Key Concept

Documents, such as an orientation pamphlet or yearly program information packet, may not require the client to sign it but it is important to get acknowledgment that they received it. When a printed document is sent by mail, there isn't any way to know for sure the client actually received it, so oftentimes we ask for a signature and to have it sent back. This creates a lot of work for the staff and the client to complete something that isn't critical. By delivering the document electronically, we can both get the acknowledgment of receipt and it is simple for the staff and client.

Printed Documents

When using the Document Delivery system for printed documents, it creates a record in the Completed Documents list so we can track when it was printed. These documents can be found on the Client Portal under the Documents section. This is great if the client wants to reference an old correspondence. 

*Printing outside of the Document Delivery system is audited, but not very convenient for tracking.

Electronic Information Only Documents

When a document template is set up to be electronic and information only (see below), it will appear in the “Actions Needed ” section of the Client Portal, but unlike other forms, it does not require the client to sign it. Only to confirm they received it. This gives the provider reassurance that the information given was viewed and the client only clicks one button to complete it.

Document Template - Information Only

If a document workflow is better served by having the client acknowledge they received the document but not burden them with a signature, then set the template Electronic Use to Information Only.