E-Sign Evaluations and Service Plans

ALIS integrates with the electronic signature tool Dropbox Sign (formerly HelloSign) to streamline the signature process for documents requiring external approval, such as family members or Power of Attorney. This feature allows your team to send completed Evaluations and Service Plans directly from ALIS to an external party's email, where they can review and sign the document digitally on their computer or mobile device.

Enable E-Signatures 

This feature requires an ALIS contract addendum and involves additional per-signature billing costs. Please contact your Account Manager or the ALIS Customer Success Team for more information.

Once your subscription includes this feature, the ALIS team will enable it for your company. You can then verify and manage the configuration in Settings:

1. Go to Settings > Company Settings.

2. Scroll to the section titled 'E-Signing with HelloSign'.

3. Click the Manage button to enable specific communities and determine which document types (Evaluations, Service Plans, or Compliance) are eligible for e-signing.

How to 'Send for Signature'

Before sending a document for signature, ensure all details are accurate and complete. If you need to edit the Evaluation or Service Plan after the request is sent, you will have to cancel the signature request and restart the process from the beginning, voiding any previously captured signatures.

1. Locate the 'Not Signed' Document(s): It can be most efficient to go to the Evaluation Center > Needs Signatures tab. You can also navigate to the resident profile. 

   • Click Manage Details or Sign next to any completed Evaluation or Service Plan.

2.  Collect Internal Signatures: On the Evaluation and Service Plan Details page, first collect all internal staff signatures (e.g., Nurse, Administrator) before sending the document to outside parties. 

   • Internal staff click Sign next to their respective signature field to open the ALIS digital signature tool. 

3. Send for (External) Signature: Click the blue Send for Signatures button. 

   • A pop-up will prompt you to select the signer(s):

     • Lookup Entry: Select from a list of Resident Contacts, Community Contacts, and Staff who already have an email address on file in ALIS.

     • Manual Entry: Type the signer's Name and Email Address manually.

   • Select the Send with service plan checkbox and repeat the contacts entry to send both documents to signers at once. 

   • Click Submit to send.

4. Monitor Signature Status: Once sent, the document status changes to Document Locked, preventing further edits. You will see a status label next to the signature line:

   • Pending: The email has been sent, but the recipient has not signed. You can click Remind to re-send the email or Cancel to revoke the request.

   • Signed: The recipient has successfully signed. Click the paper icon at the top right of the section to view or print the final PDF.

Signer Experience 

The recipient does not need an ALIS login to sign. Here is what they can expect:

1. Email Notification: The signer will receive an email from noreply@hellosign.com with the subject line: "Document from [Your Community Name] - Signature requested by Community". 

2. Review & Sign: The email contains a link to Review & Sign. Clicking this opens the document in their web browser.

3. Signatures Capture: In the document that opens, they will first click Get Started. Dropbox Sign then guides them to the required fields. 

   • They will click on the Click to Sign field. A pop-up will appear for them to add their signature. Once added, they can click Insert everywhere to sign all required fields:

   •  They will click Continue to move forward to the next step. When all required signatures are captured, they click the I agree button to submit. They will then receive a copy of the signed document in their inbox.

Once they sign and submit, the document(s) automatically show as Signed on the Evaluation & Service Plan Details page. 

E-Signature Activity Report

You can track the status of all documents sent for signature across your community using the E-Signature Activity Report. You can also use this report to send reminders to external signers. 

Access the report by navigating to Reports > Resident Reports > E-Signature Activity Report.

• Community tab features:

  • Filter by Resident Name, Document Type, Status (e.g., Signed, Pending, Cancelled, etc.), and Email Status (e.g., Sent, Bounced).

  • View a summary of total documents sent and their current status at the top of the page. There is also a Total Count by status shown at the bottom of the table. 

  • You can Send Reminders directly from this report. (Note that you can also send reminders from the Evaluation & Service Plan Details page.) 

• Company Tab Features:

  • Provides a high-level overview of total documents sent by the company within a date range, broken down by community. The Sent Date Range defaults to the current month. 

Related Articles:

• Evaluation Center Reference Guide
• How to Complete an Evaluation
• How to Complete a Service Plan
• E-Sign Compliance Items

For more assistance with E-Signatures,

Contact our ALIS Customer Success Team:

888-404-ALIS(2547) or support@go-alis.com