Service Coordinator DocuSign User Guide

EI Colorado Service Coordinators DocuSign

Purpose: This guide contains instructions and procedures to utilize DocuSign in the EI Colorado Data System. If users have questions or need assistance, please complete the EI Data System Bug and Suggestions form. It is important to consolidate forms into one envelope when possible. Each sent envelope has a fixed cost.

Form Sending

Sending Individual Forms

• DocuSign Recipient #1 (Parent/Guardian) & DocuSign Envelope Language must be completed prior to sending a DocuSign form

  • DocuSign Envelope Language options are English or Spanish 

NOTE: If someone other than the Parent/Guardian holds education rights their Contact should be entered as DocuSign Recipient #1

• Individual forms and form combinations are sent from the Client Case using the

• Send with DocuSign button on the top right of the screen

• A message will pop-up with the following statement:

  • “The current selected language is ENGLISH. On the next screen you will be able to see form names of ENGLISH language only. If you want to switch the language, please go back to record and select another language form DocuSign Envelope Language.” or SPANISH respectively

  • Click Next

• Select the Document you want to send from the menu by clicking the corresponding box → click Send

• Each form will be a separate email

• After the form is sent a pop-up will appear → click Finish

Demo

• Sending Individual Documents

Sending IFSP

Individualized Family Service Plan

• Click the Print button from the Visual Force IFSP page

• A DocuSign pop-up message will appear “Please make sure the IFSP is complete as this copy will be used for getting E-signatures via DocuSign”

  • Select OK or Cancel

• A PDF preview of the EI Screening Record will open. No action is needed this window can be closed

• Upon refreshing the Print button will no longer be available and a new button for Send With DocuSign will display

• A green pop-up bar will appear noting “PDF Saved for DocuSign”

• The service coordinator can verify the IFSP as been sent as both the Print and Send With DocuSign buttons are now grayed out

NOTE: This will prevent the Service Coordinator from sending the IFSP multiple times via DocuSign

Reviewing Form Status

• From the Client Case select the DocuSign Details tab

• Users will see the most recent envelope sent that includes the status of required signature(s)

  • NOTE: The form name will not be listed in this view

• Navigate to the Client Case and select the Related tab

• Scroll to the bottom of the page and select DocuSign Status section

  • This will show the status of all DocuSign forms sent for the child’s client case

  • Status: Delivered, Sent, Completed

• Navigate back to the Related tab and select the Files section

  • Once a form has obtained all required signatures it will automatically be uploaded to the Client Case Files section with an electronic signature certificate

• Remember, a copy of the form(s) will be sent to individuals who have signed or received the form once it is signed by all required parties

  • NOTE: It is not necessary for service coordinators to email an additional copy of any form

Form Signing

• Review the DocuSign Instructional Video (this will be sent with every DocuSign envelope)

• Review the Templates for all DocuSign forms to learn what is required from each participant for every form and combination

Demo

• Sending Initial IFSP

Scenarios/Considerations

• What happens if the family speaks Spanish and the service coordinator speaks English?

  • The forms will be sent to the family in Spanish, signed, and returned to the service coordinator

    • If the service coordinator does not speak Spanish and needs to review the form they will compare it to the English version. All forms can be found on the EI Colorado website

• What is the best practice when a family has not signed a form?

  • It is recommended that the service coordinator contact the family on the phone and via email to ask if there are any questions or complications that the family is experiencing with signing the form

  • DocuSign will send a reminder email every two days that the form goes without a signature

  • Do not send multiple envelopes of the same form(s). Each envelope has a cost and this spending is monitored by EI Colorado

• In foster care, out-of-home placement, and CAPTA cases, how is a family’s personal identifiable information protected?

  • The Address filed on individual forms has been intentionally left black

  • At this time IFSPs will not be sent with DocuSign for these cases