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!Some readersWhat 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-tFew readersWhat 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, aFew readersGuide 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!Few readersHow 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.Few readers
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 covPopularCreating a Smart Form in the Form Builder?
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. If you'd like to create a new smart form to send to your patients, you would use the form builder to do this.Some readers
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.chSome readersHow 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 toFew readersHow 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. YFew readersHow 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 pageFew readersCan 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 formFew readersAdding 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 aFew readersHow 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 Signature Annotation Date Smart fields When creating or editing a form, you'll see a MaFew readersHow 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-aFew readersHow 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 pageFew readersCopying 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 theFew readersHow 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: (httpFew readers
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 where they can complete the form. Depending on your access code settings, they might also receive an access code via either SMS or email. To send a smart form with Email access codes used, or no access codes, you'll need to have: An email address for the recipient And to send a smart form with SMS access codes tuPopularWhy 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/websitFew readersCan 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 an email address for the intended recipient If you use SMS access codes when completing smart forms, you will also need a mobile number saved for the recipient, so they can receive the access code via SMS. Alternatively, if you don't have a mobile number for a third party or a next of kin, you can still send them a smart form to complete. Go to CFew readersWhat'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 then either receives an access code via SMS/email or is taken straight to the form, depending on your settings (https://help.writeupp.com/en/article/access-codesFew readersAccess Codes for Smart Forms
Did you know you can customise how recipients access the smart forms you send to them from WriteUpp? In Settings -General under Smart Form completion, site administrators can choose whether or not an access code is required to open smart forms and if so, how you wish for that code to be received. There are three options under this setting: None, Email and SMS, with SMS being the default setting. (https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/image-2022-11-18Few readersCan 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: OncFew readersUpdating a mobile number when sending smart forms
This article applies to users who are sending access codes for smart forms via SMS. With SMS selected, recipients of smart forms will receive an access code via SMS to their mobile phone when they click on the link to a form. Therefore, with this setting, you must make sure you have a correct mobile number saved for the recipient. If ‘email’ or ‘none’ is selected under the ‘Smart Form completion’ setting then you do not need a mobile number for the recipient - all you need is their email addreFew readersCan 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". The text of this email varies slightly, depending on whether you have SMS, Email or None selected under "Smart Form completion" (https://help.wrFew readersHow 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. If you've sent a form via a link in an email, a smart form entry will appear below the email: (https://storage.crisp.cFew readers
Smart Forms Completed by the Client
How do my clients complete a Smart Form?
Smart forms are sent to clients, using a combination of email and SMS, depending on what access code pathway you've decided to use. A recipient will receive: An email containing a link to the form, which opens the online portal where it can be completed An optional access code delivered by either SMS or email, which must first be entered into the online portal before the form can be opened To complete a smFew readersCan 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 formFew readersCan 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 fFew readersHow 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: (hFew readers
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 responsiveSome readersHow 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 usFew readers
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 automaticaFew readersHow 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 timeFew readersHow 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/wFew readersHow do I see the version history of a completed form?
Once a 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 when it wasFew readers
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 phoneFew readersHow 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.criFew readersCan I populate the client summary from information provided by a client?
You can populate certain fields of the client summary using 'Smart' fields that have been added to a form 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 Country Other address Other City Other postcode Hospital number National Health number Source Language Ethnicity Home phone Work phone Mobile phone EmaiFew readers
Obtaining Consent
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, followPopularHow 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 EmaiPopularHow 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 PersoSome readersWhat 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 iSome readersHow do you record consent?
We adopt the same approach in WriteUpp as we do with our NHS products. There are a number of ways consent can be recorded in WriteUpp: 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 NotesFew readersHow 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 consenFew readers
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 oFew readersDo 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 hoFew readersHow 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 preFew readers