Appointment Types
How do I add an Appointment Type?
Appointment types are used when booking appointments into your diary. You can set up as many appointment types as you need, all with different default durations and associated costs, to help manage your bookings. To add an Appointment Type: Go to Settings -Scheduling -Appointment Types and click on Create New Appointment Type Complete the fields displayed: You'll need to enter: A name, for example Initial Appointment A type, either a Patient Appointment (i.e. ConsPopularAdding 'buffer time' between appointments
If you need admin, setup or cleaning time between patients, you can ask WriteUpp to include a "buffer time" in your appointments when they are booked. This is non-chargeable time outside of the time you spend with a patient, but will be included within the length of the appointment as it is booked into your diary, to ensure gaps are left. It is an entirely optional setting, if you would prefer that gaps between patients are more visible within your diary, you can use a non-patient appointmFew readersHow do I change the default duration of an appointment?
The default duration of appointments in WriteUpp are set to 30 minutes. You can change this by going to Settings -> Scheduling under the Appointment Types section. From here you can either Add a new appointment Type or select Edit next to an existing appointment to change the duration:Few readersWhy should I create patient-related appointments?
In WriteUpp you can create two types of appointment - Patient and Non Patient related appointments. A patient related appointment, for example, would be a consultation whereas a non-patient appointment would be something like a meeting, a holiday or something that is totally unrelated to a client. For any appointments where you are seeing a patient you should ONLY use a patient related appointment.Few readersCan I colour code appointments by type?
Unfortunately not. We use colour coding in the diary to signify the status of the appointment status, such as: Booked Complete DNA - Did Not Attend Cancelled InvoicedFew readersAppointment type availability at specific times
If you'd like to offer specific appointment types at specific times, you can use multiple locations and timetabling to define when these appointment types can be booked. To do this, you'll need to have multiple locations set up, and then set your appointment types as available at the relevant locations, depending on what you'd like to book and when. You'll then need to add a timetable to your diary (or edit an existing one), which uses the locations you add to control what can be offered when.Few readers
Appointment Statuses
How do I add an Appointment Status?
To add a new Appointment Status: Go to Settings -Scheduling and click on the Appointment Statuses tab: Click the Create New Appointment Status button: Give the Appointment Status a name Select a colour from the drop dowSome readersHow do I change the colour of an appointment status?
Changing the colour of an appointment status couldn't be easier! Just go to Settings -Scheduling and click on the Appointment Statuses tab: Find the appointment status you'd like to change and click on Edit, or create a new appointment status. You will then be taken to the screen below where you can change the attributes of the status, including the colour that you willFew readersHow do I edit an appointment status?
If you need to make any changes to an existing appointment status: Go to Settings -Scheduling -Appointment Statuses: Click on Edit next to the status you'd like to change: Make any changes you need to make and then click Save: (htFew readersHow can I measure my DNA rates?
To reduce your DNA rates you need to measure them. This brief article explains what you need to do: Create a a new appointment status called something like "DNA" Record DNA's as and when they occur by setting the appt status to "DNA" instead of "complete" To see the data go to Activity under Business Views in the main menu Select the date range that you want to measure - I would suggest doing it monthly perhaps using a WriteUpp task to remind you Export the activFew readers
Appointment Communications
What are trigger events?
There are certain events in WriteUpp which can automatically generate a communication to a patient. These are: Booking - Single - sends an immediate confirmation of an appointment Booking - Recurring - sends an immediate confirmation of a recurring appointment General Change (/en/article/how-do-i-let-my-patFew readersHow do I remove SMS templates for appointment communications?
To remove an SMS template: Go to Settings -Scheduling -Appointment Communication Click on SMS Templates at the foot of the screen Click the trash can icon alongside the template you'd like to delete: The template will be deleted, you'll no longer see it on the list and it will no longer be available within the Message template dropdown when creating a coFew readersHow do I delete a communication trigger?
To remove a communication trigger: Open the main menu and go to Settings -Scheduling -Appointment Communication Click on the three dots at the end of the row containing the trigger you'd like to delete, and select Delete You'll see a red Trigger has been Deleted banner and it will no longer appear on the listFew readersHow do I remove email templates for appointment communications?
To remove an email template: Go to Settings -Scheduling -Appointment Communication Click on Email Templates at the bottom of the screen Click the trash can icon alongside the template you'd like to delete The template will be deleted, you'll no longer see it on the list and it will no longer be available within the Message template dropdown when creating a communication trigger.Few readers
Introduction to Booking Appointments
Guide To Booking An Appointment [Video]
Here's a video showing how to book an appointment: Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!Some readersCan I book an appointment in non-available time?
In the diary, you can only directly book into slots within your working hours, as defined in Settings -My Settings. If you want an appointment to appear in non-available time however (i.e. over a break or non-working hours), you can do one of the following steps: Manually alter the time/date of the appointment to appear in non-available time within the pop up appointment model Drag and drop the appointment into non-available time Extend the appointment into non-available time usFew readersGuide to booking appointments via Create -> Appointment
Going to Create -Appointment provides you with a quick way to find the next available appointment in your diary, and to see availability across multiple diaries in multiple locations. By choosing the appointment type you are looking to book, you can then either choose to search for availability with all users and locations, or define a particular person or place. It can help you: Save time when searching for appointments See availability quickly and easily across the entire tFew readersHow do I book an appointment in the past?
To book an appointment that has already taken place, simply follow the steps below: Open the Diary in WriteUpp Click on the date range at the top of page Select the date that the appointment took place on the drop down calendar: Click on the time slot that the appointment took place and book the appointment as you would normally You might also want toFew readersHow do you book an Appointment?
To book an appointment: Go to the Diary by clicking on the Diary icon: Toggle to the day you want by using the forward and backward buttons and the mini-calendar Click on the space in the Diary where you want the appointment to appear and the appointment dialogue box will appear: (https://storage.crisp.chat/users/helpdesk/website/64c08cd39c4f6c00/cd723e91-cca4-4efb-bdbc-925b9619na6pFew readersHow do I book an Appointment when I'm in "List" view?
To book an appointment when you are in List view: Select Create at the top of the page: Select Appointment - Search next available appointment The New Appointment page will open: (https://storage.crisp.chat/users/helpdeskFew readersCan I book appointments for other users?
You can book appointments for all users who are registered on your instance of WriteUpp. To do this, when you are in the Diary, select the name of the user from the panel in the left. You will then be able to see their diary and book appointments in using the normal process: You can see other users diaries in both day and weeFew readers
Booking other Appointment Types
How do you book a recurring Appointment?
Recurring appointments, that is, a series of appointments booked on the same day and time at set intervals for a period of weeks/months, can be set up when booking appointments into your diary. These can be either patient or non-patient related and are set up only when booking appointments. If you are editing an existing appointment, you won't see the option to set a recurrence.Few readersDoes WriteUpp support group/class bookings?
WriteUpp doesn't explicitly support group bookings where you can add clients/patients to a specific appointment, however you can book multiple clients into a single slot in your diary. The following article explains how: Book client 1 into the diary as you normally would do. The appointment will appear in the diary like this: To book in another appointment alongsideFew readersHow do I work with couples in WriteUpp?
There are a number of features in WriteUpp that help when you are working with couples. Identifying the Couple You have a number of ways to indicate that an individual is part of a couple: Tags - Use a tag like "Couple" to indicate that the client is part of a couple Next of Kin (NoK) - Use this field to specify the name of the partner Custom Fields - If you don't want to use NoK you could use a Custom Field to specify the name of the person's partner OtherFew readersHow do I create a multi-resource appointment?
To create a multi-resource appointment just follow these steps: Click in the diary on the time/date when you want to book the appointment When the appointment window appears click on the "with" dropdown and select the name(s) of the other clinicians/team members that will be involved in the appointment You can see it in action below:Few readersWhat is the best way to manage Block Bookings?
Block Bookings are a difficult one for us at WriteUpp. There is no specific or "best way" to handle them but here is our advice on a way that we think could work for you. Say, for example, you have a patient that has pre-paid for a block of 5 sessions and would like to see you on a weekly basis. It's important that you can see how many of these appointments that the patient has attended, cancelled or has left to attend. To do this we would suggest the following: Create appointments calledFew readersHow do I create a non-chargable appointment?
There may be an instance in which you wish to book an appointment for a patient but you do not want them to be charged/invoiced for seeing you. To do this you just need to create an appointment type with a £0.00 charge associated. To do this: Go to Settings -Scheduling and stay on the Appointment Types tab Click on Create New Appointment Type When entering the details of the appointment type, add the Cost as £0.00: (https://storage.crisp.chat/users/helFew readers
Invoiced Appointments
Why can't I delete an appointment?
If you have raised an invoice for an appointment, you won't be able to delete it from the diary. We do this for your protection so that your diary matches the information on the associated invoice. If we didn't do this, HMRC would likely to take a dim view of your record keeping. Example: HMRC audit your invoices and do a simple cross-check between the appointments listed on one of your invoice and your diary. A discrepancy between what's on the invoice and your diary will give cause for concSome readersHow do I reschedule an appointment that has been invoiced and paid?
Sometimes you have to reschedule appointments that have been pre-invoiced and paid in advance. If you need to do this, you can either drag and drop the appointment in your diary to the new date and time, or manually change the date and start time within the appointment dialogue. Please bear in mind that by doing this, the appointment details on your diary/clinical records will not match those that appear on the invoice. Your diary and clinical records will reflect the new appointment date bFew readers
Deleting Appointments
How do I delete an appointment?
To delete an appointment simply follow the below steps: Open the diary Click on the appointment which you'd like to delete When the dialog window opens click the trashcan logo in the bottom right corner: Click "Yes" when the confirmation box appearsFew readersHow do I delete a single instance of a recurring appointment?
To delete a single instance of a recurring appointment: Select the appointment you wish to delete from the diary Click on the Trashcan icon that appears in the window This will provide you with the option of deleting This instance of the appointment or All future recurrences: Select This instance The appointment will be deleted. YouFew readers
Appointments FAQ's
Numbering of appointments within a treatment episode
When clients are undergoing treatment, each appointment within an episode will be automatically numbered and a count displayed against the appointment. This is the "session number" and is designed to display how many appointments are booked in for a client within an episode. You'll see the session count displayed in three places within WriteUpp: The appointment modal when booking or viewing an appointment The Appointments tab of the client summary The appointment details page for eacFew readersWill I be notified if an appointment has been booked into my diary?
You can choose to receive notifications relating to various events within WriteUpp, including the booking of appointments into your diary by either another member of your team or by a patient via online booking. These notifications will be visible within WriteUpp by clicking on your username, with unread notifications indicated by a red number count: To manage your notifications, cFew readersWhat do the icons mean in the window that appears when I want to edit an appointment?
When you click on an appointment in the diary, you will see the following modal. Here you can edit the date and time of the appointment, along with other appointment details including location and status. Any changes will then be saved to the diary (as long as you press Save!): The appointment modal has various icons at the top, which allow you to perform a number of actions quickly froFew readersWhy do I need to select a patient each time I book an appointment?
In WriteUpp we use an "Active Patient" model. What we mean by this is that before you do anything in the system (book an appt, write a note, conduct an assessment) you need to select the patient that it relates to. We use this model in our NHS systems and we feel it has equal applicability in private practice where its just as important to make sure that actions are recorded against the correct patient. To provide you with maximum flexibility you have the ability to switch your active patientFew readersUsing the timetable to manage availability and set up ad hoc clinics
If you have enabled multiple locations, you can use the timetable to adjust your availability for certain days, without affecting what you offer on other days. This can provide a way to handle a change to your scheduled start or end times for just one day, change your location as a one off, or account for any extra ad hoc clinics you might hold. You can find out how to do this below!Few readers
Diary Views
How do I activate privacy mode in the diary?
To activate privacy mode within the diary you need to toggle the switch in the top left-hand corner of the page from Name to Privacy: Once this has been switched all the names in your diary will disappear and be replaced by their WUID: To switch back to names, simplFew readersHow do I view weekends in my diary?
If you can't see weekend days visible in your diary, you can add them to the diary view within Settings -My Settings. Under Diary Settings, check Show Whole Weekend in Diary or Show Saturday in Diary, depending on what you'd like to be visible: To be able to book into Saturday or Sunday (or both!), you'll also need to set working hours for both days. In Working HFew readersHow do I see more information about an appointment without having to open it?
To see more information about an appointment like start and end times, just hover your mouse pointer over the appointment in the diary. You will see a grey box appear that lists further details: As you can see it details both the start and end time of the appointment, the type of appointment and where the appointment is due to take place. All without having to open the appointmentFew readersHow do I navigate around the diary?
To navigate around the diary you can either: Scroll or swipe vertically in the diary area to navigate to earlier or later times Click on the forward or back controls to move by a day or week depending on your chosen diary view: (https://storage.crisp.chat/users/helpdesk/website/76a6c624ac6c6800/4b64b18e-c5e9-4bc9-892e-53fe54vyqbxjFew readersHow do I set my diary to a default view?
In the diary you have 3 views; Day, Week or List view. Depending on one which one you prefer or use the most you can set this view as your default. To do this: Go to Settings -> My Settings Scroll to Diary Settings Select one of the three views from the drop-down menu: Select Save Depending on the view that you selectFew readersCan I hide cancelled appointments in my diary?
If you'd like to hide appointments that have a status that means the client is not attending in your diary, you can use the "hide non-attending filter" to remove these from your view. You can find this filter within the gray bar down the left side of your diary screen: On a laptop or desktop computer, hover your mouse anywhere over the grey bar (or on a tablet or mobile tap anywherFew readers
My Working Hours and Breaks
How do I block out time in my diary?
Whilst you may work regular hours/days, occasionally you may wish to block out time for holidays, conferences, supervision etc. The best way to do this is as follows: Go to Settings -> Scheduling and go to the Appointment Types section Click Create New Appointment Type and create an appointment type called something like Unavailable with the following attributes: (https://storage.crisp.chat/users/helpdesk/website/5a244d8fb0d83400/a19ff666-2326-4d4b-PopularHow do I change my hours and view in the Diary?
A number of default settings have been put into place for your Diary view which determines the times you can see. To change these go to Settings -My Settings. Diary Settings These are the settings that determine what you see in your Diary: Diary Increments: Determines how many slots you see in your Diary, so if you set it to '15 Minute' increments, each hour in the diary would be split into 4 slots Default Diary View: Your Default View of the Diary - can be either a Day View,PopularI only work specific days, how do I reflect that in the diary?
To remove a day from your "Working Hours" go to Settings - My Settings and deselect the day by unchecking the checkbox beside the day: This approach works if you work specific days on a regular basis. If you want to block availability on an adFew readersHow do I book into non-working hours?
If you have a clinician that is willing to do some extra clinics on a temporary basis it probably doesn't make sense to change their working hours. However, you can still book in appointments manually, as below: In the diary below you can see that working hours run until 17.00. The greyed out time after 17.00 is ordinarily non working hours: To booFew readersHow do I handle irregular breaks?
The breaks feature enables you to specify a standard break that occurs at the same time every day, for example lunch. If you take breaks at different times on different days you should: Create an appointment type called something like "Breaks", making sure to specify that it is a non-patient appointment type Insert these appointments at the times and on the days when you take breaks If your breaks are changeable during the week but the same each week you could set these breaks up aFew readersCan I change the start of the working week in the diary?
Yes, you can. By going to Settings -My Settings, you can specify what day of the week your diary starts on under Diary Settings:Few readersHow do I change the colour of non-working hours?
To change the colour of non-working hours: Go to Settings -> My Settings Scroll to the Diary Settings section Click on the colour picker dropdown and choose a colour Click on Save You can see it in action below:Few readers
Locations and Rooms
Guide to Locations
For those users that have practices in multiple locations, you can manage these in WriteUpp so that = you, your colleagues and your clients can book appointments in the right place. Setting up Locations To set up Locations: Open the main menu and go to Settings -Organisation. In the "Your Organisation" section, you should see a tickbox for "Enable Multiple Locations", which should be unticked. Tick it and you will see a section called "Locations" appear below. One will alSome readersHow do I schedule rooms?
At present the WriteUpp diary is clinician-centric so its not 100% straightforward to set up a diary for rooms, however there is a partial workaround which involves setting up the rooms as users, as below: Invite a new user but instead of specifying a clinician's name enter the name of the room, see below: For the email address we tend to recommend usiFew readersHow do I change the colour associated with a Location?
If you work from multiple locations, each location can be associated with a colour. This colour appears in the diary as a shaded area when you have timetabled that you are working in a specific location, as below: If you want to change the default colour associated with a timetabled locatiFew readers
Diary Settings
How do I set up the diary in x minute slots?
The number of slots that you see in the diary are purely visual. You can change them by going to Settings -My Settings and changing the Diary Increments setting, shown below: However, this will have no bearing on the way your diary works or operates from a scheduling or online booking perspective. You determine the duration of your appointments when you set them up in Settings -Few readersHow do I switch off Pll in the calendar feed?
If you'd like to integrate your WriteUpp calendar with an external calendar like iCal or Google Calendar, you have the option of having either your client's full name displayed (PII - Patient Identifiable Information) or their WUID. To switch from PII to WUID, simply follow the steps below: Go to Settings and open the General tab Under "What do you call your customers" you can specify from the drop down what is shown in the iCal feed by changing the "PII Setting". Select "WUIDFew readersHow do I see more information in the Diary?
If the appearance of your diary seems squashed, i.e you can't see patient names or free slots as clearly as want, you are able to adjust the 'Diary Increments' to determine how your diary looks. Go to: Settings->My Settings and then scroll to Diary Settings Select the 'Diary Increments" option highlighted above. This will give you the option to display 5Few readers
Syncing my Diary
How do I sync my diary with Google Calendar?
To set up a sync with Google Calendar: In WriteUpp, open the main menu and click on Integrations & Add Ons -Calendar Integrations -Configure If your calendar feed is already activated, copy the feed displayed If you don't see your calendar feed on screen, click on Activate the URL, which will then activate and display your URLPopularHow do I sync my diary with iCal?
To to sync your WriteUpp Diary to iCal on macOS (iMac/MacBook etc): In WriteUpp, open the main menu and click on Integrations & Add Ons - Calendar Integrations - Configure If your calendar feed is already activated, copy the feed displayed If you don't see your calendar feed on screen, click on Activate the URL, which will then activate and display your URLSome readersHow to I sync my WriteUpp calendar to Outlook via my web browser?
In WriteUpp, open the main menu and click on Integrations & Add Ons -Calendar Integrations -Configure If your calendar feed is already activated, copy the feed displayed If you don't see your calendar feed on screen, click on Activate the URL, which will then activate and display your URLSome readersCan I sync from my calendar back to WriteUpp?
Unfortunately not. The sync that we provide is a 1-way feed. Changes made in WriteUpp are passed to iCal/Google Calendar but you can't change/create in iCal/Google Calendar and push appointments back into WriteUpp. The reason for this is that our calendar supports extra information relating to the appt such as Type & Status that can't be specified in the other calendars, such as iCal or Google Calendar.Few readers
Resource Groups
How do I see a colleagues diary alongside my own?
To view your colleagues' diary alongside your own, go to the left of your screen and hover over the arrows highlighted below: The below panel will appear: Just check the colleagues whose diaries you wish to see alongside your own. You only need to do this once. In day view your Multi resource diary will look like this: (https://storage.crisp.chat/users/helpdesk/website/3bSome readersDiary Resource Groups
Diary resource groups give you the ability to create and view different groups of users, that are saved for ease of access. Particularly if you have a lot of users and a busy diary, this allows easier ad hoc changes to your diary view without having to manually select and deselect individual resources. Resource groups are available at the top of the diary sidebar if you have 2 or more users on your WriteUpp account: (https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/scrFew readers