This guide is intended for administrators who have a Kno2 account, a PointClickCare EHR integration, and a DocuSign account. Kno2 can connect these accounts to allow easy transfer of documents that require a signature, into your resident chart in PointClickCare upon completion.
Whether you send out admissions packets, intake forms, consent forms or any other patient facing form from your DocuSign account for signature, you can now have these completed envelopes flow into the resident’s EHR chart via Kno2 without requiring you to manually upload them.
If you have not configured your PointClickCare integration, you can do so following these steps: https://docs.kno2fy.com/en/articles/2815603-pointclickcare-integration-configuration
Enable the Docusign Connect integration in Kno2
In your Kno2 account, you must enable the Docusign Connect integration and connect it to your existing PointClickCare 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 PointClickCare.
Click on Show DocuSign Envelope Custom Fields.
Edit any fields as you will want them to show on your DocuSign envelope. Consider naming the PatientId field to MRN and the PatientIdRoot to FacilityId and record these values. The values must match the named envelope custom fields in DocuSign to populate Kno2 fields from the envelope.
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 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 Kno2 PointClickCare connecter
To automatically send signed envelope documents to the resident chart in PointClickCare without requiring any action to be taken in your Kno2 account, we recommend the following configuration:
• firstName
• middleName
• lastName
• birthDate
• gender
• mrn
• facilityId
At minimum, MRN, FacilityID, and birthdate must be specified.
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.
To enable automatic processing, a patient must uniquely match the:
Given Name
Family Name
DOB
Gender
PatientId (PCC MRN)
PatientIdRoot (PCC Facility ID)
If your organization chooses to reduce these requirements, edit Minimum Matching Criteria to select which are required. MRN, Facility, and DOB remain required.
MRN is the number displayed to the right of the patient name in PCC and FacilityID can be found by hovering over the facility name or reference the activation email from PointClickCare for the facility IDs where you have enabled the integration.
Ensure that what you enter in these fields matches your envelope custom fields in DocuSign Connect, and hit the Save button.
Processed Documents
When all the required fields, as well as facilityId and mrn are correctly entered, no human intervention is required in Kno2 to transfer the signed documents into the resident chart in PointClickCare. You will see the document in a Processed status in your Kno2 account.
Suspended Documents
If the recommended fields are not populated in an envelope or their values do not match to a resident, the completed envelope documents will be accessible in Kno2 in a Suspended status. To download suspended documents, a user must complete a patient match and click the Download to EMR cloud to trigger down to PointClickCare.
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.
