and/or IFSP Participants?

Answer: Only evaluators and providers and Service Coordinators on the IFSP should be listed in the Participant sections. Family members, and other people invited by the family to participate, are not included in the participants section. Parent/guardian signature is not required in the participant section.

Question: The “Print” and “Send with DocuSign” buttons are grayed out on the EI Screening Record, why is this?

Answer: When the “Print” and “Send with DocuSign” buttons are grayed out this means the EI Screening Record or IFSP has already been sent by the EI Data System via DocuSign. The buttons are grayed out so you cannot send the envelope multiple times, which would incur additional costs. The EI Screening Record is sent every six (6) hours at 12:00 pm, 6:00 pm, 12:00 am and 6:00 am.

Question: Are there situations in which DocuSign is not used to obtain electronic signatures?

Answer: Yes. In the following situations continue to gather consent in the manner in which it is currently being obtained:

• For children in out-of-home placement

• When there are concerns about confidentiality

• When the primary language is not English or Spanish

• If there is no parent email available

Question: Who do I contact if DocuSign is not working as expected?

Answer: Complete the EI Data System Bugs and Suggestions form if you find that DocuSign is not working as described in the User Guides. Please continue to gather consent in the manner in which it is currently being obtained until the reported issue is resolved.