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Informed Consent Template

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WINSTON-SALEM STATE UNIVERSITY
INFORMED CONSENT FORM

Title of Study* - required

Headings with (*) are required for all studies

IMPORTANT: BEFORE FINALIZING & PRINTING THIS DOCUMENT REMOVE THIS TEXT & ALL RED AND BLUE INSTRUCTIONAL TEXT (this document is ONLY a recommended template).

Preamble: include the following information.

• Statement that study involves research, 116(b)(1)

• Explanation of the purposes of the research and the expected duration of the subjects’ participation, 116(b)(1)

• A description of the procedures to be followed, 116(b)(1) and

• Identification of any procedures that are experimental 116(b)(1) Description of any reasonably foreseeable risks or discomforts to the subject 116(b)(2)

• Description of any benefits to the subject or to others that may reasonably be expected from the research 116(b)(3)

• Disclosure of appropriate alternative procedures or courses of treatment, if any, that might be advantageous to the subject 116(b)(4) If clinical research only

Example: You are being asked to participate in a research study. Participation in this study is completely voluntary. The purpose of the study is . The duration of the study is . The procedures to be followed . The procedures that are experimental are . The benefits to the subject that may be expected are . Please read the information below and ask questions about anything that you do not understand before deciding if you want to participate. A researcher listed below will be available to answer your questions.

RESEARCH TEAM*

Principal Investigator:

Name and Title:

Department:

Telephone Number:

Faculty Sponsor:

Name and Title:

Department:

Other Co-Investigators or Researchers:

(List only those researchers qualified to be involved in the informed consent process)

Study Location(s):

Study Sponsor(s):

PURPOSE OF STUDY*

SUBJECTS*

Inclusion Requirements

Exclusion Requirements (Optional)

Number of Participants and Time Commitment*

This study will include approximately subjects and will involve approximately of your time.

PROCEDURES*

RISKS AND DISCOMFORTS*

UNKNOWN RISKS (Optional)

BENEFITS*

Subject Benefits

Benefits to Others or Society*

ALTERNATIVES TO PARTICIPATION*

Students Participation (if subjects are students of Principal Investigator)

COMPENSATION, COSTS AND REIMBURSEMENT*

Compensation for Participation*

[CHOOSE ONE OPTION]

You will be paid $

OR

You will be paid $ after each study visit. There are visits. Total payment for participation in this study is $. If you decide to withdraw from the study or are withdrawn by the research team, you will receive compensation for the visits that you have completed.

OR

You will not be paid for your participation in this research study.

Costs (Optional)

There is no cost to you for participation in this study.

OR

Reimbursement (Optional)

You will be refunded for the following expenses that you incur…

Examples: parking fees, transportation fees

You will not be reimbursed for any out of pocket expenses, such as parking or transportation fees.

Compensation for Injury – [Required if research involves greater than minimal risk]

WITHDRAWAL OR TERMINATION FROM THE STUDY AND CONSEQUENCES (Optional)

CONFIDENTIALITY*

Subject Identifiable Data*

Data Storage*

Data Access*

Data Retention*

OTHER CONSIDERATIONS (Optional)

Use of Specimens

Investigator Financial Conflict of Interest

NEW FINDINGS (Optional)

IF YOU HAVE QUESTIONS*

CONSENT STATEMENT*

I agree to participate in the study.

Subject Signature*

Date

Printed Name of Subject*

Legally Authorized Representative/Guardian Signature

Date

Printed Name of Legally Authorized Representative/Guardian’s

Legally Authorized Representative/Guardian Signature

Date

Printed Name of Legally Authorized Representative/Guardian’s

Researcher Signature*

Date

Printed Name of Researcher*

Enter text✕

What an Informed Consent Template Is

An Informed Consent Template is a standardized document used to record a person's voluntary agreement to a proposed medical procedure, treatment, research participation, or other intervention after receiving adequate information. It sets out the purpose, nature, expected benefits, and material risks of the activity, lists reasonable alternatives and their risks, and identifies who explained the information. The template reserves space for the patient or participant signature, date, and any witness or translator details. Proper documentation supports patient autonomy and creates an auditable record for clinical, research, and regulatory review.

Why a Standard Template Matters

A consistent Informed Consent Template reduces omissions, standardizes disclosures of risks and alternatives, and produces a clear, reproducible record. It helps organizations meet disclosure obligations, supports clinical decision-making, and creates defensible documentation for regulatory and legal review under U.S. e-signature and healthcare privacy frameworks.

Why a Standard Template Matters

Who Typically Uses This Template

Typical users include clinicians, research coordinators, compliance staff, and administrators who collect and archive consent documents.

  • Clinicians and care teams responsible for patient-facing procedures and documenting consent interactions
  • Clinical research staff enrolling participants who must document explanation and voluntary agreement
  • Legal, compliance, and records teams responsible for retention, auditability, and policy alignment

The template supports multi-role workflows and can be adapted for outpatient, inpatient, research, and telehealth contexts.

Primary Signer Profiles

Patient / Participant

An individual receiving the information and giving consent; must be competent, given adequate information, and allowed to ask questions. Document any interpreter, guardian, or special accommodations used during consent.

Provider / Investigator

The clinician or researcher who presents the information, confirms understanding, documents the discussion, and signs to indicate they provided required disclosures and answered questions.

Step-by-Step: Completing the Template

Follow a consistent sequence to capture identity, disclosure, questions, signature, and storage to ensure an auditable consent record.

  • 01
    Identify Parties: Confirm patient identity and legal name before starting.
  • 02
    Explain Procedure: Describe purpose, steps, expected benefits, and typical timelines.
  • 03
    Discuss Risks: Cover material risks, frequency, and consequences in plain language.
  • 04
    Sign & Archive: Collect signatures, note witness/translator, and save to records with audit metadata.

Core Sections Every Professional Template Should Include

A well-constructed Informed Consent Template groups information logically so consenters can read, ask questions, and sign with understanding. Include responsibility notes and metadata for auditability.

Patient Identity

Full legal name, date of birth, medical record or participant ID, and contact details to match institutional records and avoid misfiling.

Procedure Description

A concise, non-technical summary of the proposed treatment or study, expected steps, and likely duration so the signer understands what they are agreeing to.

Risks

Clear listing of material risks, including severity and probability when available; language should be plain and avoid subjective minimization.

Benefits and Alternatives

Expected benefits and reasonable alternatives, including the option to decline, plus consequences of declining or choosing alternatives.

Consent Statement

A plain-language declaration the signer understands the information, had the opportunity to ask questions, and consents voluntarily.

Signatures & Metadata

Signature lines for signer, provider, witness/translator as required, plus signature timestamps, signer role, and method of signing (wet, RON, e-sign).

Essential Data Elements to Capture

Full Legal Name: Exact matching name
Date of Birth: MM/DD/YYYY format
Procedure Description: Concise procedure title
Material Risks: Plain-language list
Signature Timestamp: ISO timestamp preferred
Witness Details: Name and relationship

Typical Workflow for Issuing Consent Documents

A repeatable flow reduces errors: prepare template, present to participant, capture signature, store securely, and make the record available for audit or follow-up.

  • Prepare Template: Customize fields and insert procedure-specific language.
  • Present Information: Deliver disclosures verbally and in writing; allow questions.
  • Capture Signature: Collect signature by paper, RON, or e-signature with consent disclosure.
  • Archive Record: Store signed version with audit trail and access controls.

Technical Considerations for Digital Completion

Digital completion requires a secure storage location, authenticated signing method, and an auditable signature trail.

  • Authentication: Email, SMS, or stronger multifactor
  • Document Formats: PDF and DOCX supported
  • Integrations: EHR and cloud storage options

Timelines and Processing Expectations

Timelines vary by use: clinical consents should be completed before the procedure date; research consents before enrollment; some institutional policies set additional internal deadlines.

Clinical Procedures:

Obtain before procedure date

Research Enrollment:

Complete prior to any study procedures

Emergency Exceptions:

Document later if immediate treatment required

Document Access:

Available to authorized users immediately

Audit Requests:

Provide records within institutional SLA

Common Mistakes to Avoid

  • Using vague risk language that fails to disclose material likelihoods and outcomes, which can leave signers uninformed and increase legal exposure.
  • Mismatched names or identifiers between the consent and medical record, which can lead to delays, duplicate records, and billing or legal complications.
  • Failing to document the person who obtained consent, including their role and contact details, making it difficult to verify the disclosure process later.
  • Storing signed consents without an audit trail or access controls, which weakens evidentiary value and may breach privacy regulations.

Risks and Potential Consequences of Faulty Consent

Invalid Consent: Procedure may be unauthorized
Civil Liability: Malpractice or negligence suits
Regulatory Exposure: HIPAA or research sanctions
Delays: Treatment or study start delayed
Reputational Harm: Loss of public trust
Financial Cost: Defense and remediation expenses

Practical Tips for Accurate, Efficient Completion

Follow these best practices to reduce errors, improve comprehension, and preserve the legal value of consent records.

Use Plain Language and Summaries
Write risks and alternatives in plain language, include brief summaries up front, and offer supplemental materials for detailed explanations to improve signer understanding.
Confirm Identity Before Signing
Verify identity using institutional ID policies or multifactor authentication to prevent mistaken or fraudulent signatures and ensure proper record matching.
Record the Discussion
Note date, time, provider name, and whether an interpreter or family member was present to strengthen evidentiary value and clarify context.
Retain an Audit Trail
Preserve signature timestamps, IP or session metadata, and version history; these elements support enforceability and regulatory review.

Practical Use Cases

Two typical scenarios illustrate how an Informed Consent Template is used in clinical and research settings.

Outpatient Procedure

A clinic prepares a procedure-specific template for ambulatory surgery

  • Staff review risks and alternatives with patient before procedure
  • Signed template saved to the EHR with timestamp and clinician signature for future audit and billing.

Clinical Research Enrollment

A research coordinator uses a consent template tailored to the protocol

  • Coordinator documents IRB number and compensation details
  • Participant signs electronically; signed copy is archived and a copy provided to the participant.

eSignature Vendor Pricing Snapshot

Basic vendor pricing and feature availability vary. The table lists starting prices and core features relevant to consent workflows; verify vendor plans for exact terms.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions

Answers to common questions about execution, e-signature validity, revocation, and record retention for informed consent templates.


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