Lab Submissions Form Diagnostic Submissions

Use a Lab Submissions Form Diagnostic Submissions template to make your document workflow more streamlined.

What this diagnostic submission form does

Lab Submissions Form Diagnostic Submissions is a named electronic document used to collect, review, sign, and preserve diagnostic-submission information. Because no issuing agency, field list, filing deadline, or universal retention period is identified for this form, the responsible laboratory must verify its governing workflow, payer contract, state requirements, and privacy classification. In signNow, upload the source file, review detected fields, add required signer and date fields, send it for completion, and retain the signed document with its audit trail. Apply HIPAA controls and a BAA when the submission contains protected health information.

Laboratory teams

Laboratory teams use this named submission form to collect diagnostic information and signatures, while healthcare organizations review whether PHI, HIPAA obligations, payer rules, or state requirements apply before sending records through signNow.

Compliance teams

Compliance and records staff use the completed form, certificate, and audit trail to document signer identity, preserve reproducible records, and apply the organization’s approved retention schedule to each submission.

Complete this diagnostic submission in signNow

Follow the document-specific workflow from source upload through field review, signer assignment, completion, and audit-trail storage.

Upload form:
Upload the source form.
Check fields:
Review detected fields and add missing signer, date, or required-response fields.
Assign signer:
Assign the diagnostic submission to its intended signer and set routing.
Send submission:
Send the completed record for review and electronic signature.
Archive record:
Download the signed file and audit trail for approved storage.

Setting	Recommendation
Authentication method	Email verification with SMS OTP
Signature type	Electronic signature with intent evidence
Audit trail	Certificate and action history retained
Document retention	Apply verified laboratory policy
Encryption	AES-256 at rest and TLS 1.2/1.3 in transit

Authenticate signer:

Record the signer’s email, authentication method, and completed verification event.

Capture timestamp:

Capture the exact date, time, and signing action for each submission.

Hash document:

Apply document hashing to detect changes after signing.

Seal record:

Seal the completed diagnostic submission with tamper-evident evidence.

Attach certificate:

Attach the certificate of completion and action history.

Export audit trail:

Retrieve or export the audit trail with the signed record.

be ready to get more

Get legally-binding signatures now!

Start free trial

Request a call

Best ROI. Our customers achieve an average 7x ROI within the first six months.
Scales with your use cases. From SMBs to mid-market, airSlate SignNow delivers results for businesses of all sizes.
Intuitive UI and API. Sign and send documents from your apps in minutes.

Platform requirements for diagnostic submissions

Use signNow through Chrome, Firefox, Safari, or Edge on Windows or macOS. signNow also provides mobile apps for iOS and Android, allowing signers to review the diagnostic submission away from a desktop.

Supported browsers Chrome, Firefox, Safari, and Edge
Desktop systems Windows and macOS desktops
Mobile apps iOS and Android mobile apps

Organizations handling sensitive diagnostic submissions should manage devices, access permissions, and storage centrally. Confirm API, SSO, authentication, certificate, and long-term-validation requirements with signNow and the laboratory’s compliance team before deployment.

Connect diagnostic submissions to business systems

Route completed diagnostic submissions into CRM, ERP, cloud storage, and laboratory-adjacent workflows without manually rekeying signed records.

Security controls for diagnostic submissions

AES-256 at rest:

Encryption

TLS 1.2/1.3 in transit:

Transport security

SOC 2 Type II certified:

Independent controls

ISO 27001 certified:

Information security

HIPAA compliant with BAA:

Health data

21 CFR Part 11 compliant:

Regulated records

Privacy pitfalls in diagnostic submissions

Diagnostic submissions may expose patient identifiers when unnecessary personal data remains visible in attachments or completed fields.
A missing electronic-consent disclosure can weaken evidence when a consumer signs a diagnostic submission electronically.
Shared links without signer verification can associate a completed submission with the wrong person.
Broad workspace permissions can expose diagnostic results or signed records to staff without a business need.

Record-keeping practices for diagnostic submissions

Preserve the signed submission, completion evidence, and governing retention decision together so the record remains usable during review.

Export the signed record and audit trail

Export the completed diagnostic submission and its certificate of completion together. Store the audit trail with the signed file so signer identity, timestamps, and actions remain available for review.

Classify records before setting retention

Classify the submission before archival by checking whether it contains PHI, tax information, payer requirements, or state-controlled records. Apply the longest verified obligation rather than an assumed universal period.

Restrict access to sensitive submissions

Use signNow access controls and signer authentication for diagnostic submissions containing patient identifiers. Limit workspace access to personnel with a documented business need.

Review the governing retention rule

Review the laboratory’s retention schedule annually and document any changes. HIPAA records require six years under 45 CFR 164.530(j) when that rule applies.

Retention rules for diagnostic submission records

Use the controlling record category, contract, and state rule; do not assign one universal period without confirming the submission’s contents.

No verified federal period

Retain diagnostic submission records under the applicable laboratory, payer, and state policy; no single federal period is established here.

6 years for HIPAA records

If submissions contain PHI, retain required policies and records for six years under HIPAA 45 CFR 164.530(j).

3 years for federal tax records

Retain tax-related records only when the submission supports tax reporting, following IRC §6501(a) and the applicable IRS record category.

State or contract period

Apply longer state, contract, payer, or accreditation periods when those rules govern the diagnostic submission.

Policy-defined retention period

Document the selected retention rule and review date in the laboratory records policy before archival.

Legal standing for signed submissions

A completed diagnostic submission may be admissible when the signer demonstrates intent, consents to electronic records, can be identified, and the record remains reproducible. ESIGN and applicable state UETA rules generally support electronic transactions, but they do not replace requirements for wills, court filings, or other excluded documents.

Why teams look for DocuSign alternatives

State rules and document exclusions

State notarization

May require notarization

Wills and codicils

Excluded from ESIGN

Court documents

Court filing rules apply

Real-estate deeds

Recording may be rejected

Troubleshooting diagnostic submission workflows

Resolve field-detection, signer-routing, compliance, plan, and archival questions before releasing a completed diagnostic submission.

Upload the original Lab Submissions Form Diagnostic Submissions file again, then review whether signNow detects its fillable areas. Add fields manually when the source uses scanned pages or nonstandard controls.

Check the signer email, recipient order, and required fields before resending. signNow templates and role-based routing can keep each diagnostic submission assigned to the intended signer.

Business includes legally binding eSignatures, templates, audit trails, and mobile apps at $8/user/month with annual billing. Business Premium adds bulk send at $15/user/month.

A HIPAA workflow requires a business associate agreement when PHI is involved. signNow identifies HIPAA compliance as requiring a BAA; confirm the organization’s own safeguards and retention policy.

For consumer-facing records, provide the ESIGN disclosure, explain paper-record rights, confirm electronic access, and describe consent withdrawal procedures under 15 U.S.C. §7001(c).

Export the completed document and audit trail after signing, then store both under the laboratory’s approved retention rule. ESIGN requires records to remain accessible and reproducible.

28M+Documents signed

13+Years in business

4.6/5Average G2 rating

BE READY TO GET MORE

Get this form now!

If you believe that this page should be taken down, please follow our DMCA take-down process.