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, such as a registration or feedback form, can be sent out to clients from within WriteUpp for completion before, during or after treatment. As the form is sent to the client, it can be completed at their convenience, and does not need to be done during the treatment session. These forms are created within WriteUpp using the Form Builder, a tool that allows you to create your own custom forms using a variety oSome readersWhat is the difference between "classic" and "responsive" assessment forms?
Classic and responsive assessment forms are the two types of forms that you will 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 formsFew 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. Click on the name of it to open it: (https://storage.crisp.chat/users/helpdesFew readers
Introducing the Form Builder
Getting Started with the Form Builder
The Form Builder is a tool in WriteUpp that can be used to create your own custom assessment forms. 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: Give your assessment a Name and an optional description You can now start adding fields to your form... You can choosePopularCreating a Smart Form in the Form Builder?
Smart forms are created using WriteUpp's Form Builder (just as assessments are). Any current favourited responsive or custom assessment can be used as a smart form. If you'd like to create a new smart form to send to your patients (https://help.writeupp.com/en/article/how-do-i-send-a-sSome readers
Creating and Editing Assessment Templates in the Form Builder
Can I edit a pre-built assessment form?
Yes, you can make changes to any of the pre-built assessment forms that come included with WriteUpp, to customise them to your own specifications. To do this... Firstly, make sure you have added the pre-built form that you wish to edit to your assessment collection, Then, to edit the pre-built assessment, you will need to duplicate the original form. Under Settings -Assessments , click on the three dotSome 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 add an annotation to an assessment form, follow the steps below: Select the layout of your form, then click the Add New Field + button. From here, select the Annotation field type: Give the field a name and choose the image you'd like to uFew 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 page to save the changesFew 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 under Settings -Assessments. You can read more about smart fields here. To create a new assessment form, click on Create New Assessment Form at the foot of the page. To edit an existing custom form (https://help.writeupp.com/en/article/how-Few readersAdding custom fields to an assessment as smart fields
When building an assessment form to be completed in clinic or by a client as a smart form, you have the option to add custom fields from the Client Summary as Smart Fields. When creating or editing a form, you will see your custom fields at the bottoFew readersHow to create a copy of a custom assessment form for editing
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 an Initial Appointment form set up and you'd now like to create a Review Appointment form, which contains similar fields but is less comprehensive. You can create a duplicate of the existing Initial Assessment form, then you can edit the duplicate cFew readersCopying fields within the Form Builder
When you are creating a new form template using the Form Builder, you can "import" fields from other custom forms into the new form. This allows you to copy fields over from other forms you have already created and use them in new templates. It 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 beenFew readersHow do I move a field in the Form Builder?
When editing an assessment form in the Form Builder, you can move whole sections to different positions in the form. You can also move the individual fields within sections to different positions. 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 would like it to be, then release: (https://storage.crisp.chat/users/helpdesk/websiFew readersHow do I add mandatory fields to an assessment?
When collecting information from your clients, mandatory fields ensure that you get all of the information you need. When creating or editing a form using the Form Builder, the following fields can be made mandatory: Text Paragraph SinglFew 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 on the 3 dots at the end of the row of the assessment you would like to change the title of, and select Edit from the drop-down menu Click into the field at the top of the form containing the current title of the assessment, and make the required changes Click the green Publish & Exit button at the bottom of the page to save theFew readersHow do I add a description to an assessment that I have created?
Adding a description to an assessment template in the Form Builder is really easy. To do so, follow the steps below... When creating or editing a form iin the Form Builder, click into the 'Title' field at the top of the Assessment Underneath the title field you will see the text "Add a description to your assessment". Click on this to open the Description field. (https://storage.crisp.chat/users/hFew readers
Sending Smart Forms
How do I send a Smart Form to a client?
When a Smart Form is sent, the recipient receives an email containing a link to the online portal, where they can complete the form. Depending on your access code settings, they may also receive an access code via SMS or email. To send a Smart Form with Email access codes used, or no access codes, you will need to have: An email address recordedPopularAccess 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-2022-11Few readersWhy 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 as a standard Direct Message using the icon at the bottom right of the form, instead of as a Smart Form. To send an assessment form as a Smart Form, head to the Favourite Forms page and click on the Send icon at the end of theFew 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 record within WriteUpp You have an email address for the intended recipient If you have SMS access codes selected in Settings, but do not have a mobile number saved for the ThiFew 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 under Create -Form/Assessment Once the email is received, the way in which it is compleFew 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 for it in 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 will be listed in 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: (https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/image-2021-11-17-at-100251-pm10rft9a.Few 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 form link. Therefore, with this setting, you must make sure you have a correct mobile number saved for the recipient. If you have ‘Email’ or ‘None’ selected under the ‘Smart Form completion’ setting, then you do not need a mobile number for the recipient - all you need is their email addFew readersCan I change the default email text sent with a Smart Form?
Smart Forms can be sent from two different places within WriteUpp: From Create -Form/Assessment by clicking on the 'Send as Smart Form' icon (this is the stand alone Smart Form pathway) As a linked form embedded within an email sent from anywhere in WriteUpp Using the stand alone Smart Form pathway, clients receive a non-customisable email containing a link to the form (see screenshot below). The text of this email varies slightly, depending on whether you have SMS, Email or NonFew readersHow do I know if a Smart Form has been sent to a client?
Sent Smart Forms show in two different places on the Client Summary, allowing you to see what has been sent and when. You will see: The message sent alongside a Smart Form on the Message tab An entry for the form itself once it has been sent on the Forms/Assessments tab Messages tab You can see sent Smart Forms on the Messages tab of the Client Summary. If you have sent a form via a link in an email, a Smart Form entry will appear below the email entry: (https://storage.crisFew 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 which access code pathway you have 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 be entered into the online portal before the form can be opened To complete a SmartFew 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 will be able to identify if a form has been completed by the 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. You will see the information entered by the client in the form. For a manually sent form, only Site Administrators or theFew readersHow do I know if a client has completed a Smart Form?
There are a number of ways you can see whether or not a client has completed a Smart Form: Once a client has completed a Smart Form, you will receive a notification within WriteUpp to inform you of this - notifications are accessed by clicking on your username at the top right of the screen. Clicking on the Go to Form button within the notification, will direct you straight to the completed form. You can also go to the Forms/Assessments tab within the Client Summary and click on thFew 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 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 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 asSome 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 do not see any assessments in your list then don't worry, favouriting an assessment form is easy: Go to Settings -Assessments From here you have one of two options: You can create yoFew readers
Managing your Assessment Forms
How do I manage locking for assessments & forms?
When creating assessments in WriteUpp, you can choose between two locking controls: WriteUpp automatically locks your assessments after 24 hours - 'Auto-lock' ON No automatic locking and editability is maintained (with the protection of Version History) - 'Auto-lock' OFF In both cases, version history has been implemented, so you have a full audit trail or changes made to the assessment. Furthermore, you always have the ability to manually lock asssesments (thereby rendering them non-eFew readersHow do I create a new copy of a read-only assessment?
Sometimes you may need to open a pre-existing, read-only (locked) 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 If a form has become locked, then it will open in a read-only state, and you cannot edit it. Therefore, it may be worth creating a copy of the form, which you can then add to. To beFew readersHow do I revert back to an earlier version of an assessment form?
You are 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/helpFew readersHow do I see the Version History of a completed form?
To view the Version History of a form: Once a form has been saved, you can see the full history of changes made by clicking on the View History icon at the bottom of the assessment screen: This will open a modal detailing the history of the form, with a line containing the date and time of each save, as well as who made the changes. From here, clicking on theFew readers
Using 'Smart' Fields
How do I import information from Smart Fields to the Client Summary?
Once a form has been saved within WriteUpp, you can import information contained within any Smart Fields straight into the Client Summary. To do this... If a form contains Smart Fields, you will see a Smart Import icon to the bottom right of your screen: You can also import information directly from the 'Smart Form completed' notification: (https://storage.crisp.chat/Few readersWhat 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 EFew 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 formPopularHow do I get consent via email?
Before you can use the consent feature, you must first make sure that you have created a consent form. The following article explains how to do this: How do I create a consent form? Once you have created a consent form, it's very straightforward to get consent via email: Choose an Active Patient Click on Create -Consent: (https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6PopularHow do I get consent in person?
Before you can use the consent feature, you must first make sure that you have created a consent form. The following article explains how to do this: How do I create a consent form? Once you have created a consent form, it's very straightforward to get consent in person: Choose an Active Patient Click on Create -Consent Select the consent form that you would like to use Click on theSome readersWhat is the consent portal?
In WriteUpp, we try to make it as easy, but as secure as possible for you to interact with your clients. To achieve this, we use the concept of a portal. One of the things the portal is used for is securely gaining consent via email. It relies upon a unique link that is embedded into an email that you send to your client. The user clicks on this link, which then takes them through to the portal where they can complete the required action, such as providing consent. Once they have completed tFew 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 along the lines of "Patient Consent Granted". This can then be checked as and when the patient gives you consent during the assessmFew readersHow do I know if consent has been granted?
There are a number of ways you can see whether or not a client has consented to a consent form: Once you have gained consent from your client (either 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 to, the method of consent, who has consented and the relationship of the consenter to the client. (https://storage.crisp.chat/users/helpdesk/website/b3794c2e06915800/71271950-4fc1-4Few readers
Sending Consent Forms
Do you have any suggested text for the consent email template?
If you are sending out a GDPR consent form via email, something along the following lines should work for the email template text: Suggested text: —START Dear xyz, GDPR (General Data Protection Regulation) is the most significant piece of privacy and data protection in twenty years. We are required to ensure that we gain data protection and privacy consent from all clients. In it (amongst other things) we confirm what information we hold about you and how we are permittedFew readersCan I edit the 'Consent link' text?
When sending a consent form via email, the 'Consent link' variable must be inserted into the body of the email, as this is the link the client follows to grant consent. The text for the consent link reads Review Consent Form when it is inserted: However, depending on the form you are sending (privacy statement or a therapy agreement etc), you may wish to edit the text that disFew readersHow do I add some explanatory text when I send out the consent via email?
You can choose to add some explanatory text to a consent form, which appears at the top of the portal when a patient is providing consent via email. To add this text, follow the steps below: Go to Settings, click on More and select Privacy from the dropdown: (https://storage.crispFew readersHow to create and edit email templates for consent forms
To save you time in WriteUpp, it is possible to create email templates for all file types that you send out from WriteUpp, including consent forms! This way, you don't have to type out an email each time you send a consent form; you can just select a template and you're good to go! To Create an email template for consent forms: Select a patient who has an email address recorded on the Patient Summary (it is important to do this because an email address must be recorded to be able toFew readers