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Using Apricot to gather electronic signatures

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Apricot can be used to capture electronic signatures. This is helpful for clients that you will see via telehealth and for gathering consent from caregivers.

Let them know that they will receive an email with instructions on how to sign consent paperwork.

Step one:

Call the client or caregiver to see if there is an interest in therapeutic services.

Did they say YES?

YAY!

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While on the phone with the client/caregiver,

1. Review the paperwork, as you would in person:

  • disclosure/consent
  • receipt of privacy practices
  • release of information

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Make sure the client or caregiver’s email address is correct in the Client’s Participant Profile. It should belong to an adult (not a minor).

2. Confirm their email address

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To find the digital informed consent form click “View Folder”

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Scroll down to the intake forms and click the plus icon to add the form you need

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1. Enter all of the client’s relevant information

2. Do not fill in the client’s name in the signature box because Apricot will not let you save the form if you do. Add your own name and signature to the Clinician signature box.

3. Save Record

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Create forms for:

  • Release of Information
  • Informed Consent
  • Acknowledgement of Privacy Practices

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Send an email using one of these templates:

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If you are emailing caregivers for the school program,

cc the School Based Services Coordinator (Kathryn)

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If you are emailing clients for telehealth,

cc the Clinical Coordinator (Mimi)

These templates contain instructions, including helpful videos!

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  • For clients
  • For caregivers

cc’ing the coordinators will let them know to send the forms through Apricot so make sure you do this!

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CC the coordinator!

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Did they sign the forms yet?

If a signature is still pending, you’ll see “please review and sign” next to their name

If the forms are signed, you’ll see a “date signed”

The consent and receipt of privacy practices forms need to be signed to begin therapy!

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FAQs

Contact Mimi or Kathryn with more questions

  • What if the client/caregiver loses the Social Solutions email or the link in that email stops working?
    • Double check with Mimi or Kathryn that the person is on the list, if so direct the client/ giver to the login page and click on “forgot password” to trigger a new email.
  • What do I do if the client/caregiver asks me to reset their password or tells me they have forgotten their password?
    • They can reset it themselves by clicking “forgot password” and follow the prompts.
  • Client/caregiver says they never check email. Can I text the forms instead?
    • Unfortunately, Apricot only allows email. You may need to offer more guidance to help with the process.
  • Do I need to print this out for paper file in chart room? Yes!
  • Client/caregiver is afraid of scams and doesn’t want to click to sign the paperwork.
    • Please explain what we use Apricot for and try to answer questions to address fears. As a last resort, paperwork can also be mailed, but this takes longer.
  • Client/caregiver has not signed the paperwork. Can I start therapy anyway?
    • No, paperwork needs to be signed first. But you may bring paperwork with you if you will see caregivers in person during the first meeting and then start after the paperwork is complete.

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