Question 1

Video Consultations - A guide for clients

Accepted Answer

This guide shows what to expect from a video consultation as a client. If you're a clinician, feel free to share this guide with your clients before their video consultation! You could even add it as a link to your confirmation and reminder messages!

If you're a patient, before we get started, you will need a device with a webcam to be able to attend a video consultation. It can be any device with both an internet connection and a webcam, like a laptop, PC, tablet or even a mobile phone. You'll access the video consultation via your internet browser, like Safari or Chrome.

| You can find more information on the browser requirements for video consultation here.

The most important things to note are:

If you're using Microsoft Edge, make sure you're on version 81 or later
If you're using an iPhone or iPad, you'll need to use Safari. You can't use the Chrome or Firefox apps on iOS
Video consultations are not supported on Internet Explorer
You'll need to make sure you're using an up to date version of your chosen browser.

You'll also need a stable internet connection, we'd recommend a speed of more than 10mbps for the best possible experience. An internet speed of less than 10mbps might lead to poor quality video and sound during your consultation.

How do I join my video consultation?

To allow you to join your video consultation, your clinician

Question 2

How do I create a consent form?

Accepted Answer

A consent form is used to capture agreement from your client (or client's next of kin/legal guardian/power of attorney) to a pre-defined set of conditions. If you would like to know more about how this feature might be used in relation to GDPR (General Data Protection Regulation), please take a look at the article below:

What should the consent feature be used for?

To create your own consent form, follow these steps:

Click on Settings -> Privacy, see below:
Click on the green CREATE NEW CONSENT FORM button at the bottom of the page
Enter the following information:
- Name of the consent form, such as "GDPR Consent"
- Some introductory text that will appear in the portal. This text will appear above your consent form and will explain to your client what they need to do and why they need to do it. Here's some example text
- The consent text - we strongly advise that you get legal/professional advice on the text that you present here
When you are finished click on SAVE
This form will now appear in your list of consent

Question 3

Guide to SMS and email appointment communications

Accepted Answer

If you would like to reduce your DNA rate, confirmations and reminders sent by either SMS or Email can be a very useful tool in ensuring clients attend appointments.

This article will guide you through the steps you need to follow to customise and set up appointment communications for your clients.

You will need to make sure your clients are "opted in" to receive appointment communications via either email or SMS -> How do I opt in clients to receive email/sms confirmations and reminders?

Please note, if you check the opt in box after you have booked an appointment, no confirmation will be sent for that appointment. Reminders and any other communications you have set up will send as long as the patient is opted in before they are due to be sent.

||| It's important that you receive consent from your client before you send out any SMS/Email confirmations and reminders. If consent is not given, make sure you remember to opt them out!

To send appointment confirmations and reminders to your patients, you will need to set up communication triggers -> What are communication triggers?

These communication triggers can be used to inform your patients abou

Question 4

Stripe minimum and maximum payment values

Accepted Answer

When payments are taken via Stripe, there is a minimum payment amount enforced to take into account the Stripe processing fees, which combine a small fixed amount and a percentage. These amounts are set by Stripe, not WriteUpp, and cannot be changed.

The minimum amount you can charge depends on your bank account settlement currency (the currency your bank account uses).

Details on the minimum charges for a variety of currencies can be found via the Stripe website here.

For example if you are in the UK and using GBP, the minimum charge amount via Stripe is £0.30.

Therefore if you are testing the process of either paying an invoice online or taking a pre-payment for an online booking, you need to make sure that the value of the payment is greater than £0.30 or it won't be processed.

There is also a limit to the maximum amount you can charge a client via Stripe, which again is dependent on the currency used.

You can read more on minimum and maximum charge amounts via Stripe here.

Question 5

Guide to Invoicing and Billing

Accepted Answer

What is It?

WriteUpp provides a very simple mechanism to:

Create Invoices for both appointments and expenses
Keep Track of paid and unpaid Invoices
Maintain a record of Bad Debts
Pinpoint appointments that have not yet been invoiced

Why use invoicing?

Maintain high quality financial records
Stay on top of cash-flow
Reduce paperwork

Setup

Go to Settings -> Invoice -> Basics

Invoice Number

This is useful if you want your invoices to start at a certain number. This only affects invoices created going forward. The value must be greater than the current maximum invoice number.

||| Once an invoice number has been set, you cannot go below this and revert to a smaller number. Please ensure you do this with care.

You can also set the currency and payment terms for your invoices here.
Edit VAT rates and change the discount code calculation setting under Basics too.

Go to Settings -> Invoice -> Layout

Invoice Footer

You are able to manually input any details into the footer of your invoice, including things like your practice address, telephone number, email address and payment details. You can learn more about this here.

| This uses the same HTML editor as you will find in other parts of WriteUpp, allowing you to format text in all kinds of ways. You can also use it to insert images, annotations, links and variabl

Question 6

Connecting Stripe to WriteUpp

Accepted Answer

Our partnership with Stripe allows us to leverage Stripe's processing abilities to power up your payment management within WriteUpp and provide your clients with a secure, streamlined payment experience. You can find out more about Stripe here.

By connecting Stripe to WriteUpp, you can take payment for invoices generated through WriteUpp and online booking prepayments to save time and improve your cash flow.

The Stripe connection that we use utilises a type of Stripe account called "Unified", which allows your transactions to be routed through WriteUpp. When a payment is taken via WriteUpp, you'll receive a notification in WriteUpp and the invoice will be marked as paid. You'll be able to log into the Stripe dashboard to see further information on the payment, including the payment breakdown and the net amount you can expect to receive.

|| Transaction fees for payments via Stripe can be found here. Stripe rates in WriteUpp are managed by WriteUpp. As a result, they may vary from Stripe's published rates and are subject to variation if network costs change.

To use Stripe with your WriteUpp account, a Stripe Unified account must be onboarded for you from within WriteUpp, you won't be able to use an existing Stripe account that you already have. You will however be able to use the same email address as an existing Stripe account, and be able to choose to use the same business information, you'll just receive a new Stripe account and account ID that

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