Send Documentation For Signature

Therabill will allow you to send a document created using the custom documentation system, to someone through e-mail to request a digital signature.  This can be used to request signatures from clients/patients and referring physicians.   The recipient of the signature request will receive an e-mail where they can click a link and be taken to a secure web page to digitally sign the document.

IMPORTANT: You should not send a signature request until you have completed the document.  If an external source signs a document and then you subsequently edit the document/note, the external signatures will be removed.  That is, the signature only applies to the document as it was written at the time the person signed the note.

How to send a document for a signature request

The signature request can be performed from the note template (the documentation tab on the edit session form) where you enter your therapy documentation.  At the top of the note template you will see a button labeled Send for Signature (see image to the right, red arrow).  Click the Send for Signature button.

Important:  The external signatures, such as the client signatures and referring physician signatures are note template independent.  That is, if you have completed more than one note template for a particular session and you want them both signed, you would need to send a signature request for each note template.  Sending one request will not sign all documentation for a single therapy session.

I do not see the Send for Signature button

The Send for Signature button appears once you have started the note.   There must be at least one save performed.  Once the note has been saved, the Send for Signature button should appear.

The signature request form

Once you click the Send for Signature button, you should now see a form as shown in the image to the right.  The signature request form will display the contents of the note template that  you are sending a signature request on.  At the top, you will see a form that you need to fill in to let Therabill know who to send the request to.

• Signature By: Choose an option from the drop down.  For example, if you are sending it to the patient for a patient signature, then  you should choose Client/Patient.
• Send to Name:  Enter the name of the person you are sending the request to.
• Send to Email:  Enter a single e-mail address that the request should go to.  Please make sure you enter the e-mail correctly.  If you enter a wrong e-mail, the person will not receive the request.  You should only enter one e-mail address.
• Email Comments: If you would like to send a message in the body of the e-mail, for example, with additional instructions, enter those comments here.

Once you have filled out the form, click the Send button.

What happens now?

An e-mail will be sent to the e-mail address that you provided.  The e-mail will be branded with your company information and logo.  The e-mail will request that they click a link to be taken to a secure web page to sign the note.

IMPORTANT:  The recipient has 7 days to sign the note.  For security reasons, the signature request link will only work once.

When the recipient clicks the link and is taken to the secure web page (similar to image shown to the right), after agreeing to a confidentiality notice, they will be given the option to sign the note.  The recipient can use a touch screen device to draw their signature within a signature pad.  Once they submit, your note will display their signature when you perform an official print of the note.

Making Changes to the Note after it is Signed

Unlike finalization of the session (where the therapists signature is applied to the notes), you can still edit the note after external signatures have been applied to it.  However, if you make any changes to the note after it is signed, then all external signatures will be removed from the note.  You will need to send a new signature request to have the note signed.  The recipient will then see the new note contents and be able to make an informed decision on whether to sign it or not.