For Kno2 users who have a Docusign account and a Direct Messaging-enabled EHR, Kno2 is able to leverage this communication standard to allow easy transfer of documents that require a signature into your EHR, or another specified Direct address upon completion! Whether you send out admissions packets, intake forms or consent forms from your Docusign account for signature, you can now have these completed envelopes sent to the specified Direct address via Kno2 without requiring you to manually upload them! This will help streamline your document management workflows, reduce the amount of time spent on admin work, and give more time back to focus on patient care. The following guide is intended to help you configure your accounts and ensure that you can take advantage of the integrations that Kno2 is facilitating.
Enable and configure the integration in Kno2
In your Kno2 account, you must enable the Docusign Connect integration and connect it to your existing EHR integration. This can be done through the following steps:
Navigate to Settings > API.
Click on the “+” button and select Docusign Connect.
Enter your Docusign account number in the Account Number field.
This can be found in your Docusign account by clicking on your initials in the upper right corner.
Select a Kno2 address that you would like messages to be routed to in the Receiving Address field.
Select preferences in the presented check boxes.
Auto Process Documents is required for the ForwardViaDirect workflow to automatically send to your configured Direct address without requiring human intervention.
Select Use Document Type Custom Fields to set the Kno2 Document Type attribute from a custom value on the document. If this is not set, the document name is used.
In some cases, documents may be included in a Docusign envelope that do not require signature and are not desired to be stored. The optional setting Ignore Supplemental Documents will omit documents whose name contain the word “supplement” so that they are not added to the Kno2 message or forwarded with the completed documents.
In the Connected Integration box, select ForwardViaDirect.
Select the following:
Send From address: this should be a Kno2 address in your Kno2 account, and will be the From address on the completed envelopes sent to the specified Direct address.
Send To address: this should be the specified Direct address to which you want to send messages containing the documents of your completed envelopes.
You also have the option to check the Send as CDA box if preferred by the receiving system. This will utilize details such as patient demographics set in envelope fields and send as xml files using the unstructured CDA template.
Click Add; the modal will close.
Click the Copy Integration URL icon (two pages with folded corners) to the right of your Docusign Connect integration. You will later paste this into your Docusign Connect settings.
Enable and configure Docusign Connect
In this step, you will connect your Kno2 account to your Docusign account by entering in the webhook URL that will receive your completed envelopes. You will also learn how to configure your Docusign account appropriately.
In your Docusign account, click Admin on the top right of the page.
In the navigation bar to the left, under Integrations, click Connect.
Click Add Configuration and select Custom from the drop down menu.
Name your configuration.
Paste the Integration Url copied from Step 9 above into the URL to Publish (HTTPS required) field.
Select the Data Format of Legacy.
Under Trigger Events, expand Envelope and Recipients and choose your Envelope Events option.
We recommend you select the Envelope Signed/Completed option to trigger the signed/completed documents to be sent to Kno2 for processing.
Scroll down and expand Include Data; check the following options:
Document PDFs
Sender Account as Custom Field
Document Fields
Under Integration and Security Settings, check Enable Mutual TLS.
Click Add Configuration.
Create Envelope Custom Fields
Envelope custom fields identify the patient for whom the envelope is created, as well as match against patient demographics in your EHR. Depending on the capabilities of your EHR, the message can be received into the inbox with patient details already ascribed for easy transfer to the patient chart.
On the left menu, under Signing and Sending, select Envelope Custom Fields.
Click Add Field to begin adding custom fields.
This dialog allows you to determine if you want the custom field to be displayed to users creating envelopes, as well as to determine if the field should be required on outbound envelopes.
Under Field Type you will have the ability to determine if the value should be a Text value, or in limited cases, a List value.
Choosing List will require that you enter the options that users can select from in the List of values (semicolon separated) box.
Note: Gender should be supplied as M/F and birthdate should be entered in the format of mm/dd/yyyy.
Click Add.
Repeat steps 2-3 to add additional Envelope Custom Fields.
Patient matching recommendations for Docusign Connect using forward via Direct
To automatically send signed envelope documents to a specified Direct address without requiring any action to be taken in your Kno2 account, we recommend the following configuration:
Assigning Authority
Birthdate
First Name
Gender
Last Name
Patient ID
These are the recommended fields that you should make required on your Docusign envelopes. For the best chance at a patient match upon delivery of the completed envelope to the specified Direct address, you may want to make additional fields required (e.g., patient address), but this is a decision that should be made based on your individual EHR capabilities.
Next, configure the same custom fields in Kno2.
Navigate to Settings > API.
Select Show DocuSign Envelope Custom Fields.
Confirm these fields matches the envelope custom fields in Docusign.
Click the Save button.
Document Types configuration
There are two options for assigning document types on Docusign envelope: using the Document File Name to match or using Document Custom Fields.
Document File Name
Using the Document File Name option means that the document type will be set based on the file name within the envelope.
For example, if you have a document named “Intake Form”, that value will be the Document Type for that particular file:
Document Custom Fields
Using the Document Custom Fields option allows you to enter relevant document types from the Document Type list inside your Kno2 account or your EHR.
To use this option, complete the following configurations.
In Kno2
Navigate to Settings > API.
Click the pencil icon to edit your Docusign integration.
Check the Use Document Type Custom Fields.
Click Save Changes.
In Docusign
On the left menu, under Signing and Sending, select Document Custom Fields.
Click Add Document Field to begin adding custom fields.
Enter a Name starting with Document Type.
For example, "Admission Agreement" is entered as Document Type.Admission Agreement.
Under Field Type, select Text Field.
The Initial Value may be left blank.
Check Read Only so that the field is not visible on the document.
Scroll down and click Save Changes.
Repeat steps 2-7 for relevant document types from your Document Type list inside your Kno2 account or from your EHR document type list.
Adding to a Document
To add your Document Custom Field options to a document to ensure the Document Type match occurs, start or edit a template. In the document screen, choose the Custom Fields option (wrench icon) to view your Document Custom Fields.
Click on the desired option and drop onto the page wherever you want the Document Type field to appear.
Statuses of Completed Envelopes in Kno2
Upon completion of an envelope and the successful forwarding to the Direct address in your configuration, you will see the message with envelope attachments in a Forwarded status in the My Intake section of your Kno2 account:
You will also notice if you go to the Release section of your Kno2 account, that there will be a Sent message with a Forwarded event to be updated to Delivered when the Direct message has been received by the destination address:
