Setting Up Templates

Templates are the documents you want signed. An admin/superadmin creates a customized template once, and anyone can then use it when sending a signing request.

Before you start

You will need:

• A PDF of the document you want to turn into a template (for example, your admission agreement or arbitration agreement)

• Superadmin or admin permissions in exacare ai. Only superadmins or admins can create and publish templates

Creating a template

Navigate to Admin Hub > eSign Documents Templates> Templates and click Create eSign Template. The setup has four steps.

Step 1: Set up your template

Provide a template name, add signer roles applicable to the template, and mark the facilities that will have access to the template.

Signer roles:

• There are two default signer roles, Resident and Facility

Step 2: Upload your document

Upload the PDF (admission agreement, arbitration agreement, etc). Exacare renders it so you can place fields on top of it.

Step 3: Add fields

Drag and drop fields onto the document. There are two field categories:

• Sender fields are populated automatically from the resident's exacare facesheet when the request is sent. Examples include the resident’s full name, date of birth, address, and phone number.

• Signer fields are completed by the signer at signing time (when the request is sent)

See the Sender fields and Signer fields sections for the full set of field options.

Fields can be individually marked as required or optional depending on the circumstances.

Step 4: Assign signer roles

Map each signer field to a role. See the Signer roles section below for how to set this up.

Step 5: Review and publish

Preview the template to confirm field placement, then click Publish Template. The template is now available for sending.

Sender fields

Sender fields auto-populate at the moment the signing request is sent, using data from the resident's exacare facesheet.

How pre-fill works

• Place a pre-fill field on the document where the value should appear.

• When the request is sent, exacare reads the live value from the facesheet and stamps it onto the document.

• If the facesheet value is empty, the field falls back to the default value you set on the template, if one is configured.

Custom values

Custom values are sender fields that the sender fills in manually before sending. Each text box should have a clear label. If a text box is not listed in the "Sender fields" (e.g., room number), you can add text boxes labeled as "Room Number" to be filled in at send time.

Default values

Each sender field can have a default value set on the template. Defaults are useful for fields that are usually the same across residents (e.g., private room rate), or as a fallback when facesheet data may be missing. These default values can be changed at send time.

Categories of pre-fill fields

The pre-fill field set matches what is in the exacare facesheet. Common fields include:

Referral and demographic info

• Resident name (first, last, and full name)

• Date of birth

• SSN

• Current address

• Phone number

• Facility name

Facility and source info

• Facility/source name

• Facility address

• Facility/source contact phone

Insurance info (for each of primary, secondary, and tertiary)

• Payer name

• Plan name

• Member ID / MBI

• Medicaid number

• Group plan number

• Policy number

Please Note: Pre-fill fields, read the facesheet at send time. If you update the facesheet right before sending a request, the latest values will be used for the document.

Signer fields

Signer fields are fields completed by the person signing the document. Available types:

• Signature: a drawn or typed signature.

• Initials: abbreviated signature.

• Text box: free-form text entry.

• Checkbox: a single checkbox to check or leave unchecked.

• Date: date signed (will auto-populate with the date the field is signed, so no manual input is needed).

• Radio group: multiple options where the signer selects exactly one (useful for yes/no consent, etc.).

Each signer field can be marked as required or optional.

Please Note: For consent questions or advance directives where the signer must choose one of several options, use a radio group (shown below). Add each option as a choice, and the signer will only be able to select one.

Signer roles

Every signer field on a template is assigned to a role rather than to a specific person. At send time, each role is assigned to the signer's name.

Default roles

• Facility representative: Defaults to the name of the facility team member who sends the request.

• Resident: Defaults to the referral name on the lead. The sender can update this if the name needs correction.

These two roles cover the most common case where a staff member and the resident both sign.

Custom roles

You can add custom roles for additional signers. Common examples:

• Resident representative

• Power of attorney

• Responsible party

When you publish a template with a custom role, each signing request using that template will prompt the sender to assign a real person to that role.

Note: Each template can have up to 4 signer roles total.

Handling Resident or Representative templates

Some documents can be signed by either the resident or their representative, depending on the situation. Since each template version has a fixed set of roles, the cleanest pattern is:

1. Create two versions of the template, one that uses the Resident role and one that uses a Resident representative custom role. You can duplicate a template from the eSign Documents Templates section of the Admin Hub (see below).

2. At send time, the operator picks the version that matches who will actually be signing. This keeps the role assignment unambiguous and avoids conditional logic at signing time.

Editing and versioning

• Draft templates can be edited freely before publishing.

• Updating templates: A template can be updated after publishing, but only for new signature requests. Existing in-progress requests remain as is and are not affected by template changes.

• To update fields on an already-sent request: Cancel the existing request, make your changes to the template and re-publish it, then create a new signing request with the updated version.

• Unpublishing or editing a template does not affect signing requests that are already in progress.