Procedures for Using Hello Sign

This article will guide users how to use HelloSign, a secure platform utilized to collect electronic signatures.

Important Notes:

Through the secure platform of HelloSign, we now can collect electronic signatures on agency consents, releases, and other forms when in-person visits or sessions are unable to occur OR if client is unable to electronically sign via Microsoft Teams.

Instructions for how to use the site are included below, but first here are some general notes for best practice and compliance moving forward:
    

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  • Use of the HelloSign site does NOT replace the need to review forms with clients. Everyone always needs to know what they are signing, and why. It is expected that ALL forms are being completed with a client (either over the telephone or via a video call) prior to being emailed out for a signature. (**please ensure that you are also documenting this contact in the record)
  • Due to concerns over ensuring that ALL forms are individualized per the client needs and requests you are advised to NOT create templates in HelloSign (from a compliance perspective it is best practice to ensure that the client forms are being filled out with the client (via phone or video call) directly from the Member Service Entry.
  • Confirm ALL email addresses and names carefully so we can be sure of always maintaining confidentiality.
  • Remember to upload all signed documents into Evolv immediately upon receipt. You can do this by downloading the signed documents (pdf) from the site OR downloading them directly from the returned email, then uploading directly to Member Service Entry form.
  • Attach documents to the corresponding form in Member Service Entry form.
  • You will need to download the PDFs to your computer, but they can be deleted from your computer once they have been uploaded to Evolv.
  • ** For best practice and compliance -Please only upload these documents back into their corresponding service entry and refrain from using the Scanned Docs form set if possible.

Instructions for Creating/Saving Forms for Signature in EVOLV

NOTE: Use of the HelloSign site does NOT replace the need to review forms with clients. Everyone always needs to know what they are signing, and why. It is expected that ALL forms are being completed with a client (either over the telephone or via a video call) prior to being emailed out for a signature **please ensure that you are also documenting this contact in the record) 

1. Open the service entry in EVOLV that you want signed; 
   1. fill in all the necessary and appropriate boxes and information i.e., If a release- a release to whom? Address? Verbal? Documented? Etc. 
   2. If a Consent, please ensure that each box is being individualized to the client.
2. When you get to the Client/Guardian Signature section click “click to upload image” and capture signature (as if the client were in front of you)> hide the time stamp> put the cursor in the bottom right-hand corner of the box and click (this will allow for the appearance of a blank signature box) > then press SAVE  
3.  Press Print> Print Form> Print> Under “printer” select SAVE AS PDF from the drop-down arrows (now save this document to your computer); save the EVOLV service entry. 
4. **This step should be completed for EACH form you want signed.

Instructions for Sending Forms through HelloSign

Getting Started:

Update Your Settings ( ONE TIME ONLY) 

• Log into your HelloSign account
• Click the arrow next to your email address at the top right of the page, then click My Settings from the dropdown; you are now in the Standard Features section
• Scroll to the bottom of this page, under Preferences
• Click √Enable for Do not merge signed documents; scroll to bottom and SAVE
• Enabling this will send all the documents back to you in one email with separate attachments (for ease of uploading into EVOLV)
• Now click the Profile tab, scroll down to the Notifications, and click √Enable for Signer reminders. (This will allow all recipients to receive automatic reminders to sign documents; scroll to bottom and SAVE

NOTE: By default, you will receive an email when the documents are viewed, and again when they are signed. You will also receive a daily update if you have any outstanding requests. If you would like to manage the # of emails you are receiving (complete the following)

• Click the arrow next to your email address at the top right of the page, then click My Settings from the dropdown; Click on the Profile tab
• Scroll down to the Notifications (here you can choose which email notifications you would like to receive.)
• If you want to receive the least number of emails you can unclick everything except for When someone signs a document, I sent; scroll to bottom and SAVE
• Navigate to https://app.hellosign.com/
• Log in (you will be in the “Sign Documents” section)
• Click Sign or Send
• On the next page (What needs to be signed?), choose Upload File (or you can drag and drop) **please do not use “add template” (see above guidelines)
• Choose whichever form(s) is needed for this individual; you can send 1 form or upload multiple forms (the signer will get one email with all the forms loaded)
• Click Next
• On the next page (Who needs to sign?): Add Signers
• Enter the full name that belongs on the form (client or legal guardian) and their email address. **Double Check spelling on names and email addresses for accuracy!!
• Click Next
• On the next page the document you uploaded will open and you will now need to view the left-hand column
•  Click Signature and then scroll down the document to place your signature box where you want the client/guardian to sign; then click Date Signed and click in the “signature date” box on the consent/release (this will auto-pop the date that the client signs the document).
• Click Next and “Does Everything Look Right? Screen pops up; scroll down to “Message to Signers” and add a document title, as well as a message to the signer (optional).
• Click send for signatures and you are done!!

What happens Next?

The client/ guardian will receive an email. The email appears as coming from you.

Individuals will not need to set up an account with HelloSign. They will be able to sign from any device by clicking the link in the email; they will be prompted to complete required sections and submit. There is a disclaimer they must agree to, naming these as legal signatures. They will receive a copy of the document(s) once signed.

**Most importantly – upload signed documents to Evolv! In the Member Service Entry**