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Forms & Assessments
Create, send and store responsive forms and assessments
Introducing Smart Forms
Guide to Smart Forms [Video]
Looking for ways to cut the amount of time you spend completing forms with your patients? With Smart Forms, you simply send the form to your client via Direct Message, they complete it and you review it. Easy. Learn all about it in this helpful explainer video! Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!
What is a Smart Form?
A Smart Form provides clinicians with the ability to send forms to clients to self complete before, during or after treatment. These forms are created within WriteUpp using the Form Builder, a tool that allows you to create your own custom forms using a variety of different fields. You can also use the free pre-built responsive assessment forms within the [Assessment Store](https://help.writeupp.com/en/article/what-is-t
What is the difference between "classic" and "responsive" assessment forms?
Classic and responsive assessment forms are the two types of forms that you'll see included in the assessment store within WriteUpp, but both types of form perform very differently. Classic assessments are the forms that were originally included with WriteUpp when it was launched in 2013, and were discontinued for new use in 2021. In 2015 we introduced the Form Builder to allow users to create their own custom forms, a
Guide to completing an Assessment [Video]
Here's a video showing how to complete an assessment: Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!
How do you complete an Assessment?
To complete an Assessment for a client: Ensure that the patient is the Active Client and that their name appears in the top right hand corner Click on Create -> Form/Assessment You will be taken to the Favourite Forms page where you can choose the assessment that you wish to use.
Introducing the Form Builder
Getting Started with the Form Builder
To access the Form Builder, go to Settings -> Assessments and click on the green Create New Assessment Form button at the bottom of the screen: From here, you can give your assessment a name and an optional description, before starting to add layouts and fields to your form. You can choose between 2 different layout styles: Full width - where the chosen field will cov
How do I create a Smart Form?
Smart forms are created using WriteUpp's Form Builder (just as assessments are), so you'll be able to use any current favourited responsive or custom assessment as a smart form. Please note that if you use the old style Classic Assessments (which have now been discontinued), these can't be sent as a smart form. If you'd like to create a new smart form to send to your patients, you would use the form builder to create this. You can find more information on building your form here: [Gett
What is the Form Builder?
The Form Builder is a simple tool in WriteUpp that enables you to create your own custom assessments forms. Forms built using the form builder can contain multiple sections and each section can have one of two layouts, either Full Width or Split View: Within a section you can then insert the fields that you require. The available fields are listed when you choose Add New Field +
Creating and Editing Assessment Templates in the Form Builder
Can I edit a pre-built assessment form?
You're able to make changes to any of the pre-built assessment forms that come supplied with WriteUpp, to customise these to your own specifications. To edit a pre-built assessment, you'll first need to duplicate the original form. To do this, make sure you've added the form to your assessment collection, then click on the three dots at the end of the row and choose Duplicate: !(https://storage.crisp.ch
How do I add a diagram to annotate to an assessment?
When building a form using the form builder, you can use an Annotation field to add a diagram which can then be annotated. To do this when either creating or editing an assessment form: Select the layout of your form, then click Add New Field +. From here, select the Annotation field type: You'll then need to give the field a name and choose the image you'd like to
How do I add smart fields to an assessment template?
Smart fields can be added to a new assessment form template or an existing template within Settings -> Assessments. To create a new assessment form, click on Create New Assessment Form at the foot of the page. To edit an existing custom form click on the three dots alongside it and choose Edit from the options. Y
How do I edit an assessment template?
To edit one of your assessment templates: Open Settings -> Assessments Find the assessment that you want to edit, click the 3 dots next to it and select Edit from the menu Make the amendments to the assessment template Click Publish & Exit at the bottom of the page
Can I create a copy of a custom assessment form?
Yes, you can. To save you time, you have the option to create a duplicate copy of a custom form, which allows you to then make changes to a separate version while maintaining the integrity and layout of your existing form. For example, you might already have set up an initial appointment form and you'd now like to create a review appointment form which contains some of the same or similar fields but is less comprehensive. You can create a duplicate of your existing initial assessment form
How do I add mandatory fields to an assessment?
When collecting information from your clients, mandatory fields can be really useful in ensuring that you gather all of the information you need to. When creating or editing a form using the form builder, the following fields can be defined as mandatory: Text Paragraph Single Choice Multiple Choice Options List Date Smart fields When creating a new form, you'll see a Mandatory option for all of the a
Adding custom fields to an assessment as smart fields
When building an assessment form to be completed either in clinic or by a client as a smart form, you have the option to add any custom fields you have created on the client summary as Smart Fields. When creating or editing a form, you'll see your custom fields at the bottom of the Field dropdown when adding the "Smart" field type, prefixed by the text CF: You'll see a
How do I move a field in the Form Builder?
You can move either whole sections (f you have some in full width and some in split view) or individual fields within the form builder when editing an assessment form. To move a section of your form, find the section you'd like to move and click down on the Move button. Drag it to where you want it to be, then release: !(https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/image-2020-10-28-a
How do I change the title of an assessment?
To change the title of an assessment, simply follow the steps listed below: Open Settings Click on the **Assessments **tab Click the 3 dots next to the assessment you'd like to change the name of and select **Edit ** from the drop-down Click into the field containing the current name of the assessment, and make the required changes Click the green **Publish & Exit **button at the bottom of the page
Copying fields within the form builder
When you are building form templates using the form builder, you have the option to "import" and use fields from another of your custom forms. This allows you to quickly copy fields you've already created and reuse them in other templates. This can be a great timesaver if you have similar fields that you use across multiple forms. Fields can only be imported from custom forms, and only once a form has been published. If you are creating a new form and click on Import, you won't see the
How do I add a description to an assessment that I have created?
Adding a description to an assessment that you have created in the form builder is really easy. Simply click into the "Title" of the Assessment: Underneath the title you will see "Add a description to your assessment" where the information can be added. This description will appear here: !(http
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Sending Smart Forms
How do I send a Smart Form to a client?
When smart forms are sent, the recipient will receive an email containing a link to the online portal, and once they click on the link, an SMS containing an access code to 'unlock' it. Therefore to to send a smart form, you'll need to have: An email address for the recipient A mobile number for the recipient SMS credits on your account Smart forms can be sent in 2 different ways from WriteUpp: As a link inse
Can I send a Smart Form to a third party or next of kin?
Yes, you can also send a Smart Form to a third party, or a next of kin, as long as: they are linked to the patient within WriteUpp you have both a mobile number and an email address for the intended recipient Next of Kin and Third party details are both added to the Patient tab of the Patient Summary page. Click on Edit Details to view and change the information. To link a third party to a patient, you must first create them as a third party in Settings -> **3rd Partie
How do I send a questionnaire to be completed by my client/patient?
You can send forms to your patients to be completed by creating a Smart Form in WriteUpp using the Form Builder. The sent form is completed by the patient on an online portal, and once saved it is automatically saved to their Patient Summary for you to review.
Why has my client received a Smart Form that they can't edit?
If you have sent a form to a client intending it to be used as a Smart Form, but the client receives it in a non-editable state, it is most likely that you have opened the form first, and then sent it via Direct Message using the icon at the bottom right of the form. Smart Forms should be sent directly from the favourite forms page by clicking on the icon at the end of the row of the form you wish to send, under the Smart form heading: !(https://storage.crisp.chat/users/helpdesk/websit
What's the difference between sending a form as a smart form or as a linked form?
Smart forms can be sent in two different ways from WriteUpp: As a link inserted into an email from anywhere in WriteUpp, known as a "Linked form" As a standalone smart form from Create -> Form/Assessment Once the email is received, the way in which it is completed is the same. The recipient clicks on the link within the email, receives an access code via SMS which is entered online to open the form. The recipient then completes the fields and then saves the form, which is returned to y
Can I see the status of a smart form sent to a client?
Once a smart form is sent to a client, an entry will be made to the Forms/Assessments tab of the client summary to allow you to track the progress of the form through to completion. Once a form has been sent, it'll be listed on the Forms/Assessments tab with a status of Sent. This means the message has been sent to the client, but they haven't started completing it yet: Onc
Updating a mobile number when sending smart forms
Occasionally when sending smart forms, there may be times where you experience issues with access codes not being received due to missing or incorrect mobile numbers. If you run into any problems, you should be able to update the recipient's mobile number to allow the code to be sent without having to resend a form from scratch. No mobile number present As forms can be sent as a link within an email, like an appointment confirmation for example, there might be times where you send an e
Can I change the default email text sent with a smart form?
Smart forms can be sent from 2 different places within WriteUpp. From Create -> Form/Assessment by clicking on the Smart form icon As a linked form embedded within an email sent from anywhere in WriteUpp Using the stand alone smart forms pathway, clients receive a non-customisable email containing a link to the form under the text "Click here". If you'd like to customise this email text, you can send forms by embedding the link within an email from anywhere in WriteUpp, for example by g
I didn’t have my clients mobile number, how can they access their form?
If you didn't have a clients mobile number at the time they were sent a form, you will need to add one for them on the client summary in order for the access code to be sent. If a client contacts you because they've received the below message online when clicking on the form link, it's really easy to update their details to allow a code to be sent: To add a mobile number to a cli
How do I know if a smart form has been sent to a client?
Sent smart forms will show in 2 different places on the client summary, allowing you to see what has been sent and when. You'll see: The message sent alongside a smart form on the Message tab An entry for the form itself once it's been sent on the Forms/Assessments tab Messages tab You'll be able to see sent smart forms on the Messages tab of the client summary. A direct message is always sent with a smart form, even if it's been added as a link to an email in WriteUpp. If you've
Smart Forms Completed by the Client
How do my clients complete a Smart Form?
When you send a Smart Form, the form itself is sent via the direct message pathway, using both: An email containing a link to the form within the online portal An SMS containing an access code that must be used to open the form To complete a smart form, clients will click on the link within the email that you've sent them. If you have sent the form as a standalone smart form
Can a client make changes once a Smart Form is saved?
Put simply, no. Once a client hits Save at the bottom of a Smart Form, they'll be asked to confirm that they would like to submit the form by clicking on Continue: They'll be able to click on Cancel to return to their form but if they choose to continue, the form is then saved to the Forms/Assessments tab of the Client Summary and the client cannot make any f
Can I edit a Smart Form that has been completed by a client?
Yes, you can. Once a client has completed a Smart Form in the portal and hit Save, the completed form will be saved to the Forms/Assessments tab of the Client Summary. You'll be able to identify a form completed by a client as their name will appear in the Completed By column. Click on the name of the form in the Type column to open it, and you'll see the data entered by the client on the portal. For a manually sent form, Site administrators or the user who sent the form
How do I know if a client has completed a smart form?
Once a client has completed a Smart Form, you'll receive a notification within WriteUpp to let you know, accessed by clicking on your username at the top right of the screen. By clicking Go to Form within the notification, you'll be able to go straight to the completed form. You'll also be able to go to the Forms/Assessments tab within the Client Summary and click on the relevant form. Completed Smart Forms will contain the name of the client in the Completed By column: !(h
The Assessment Store
What is the Assessment Store?
The Assessment Store is accessed by going to Settings -> Assessments and clicking on the shopping cart icon at the bottom right of the screen. It's a free repository of pre-built assessment forms that you can use throughout WriteUpp! If you don't see an assessment form that perfectly suits your needs, you can create your own custom forms using the Form Builder or [edit one of the supplied responsive
How do you favourite an assessment?
Favourited assessments appear when you click on Create -> Form/Assessment. These are the assessments that you have chosen to make available to you and your team. If you don't see any assessments in your list don't worry. To favourite an assessment: Go to **Settings **-> Assessments From here you have one of two options: You can create your own Assessment forms us
Managing your Assessment Forms
How do I manage locking for assessments & forms?
When creating assessments in WriteUpp, you have the ability to choose between: Automatically locking your assessments after 24 hours No automatic locking and maintaining editability (with the protection of version history) In both cases, version history has been implemented so you have a full audit trail or changes made to the assessment and you also have the ability to manually lock it (thereby rendering it non-editable) if you wish to do so. If you don't want WriteUpp to automatica
How do I create a new copy of a read-only assessment?
Sometimes you need to open a pre-existing read-only assessment. You may wish to do this if: Another member of staff needs to append something to the assessment Another member of staff needs to approve an assessment You want to record the same measure/score on multiple occasions over time
How do I see the version history of a Smart Form?
Once a Smart Form has been saved on the portal and therefore saved to the Forms/Assessments tab, you'll be able to see the history of changes made. From the Forms/Assessments tab of the Patient Summary page, click on the name of the form under Type to open it and at the bottom of the screen, click on View History. You'll then see a modal detailing the history of the form and the changes made, with multiple entries for each batch of saved changes to the form: !(https://s
How do I revert back to an earlier version of an assessment form?
You're able to revert to an earlier version of an assessment form, should you need to, via the View History icon displayed at the bottom of the screen. To revert to a previous version of an assessment form: Click on the View History icon: The History table will open displaying all the saved versions of the form: !(https://storage.crisp.chat/users/helpdesk/w
How do I see the version history of an assessment form?
Once an assessment form has been saved, you'll be able to see the history of changes made by clicking on the View History icon at the bottom of the screen: You'll then see a modal detailing the history of the form, with a line containing the date and time of each save. From here, clicking on the eye icon within a line will open up that particular version of the form as it was
Using 'Smart' Fields
What are 'smart' fields?
'Smart' fields are a predefined set of fields available within the form builder, which once completed, can populate the matching field of the client summary. The type of smart fields available are: Title First Name Surname Date of birth (in the format dd/mm/yyyy) Gender Home address Home City Home Postcode Country Other Address Other City Other Postcode Hospital number National Health number Source Language Ethnicity Home phone Work phone Mobile phone
How do I import information from smart fields to the client summary?
Once a form has been saved within WriteUpp, you'll be able to import information contained within any smart fields into the client summary. If a form contains smart fields, you'll see a new "Smart Import" icon to the bottom right of your screen: You'll also be able to import information directly from the notification that a smart form has been completed: !(https://storage.cri
Can I populate the client summary from a smart form?
You can populate certain fields of the client summary using 'Smart' fields that have been added to an assessment template to capture client demographics. The fields that can be populated from a smart form are: Title First Name Surname Date of birth (in the format dd/mm/yyyy) Gender Home address City Postcode Language Ethnicity Home phone Work phone Mobile phone Email Next of Kin Name Next of Kin Relationship Next of Kin phone number Next of Kin mobile numbe
How do I create a consent form?
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
How do I get consent via email?
Before you can use the consent feature you need to make sure that you have created a consent form. The following article explains how you do this: How do I create a consent form? Once you have created a consent form its very straightforward to get consent via email. Choose an active patient Click on Create -> Consent Select the consent form that you want to use Click on "Consent via Emai
How do I get consent in person?
Before you can use the consent feature you need to make sure that you have created a consent form. The following article explains how you do this: How do I create a consent form? Once you have created a consent form its very straightforward to get consent in person. Choose an active patient Click on Create -> Consent Select the consent form that you want to use Click on "Consent in Perso
What is the consent portal?
In WriteUpp we're trying to make it as easy and secure as possible to interact with your clients. To do this we are using the concept of a portal. At this stage our portal is fairly rudimentary and its used for just two things: Gaining consent via email Payment of invoices (via Stripe) In both of these scenarios it relies upon a unique link that is either embedded i
How do you record consent?
We adopt the same approach in WriteUpp as we do with our NHS products. There are two places where consent can be recorded: Assessments When you create an assessment in the Form Builder you should add a checkbox at the start or end of the form saying something like "Patient Consent Granted". This can the be checked as and when the patient gives you consent during the assessment Notes Its somewh
How do I know if consent has been granted?
Once you have consent from your client (in person or via email) a log entry will be made in the privacy tab of their patient summary, as below. It shows the name of the form that has been consented, the way they have consented, who has consented and the relationship of the consenter to the client. If you click on the row you will be taken through to the EXACT details of the consen
Sending Consent Forms
Can I edit the 'consent link' text?
When you insert the "consent link" variable into an email for consent, the text inserted reads Review Consent Form: If you are using the consent portal to record digital consent for something like a privacy statement or a therapy agreement, you can quickly and easily edit the text that displays in the link. This can be done after the variable has been inserted into the body o
Do you have any suggested text for the consent email template?
If you're sending out a GDPR consent email something along the following lines should work: Suggested text: --------------------START Dear xyz, GDPR (General Data Protection Regulation) is the most significant piece of privacy and data protection in twenty years. It takes effect on 25th May 2018 and from that date we are required to ensure that we gain a new data protection and privacy consent from all clients. In it (amongst other things) we confirm what information we hold about you and ho
How do I add some explanatory text when I send out the consent via email?
It might be useful to add some explanatory text which will appear at the top of the patient consent portal. To add this text follow the steps below: Go to Settings, click on **More **and select **Privacy **from the drop-down: Either create a new consent form or click the 3 dots next to a pre
Obtaining a Signature
Obtaining an electronic signature
WriteUpp's Form Builder contains a number of different field types to allow you to create custom forms for use with your clients. Amongst these field types is the option to insert a Signature field, designed to help you obtain an electronic signature from a client by having them 'draw' a signature in the available space. This field can then be used when either you or your clients are completing a form to capture the
Adding a custom signature field to an assessment form
WriteUpp's Form Builder includes a Signature field for you to use when creating assessment forms, which easily allows clients to mark their signature electronically. Alternatively, the previous workaround is still available for you to use. This involves using an annotation field to upload your own image, which clients then use the toolbar options to 'sign'. Uploading your own custom image allows you to choos