Default Appointment Types for Users and other Improvements (v2.16.5)
In this release, we bring you a new feature, which allows you to select a different default appointment type for each user on your site. Read more about that below. We've also included some improvements and the usual bug fixes, and continue to work hard on exciting new features for the future!
If you are a Site Administrator, then under Settings -> Users, you can edit the profiles of all the users on your site, or just your own profile if you do not have multiple users set up. On this Edit User screen, we have now added a Default Appointment Type dropdown, where you can select an appointment type from the client-related appointment types you have set up.
This will then become the default appointment type for that user only. In the appointment modal when booking an appointment into the diary, this will be the appointment that appears in the Type dropdown by default for that user:
Similarly, on your Online Booking website, if you have the Team dropdown visible at the top, when a client clicks 'find their next appointments' for that user...
then it will automatically search for their default appointment type:
When you select a default appointment type for a user, it will automatically tick them as a resource for that appointment type. They MUST remain ticked as a resource for their default appointment type for this to work. The default appointment type must also be visible in Online Booking. You can edit the visibility of your appointment types on your OB website by going to the OB admin area and selecting Treatments. If the default appointment type for that particular user is NOT visible, then the default appointment type for the site will be used, as long as the user is ticked as a resource and it is visible in OB.
Do you have multiple locations enabled? Make sure the default appointment type is available in the correct locations and ensure the user's timetable is set up correctly for this to work! For more information on multiple locations, click here.
When creating an invoice, the Due Date is calculated from what is entered for your Payment Terms under invoice settings. For example, if you have 30 days entered, then the Due Date will be set as 30 days after the Invoice Date.
Previously, you could not save an invoice without adding the Due Date. However, following this update, if you leave the Due Date field blank, then you can still save the invoice, but we will now calculate the Due Date for you, based on the Invoice Date set and your payment terms.
Always ensure you have entered a correct Due Date for the invoice but if this field gets accidentally left blank, then don’t worry, we will now add this to the saved invoice for you!
Need more information on payment terms? Click here.
When editing a line item on one of your invoices, it is now possible to edit the Inc. tax field in the modal:
When you edit this field, a reverse tax calculation is performed to calculate the price without tax.
When adding a Next of Kin to a patient profile, if any details are added to the NoK section, such as an email address or mobile number, then the Name field can no longer be left blank. You will NOT be able to save any changes to the patient record and a validation message will inform you that the NoK Name field must be completed.
It is important to have the full name of the next of kin recorded, especially when sending out communications and attached forms.
If you add an email address variable to the footer of your invoice, such as the ##PRACTICEEMAIL## variable, then you can now turn it into a clickable link. This link can then be used by the recipient to send a reply straight to that email address.
To do this, go to Settings -> Invoice -> Layout and scroll down to the Invoice Footer section. Use the link tool from the toolbar on the text you wish to create the link for and then simply add ‘mailto:’ before the email variable name in the URL field, as shown below for the ##PRACTICEEMAIL## example:
Hit Save and the email address will appear as a clickable link at the bottom of your invoices!
For full steps on how to do this, click here.
If you have the Regular or Restricted user type, then you do not have access to any of the invoicing functionality in WriteUpp. Therefore, as you cannot view invoices, we have now removed the ‘Go to invoice’ button from any ‘You’ve been paid’ notifications you receive in WriteUpp (these are sent when a client pre-pays for an appointment through Online Booking).
Previously, pressing on a ‘You’ve been paid notification’ would result in an error message, as you do not have access to invoices. However, now when you press on this notification, it will simply mark it as ‘read’, turning the notification white. This way, you will still be notified of payments but you will no longer see an error message when you click on the notification.
When your clients are making payments, either for an invoice you’ve sent them or a prepayment via online booking, we may occasionally be unable to connect to the payment provider (either Stripe or Square depending on which one you have enabled on your account).
If we are unable to establish this connection, then a pop-up box will now appear, informing you or the client that the connection has failed. The Reload button within the pop-up box can be used to try to establish the connection. If it is successful, the user will then be able to proceed with the payment.
The Appointment types and Team dropdown menus that appear in the main header at the top of your Online Booking website now start with capital letters:
The ‘Our appointment types’ and ‘Our team’ headers when the dropdown menus are opened also now begin with capital letters.
The visibility of the user and appointment type dropdown menus can be edited from Settings -> layout settings in the admin area of Online Booking.
The symbols, ‘<’ and ‘>’, can now be added to text fields in assessment forms without affecting the text that follows.
If language was set to ‘German (invoice only)', then some of the text was in Danish when a client provided consent via email. This has been addressed and all text is in English again.
The Existing notes tab is now ordered by the create date of the notes listed.
The date filters on the Closed Episodes and Open Episodes tabs of the Caseload views now work regardless of which page you are on when you apply the date filter. Previously, the date filters on these tabs would only work on the first page.
If you edit the Header of a saved invoice, then this no longer breaks the connection to Healthcode.
If a user receives an internal message which they later delete from within WriteUpp, then this no longer deletes the record of the sent message from the user who sent it. Similarly, if an internal message is sent to multiple users and one of them deletes it, then it is no longer deleted for every other user who received the message.
When creating a new invoice, if Other is selected from the Payable by dropdown, then this is now retained in the field. With Other selected, the ‘Invoice to’ fields below can be edited to enter alternative details. If the Client, NoK or a Third Party is selected then this is retained in the dropdown and the ‘Invoice to’ details below are populated accordingly.
New Features
Select a different Default appointment type for each user
If you are a Site Administrator, then under Settings -> Users, you can edit the profiles of all the users on your site, or just your own profile if you do not have multiple users set up. On this Edit User screen, we have now added a Default Appointment Type dropdown, where you can select an appointment type from the client-related appointment types you have set up.
This will then become the default appointment type for that user only. In the appointment modal when booking an appointment into the diary, this will be the appointment that appears in the Type dropdown by default for that user:
Similarly, on your Online Booking website, if you have the Team dropdown visible at the top, when a client clicks 'find their next appointments' for that user...
then it will automatically search for their default appointment type:
When you select a default appointment type for a user, it will automatically tick them as a resource for that appointment type. They MUST remain ticked as a resource for their default appointment type for this to work. The default appointment type must also be visible in Online Booking. You can edit the visibility of your appointment types on your OB website by going to the OB admin area and selecting Treatments. If the default appointment type for that particular user is NOT visible, then the default appointment type for the site will be used, as long as the user is ticked as a resource and it is visible in OB.
Do you have multiple locations enabled? Make sure the default appointment type is available in the correct locations and ensure the user's timetable is set up correctly for this to work! For more information on multiple locations, click here.
Improvements
Invoice Due Date field
When creating an invoice, the Due Date is calculated from what is entered for your Payment Terms under invoice settings. For example, if you have 30 days entered, then the Due Date will be set as 30 days after the Invoice Date.
Previously, you could not save an invoice without adding the Due Date. However, following this update, if you leave the Due Date field blank, then you can still save the invoice, but we will now calculate the Due Date for you, based on the Invoice Date set and your payment terms.
Always ensure you have entered a correct Due Date for the invoice but if this field gets accidentally left blank, then don’t worry, we will now add this to the saved invoice for you!
Need more information on payment terms? Click here.
Invoicing - Edit the Inc. tax field when editing a line item
When editing a line item on one of your invoices, it is now possible to edit the Inc. tax field in the modal:
When you edit this field, a reverse tax calculation is performed to calculate the price without tax.
Mandatory Next of Kin Name field
When adding a Next of Kin to a patient profile, if any details are added to the NoK section, such as an email address or mobile number, then the Name field can no longer be left blank. You will NOT be able to save any changes to the patient record and a validation message will inform you that the NoK Name field must be completed.
It is important to have the full name of the next of kin recorded, especially when sending out communications and attached forms.
Invoice footer - email link
If you add an email address variable to the footer of your invoice, such as the ##PRACTICEEMAIL## variable, then you can now turn it into a clickable link. This link can then be used by the recipient to send a reply straight to that email address.
To do this, go to Settings -> Invoice -> Layout and scroll down to the Invoice Footer section. Use the link tool from the toolbar on the text you wish to create the link for and then simply add ‘mailto:’ before the email variable name in the URL field, as shown below for the ##PRACTICEEMAIL## example:
Hit Save and the email address will appear as a clickable link at the bottom of your invoices!
For full steps on how to do this, click here.
Regular and Restricted users - You’ve been paid notification
If you have the Regular or Restricted user type, then you do not have access to any of the invoicing functionality in WriteUpp. Therefore, as you cannot view invoices, we have now removed the ‘Go to invoice’ button from any ‘You’ve been paid’ notifications you receive in WriteUpp (these are sent when a client pre-pays for an appointment through Online Booking).
Previously, pressing on a ‘You’ve been paid notification’ would result in an error message, as you do not have access to invoices. However, now when you press on this notification, it will simply mark it as ‘read’, turning the notification white. This way, you will still be notified of payments but you will no longer see an error message when you click on the notification.
Payments - connection failure
When your clients are making payments, either for an invoice you’ve sent them or a prepayment via online booking, we may occasionally be unable to connect to the payment provider (either Stripe or Square depending on which one you have enabled on your account).
If we are unable to establish this connection, then a pop-up box will now appear, informing you or the client that the connection has failed. The Reload button within the pop-up box can be used to try to establish the connection. If it is successful, the user will then be able to proceed with the payment.
Capitalisation of dropdown menus on OB website
The Appointment types and Team dropdown menus that appear in the main header at the top of your Online Booking website now start with capital letters:
The ‘Our appointment types’ and ‘Our team’ headers when the dropdown menus are opened also now begin with capital letters.
The visibility of the user and appointment type dropdown menus can be edited from Settings -> layout settings in the admin area of Online Booking.
Bug Fixes
The symbols, ‘<’ and ‘>’, can now be added to text fields in assessment forms without affecting the text that follows.
If language was set to ‘German (invoice only)', then some of the text was in Danish when a client provided consent via email. This has been addressed and all text is in English again.
The Existing notes tab is now ordered by the create date of the notes listed.
The date filters on the Closed Episodes and Open Episodes tabs of the Caseload views now work regardless of which page you are on when you apply the date filter. Previously, the date filters on these tabs would only work on the first page.
If you edit the Header of a saved invoice, then this no longer breaks the connection to Healthcode.
If a user receives an internal message which they later delete from within WriteUpp, then this no longer deletes the record of the sent message from the user who sent it. Similarly, if an internal message is sent to multiple users and one of them deletes it, then it is no longer deleted for every other user who received the message.
When creating a new invoice, if Other is selected from the Payable by dropdown, then this is now retained in the field. With Other selected, the ‘Invoice to’ fields below can be edited to enter alternative details. If the Client, NoK or a Third Party is selected then this is retained in the dropdown and the ‘Invoice to’ details below are populated accordingly.
Updated on: 17/04/2024
Thank you!