In this week's release, we're introducing a new way to send smart and consent forms, as "linked forms"! This new pathway allows:

Forms to be embedded as a link within emailed appointment communications, like confirmations and reminders
Multiple forms to be sent within the same email
Both consent and smart forms to be sent at the same time
An opportunity to personalise the email a client receives when you send them a smart form

You’ll still be able to send smart forms and consent forms in the ‘traditional’ ways, but this new enhanced offering gives you more flexibility over what you can send to clients and when, and more importantly, automates the sending of forms within appointment communications.

SMS access codes will still be required to open and complete smart forms

As part of this, we've also improved how smart forms are handled on the Forms/Assessments tab of the client summary once sent, and changed how the 'Resend code' option works for a direct message. We've also made another few small changes and fixed some bugs. Read on to find out more!

New features

Ability to add a smart or consent form link to an email throughout WriteUpp

A new Forms icon has been added to the email toolbar, which allows both smart and consent forms to be accessed wherever you can send an email throughout WriteUpp:

Clicking on this icon will open a new box containing different tabs for both your smart and consent forms:

You'll be able to use the search bar to look for a particular form, or browse the tabs to find what you're looking for.

To add a form link to an email, tick the box to the right hand side, then choose Insert Form:

You'll then see the form added as a link to the body of the email:

Multiple forms can be added to the same email by repeating the above steps to select and insert further forms. Form links can also be added to any email templates by following the same steps to add whatever combination of forms you require!

You can read more on adding form links to your emails from WriteUpp by checking out the following articles:

Adding consent and smart form links to emails sent from WriteUpp covers how to add form links to any email you send from WriteUpp, with adding form links to communication templates covered here.

If you have existing communications set up that you'd like to add forms to, Adding form links to existing communication triggers covers specifically how to handle this. There's no need to change or add new triggers, you just need to find the trigger you'd like to include forms with and edit the template it uses.


Smart forms saved to the Forms/Assessments tab once they have been sent

As part of the above changes to how forms can be sent, we've improved what you see on the Forms/Assessments tab of the client summary once a smart form has been sent.

Forms will now be saved here once they are sent, rather than only once saved. Along with a couple of new statuses to indicate where in the process a form is, this should give you much more visibility on what has been sent relating to a client and what is still outstanding.

When a form is sent, an entry will be made containing only the name of the form, the date sent and a status of Sent:

Once a recipient has started to enter information into the form, and the autosave function present when completing an online form has picked up content, their name will be added under Completed by and the status will change to Autosaved:

When a form is showing as Sent or Autosaved, you won't be able to open it to view any content. It can only be opened once a client has completed and saved the form online.

Once a form has been saved, it’ll appear in the tab as normal. You'll be able to open it by clicking on the name, the episode will be completed and the status will be draft as usual:

Resend code option within a direct message

We've also improved how the "resend code" button within a sent direct message works. Previously this button looked at the mobile number that was used at the time the message was sent, and generated another code to the same number. This button now looks at the mobile number linked to the message recipient at the time the code is required (ie when you click on the link in a message, or choose to resend a code from here).

For example, if a client reports that they have not received an access code after clicking on a message link but did not see an error on screen, and you notice that the wrong mobile number has been entered for them, you can correct the mobile number stored on the client summary, then use the "resend code" button to send a code to the updated details. This removes the need to send another message from scratch if the wrong mobile number was used originally, just add the right one then resend the code.

Updating a mobile number when sending smart forms is covered in detail here.

Note and Attachment keywords

Previously it was possible to deactivate all Note and Attachment keywords, which would then lead to an error if either note or attachment was saved without an associated keyword. It is now no longer possible to deactivate all keywords of a particular type. If only one remains active, you'll no longer see the option to deactivate:

Printing the Notes List view

When printing the notes list view, you'll now see the option to print one page or all pages:

This will allow you to print or save to PDF all of a client's notes, or only the page you viewing.

Half hour increments appearing in Business Views -> Reports

In the reports which deal with time, Activity in Hours By Clinician By Appointment type and Activity in Hours By Appointment type By Clinician, 30 minute increments were not appearing, the results were displayed only in whole hours. We’ve now adjusted this so that you’ll see increments of a hour displayed in the figures produced. For example, you might see numbers like 2.25 (2hrs 15mins) and 2.75 (2hrs 45mins) in your results.

Bug fixes
When taking payments via Square, invoices were were not being deleted even after the associated Square payment information had been removed. This then prevented appointments from being deleted. This has been addressed and these invoices/appointments can now be deleted.
When taking online bookings with prepayment switched on, accented characters were not being handled properly on the payment screen. This has been fixed.
When using the "Address lookup" on the client summary to find a clients address, the City field wasn't being populated with the result found. This has been resolved, the City will now populate if returned by the address lookup.
The 'three dots' menu items on the diary list view, namely "Quick invoice", weren't updating immediately when the status of an appointment was changed in list view. This has been fixed.
When generating the PDF of a note, for example as part of an access request, the keyword used was not being encoded properly if it contained special characters like < or &. This has been addressed.
Changing an appointment type to be "non-client" from "client" was not removing the appointment type from the options displayed within online booking, if it had previously been set as visible. This has been resolved, changing an appointment type to "non-client" will remove it automatically from the client facing online booking page.
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