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Find out who we integrate with and how you can use external services.
Before you connect to Physitrack, you'll need to set up a Physitrack account, if you don't already have one. To do this, head over to Physitrack(https://www.physitrack.com/partne
Connecting to Physitrack
Each clinician should follow the steps below once Physitrack is enabled, using their own unique API key to link Physitrack and WriteUpp. To con
How do I receive the funds if I take payment via Stripe?
When your clients pay via Stripe, the money will be transferred into your Stripe account. To transfer the money from here to your bank account you need to specify when Stripe makes "payouts". Automatic Payouts Within Stripe the default setting is pre-generated payout schedule which is based upon your geographical location and industry, for most of you, this will be a 7-day rolling schedule. This means that it will take 7 days from funds being received (ie. your customer paying via the St
How do I connect Stripe to WriteUpp so that I can take online payments?
Stripe is a payment gateway that allows you to take payments directly from your clients. It’s integrated into WriteUpp so that you can take payments in a seamless manner. Using Stripe with WriteUpp will reduce time-sapping admin, improve your cashflow and reduce your transaction costs. You can find out more about Stripe here. To take payment (via Stripe) in WriteUpp you will be charged your local Stripe fee + 0.5
Guide to Setting Up Healthcode Integration
What is Healthcode? Healthcode is the official provider that processes medical bills electronically in the UK. In essence, any bills that need raising with health insurance companies need to be processed through the Healthcode system. Who is it for & Why Should I Use it? If you work with insurers and medico-legal providers this will allow you to submit your invoices directly from within WriteUpp. No need to re-key or submit claims manually. It should save you a whole heap of time!
Stripe Local Fees
To take payment (via Stripe) in WriteUpp you will be charged your local Stripe fee + 0.5%. So, for example, if your local Stripe fees are 1.4% + 20p/transaction you will be charged 1.9% + 20p/transaction. Stripe's fees differ depending on where your practice is based. Below are links to Stripe's local fees in some of the geographies where we operate: United Kingdom Ireland United States
Using the Physitrack integration
Once Physitrack has been enabled on your WriteUpp account, and you've connected to it by entering your API key within Physitrack, you're ready to begin prescribing exercise programs from WriteUpp. To use the integration: Make sure the patient you'd like to work with is your active patient(https://writeupp.crisp.h
As part of Healthcode's ongoing process of maintaining and upgrading Healthcode systems, they will be performing essential works on Friday 26th June 2020 to Monday 29th June 2020. This notice is sent to advise you of the planned date and time. Users will be unable to login to their accounts or submit invoices during the works period. No interruptions are scheduled to happen within normal UK business hours. Outage Window Start time: 18:00 GMT Friday 26th June 2020 End time:
Stripe minimum and maximum payment values
When payments are taken via Stripe, there is a minimum payment amount enforced to take into account the Stripe processing fees, which combine a small fixed amount and a percentage. The minimum amount you can charge depends on your bank account settlement currency (the currency your bank account uses). Details on the minimum charges for a variety of currencies can be found via the Stripe website here(https://stri
How do I connect my WriteUpp account to Xero?
Connecting to Xero allows you to export your invoices to Xero directly from within WriteUpp. Previously, you had to manually export a file from WriteUpp, manipulate it and manually import it into Xero with all the challenges that this presented. This one-way export essentially re-creates a WriteUpp invoice in Xero for you. To get start
Guide to the Xero Export
What is the Xero Export? The Xero Export allows you to seamlessly export invoices to Xero directly from within WriteUpp. It removes the need to export data, manipulate it and then manually import it into Xero, reducing what was a three step process to a super simple one step export. There is some setup involved initially, which this article will guide you through, but before we get started there are a couple of things worth bearing in mind. When you export an invoice from WriteUpp,
What is Stripe?
Stripe is the simplest and most cost-effective way to accept payments online. Unlike other payment providers Stripe was built from the ground up to enable online businesses (like us) to integrate payment directly into our software. In many cases you might not even know that you're transacting through Stripe but as you will see from their customer list below they've been pretty successful since they set up in 2011. They're based in San Francisco and have received around $450 million in funding
Exporting invoices in bulk to Xero
There are two ways in which you can export invoices to Xero Bulk Export Individual Export This article covers how to export an individual invoices in bulk to Xero. To find out more about the Individual Export functionality, click here. Invoi
List of Healthcode Identifier codes
To invoice through Healthcode you must have the insurer set up as 3rd party on your WriteUpp account. When setting this up, you will be asked to insert a 3 letter Healthcode Identifier Code. We have compiled a list of the most frequently used below: AXA - ppp SimplyHealth - ppp The Exeter - efs Aviva - nuh Bupa - bup Bupa Global/inter - bui Cigna - cig Healix Health - hhs Vitality Health - slh WPA - wpa Alliance Health Corporate - ahc Alliance Health Vitality
8 Reasons why you should take online payments using Stripe!
Stripe is the simplest and most cost-effective way to accept payments online. Unlike other payment providers Stripe was built from the ground up to enable online businesses (like WriteUpp) to integrate payment directly into our software. In many cases you might not even know that you’re transacting through Stripe but they have a long list of very popular clients and partners, including ASOS, LUSH, British Heart Foundation, OpenTable, Fender, Spotify and many more!
Mapping Xero Contacts to WriteUpp
Parties that will be responsible for paying an invoice you generate in WriteUpp will need to be mapped to a contact within Xero. Once you've set up the contact mappings, WriteUpp will use this information to work out which contact within Xero to use during the export process, based on the Payable By field within the invoice. For exa
Does WriteUpp link with accounting systems?
Yes! WriteUpp is a certified Xero app partner.
How do I configure the Xero export?
Once you've connected your WriteUpp account to Xero, there are a few things you need to configure before you start exporting your invoices. These are settings that allow certain information from WriteUpp to be 'mapped' to the corresponding entity within Xero. This should minimise the amount of work involved in Xero once an invoice has bee
What are the implications of deleting an invoice that has already been exported to Xero?
Deleting an invoice that has already been exported to Xero may have severe implications and should be undertaken ONLY if you fully understand the consequences. Below we've summarised the two scenarios that might cause you to consider deleting an invoice. In each scenario we've provided you with suggested actions and details of the consequences. You're deleting an invoice because you have made an error in the source invoice in WriteUpp Mistakes happen. If you've exported a WriteUpp invoic
The following checklist should help you get up and running quickly if you're having problems getting started with Healthcode. Something to Keep In Mind Making a Healthcode submission is a little like fitting two pieces of a jigsaw together. On the one side you have the information that we submit on your behalf (based on the information you enter in WriteUpp) and on the oth
Mapping Xero Accounts to WriteUpp
For a step by step guide on how to set up your Xero Export, please click here Before you start exporting invoices to Xero, you'll need to specify which of your sales accounts (in Xero) you would like to allocate your income (from WriteUpp) to. The mapping of accounts is controlled from within Settings -> Invoice -> Configure Xero Export under Mapping: !(https://storage.crisp.chat/users/helpdesk/webs
Do you have a recommended invoice footer for use with Stripe?
You can determine what appears on the footer of your invoices in Settings->Invoice If you're using Stripe to take payment we would recommend using something like: You can pay your invoice online by clicking on the link below: ##PAY_INVOICE_BUTTON## Alternatively, please pay via BACS, as below: Account Name: Your Practice Sort Code: 00-00-00 Account Number: 12345678 Payment terms are strictly 30 days
Can WriteUpp create new contacts in Xero?
Yes. You can create new contacts in Xero as part of the mapping process and also allow WriteUpp to create a new contact in Xero for you as part of the export process, if the party responsible for paying the invoice is not already mapped to an existing contact. To create a new Xero contact when mapping patients, next of kin or third parti
What happens when my client pays via Stripe?
When your client pays via Stripe, the invoice will automatically change from "Not Paid" to "Paid via Stripe" and the name and address of the cardholder will be added to the comment section in case they're different from your client. You will also receive a notification in the top right-hand corner of WriteUpp, letting you know that you've been paid. !(https://storage.crisp.cha
Exporting individual invoices to Xero
There are two ways in which you can export invoices to Xero Bulk Export Individual Export This article covers how to export an individual invoice to Xero. To find out more about the Bulk Export functionality, click here. To export an individual
Mapping Xero Tax Rates to WriteUpp
As part of configuring the Xero Export, you'll also have to map your tax rates within WriteUpp to the corresponding rates within Xero. You can access your list of tax rates from within Settings -> Invoice -> Configure Xero Export under Mapping: !(https://storage.crisp.chat/users/helpdesk/website/e1b85e29f83b8000/367c92f1
How do I link an appointment type to the appropriate ISC Code for Healthcode submission?
In order to submit an invoice to Healthcode, the appointment type that you are invoicing for has to be associated with an ISC Code. To link an appointment type to the correct ISC Code: Create an Appointment Type - How do I add an Appointment Type?. This would ideally be called something that relates to the insurer that you are invoicing to e.g Bupa Initial or Bupa Follow Up Select the correct ISC code f
How do I export my invoices to Xero?
There are two ways in which you can export invoices to Xero Bulk Export, covered in detail here Individual Export, covered in detail here When you export an inv
Can I check the status of my Xero export?
Once you've exported invoices to Xero, you can check the status by going to Finance -> Xero to access the Xero Export Log. The status column will show as Pending while the export is being processed: And will ch
How are refunds handled in Stripe?
To refund a charge via your Stripe Dashboard: Find the charge to be refunded in the payments overview page. Click the … icon to the right of the charge and select Refund payment from the menu that appears. By default you will issue a full refund. For a partial refund, enter a different amount to be refunded. Select a reason for the refund. If you select Other, you must provide an explanatory note that is attached to the refund. Click Refund. Alternatively
What is the Xero Export Log?
The Xero Export Log contains a log of all invoices exported to Xero and should allow you to track who exported an invoice and when, providing a level of reconciliation between WriteUpp and Xero. You'll be able to see: When an invoice was exported Who it was exported by The invoice number The Patient's name The status of
Changes to VitalityHealth Legacy submissions to Healthcode
From January 2020, Healthcode will no longer accept invoices for VitalityHealth Legacy, which use an insurer ID of PRU. Any invoices submitted using the PRU identifier code will be failed and should be resubmitted using the insurer VitalityHealth and the identifier code SLH. If you have a third party set up for VitalityHealth Legacy using the identifier code PRU, you should edit this to contain the correct details. To do this: 1. Go to Main Menu -> **Setti
Why is my Xero connection slow?
As a security measure, Xero will only you to log in for 30 minutes at a time, which in turn limits your connection with WriteUpp to 30 minutes at a time. If you are configuring any of the Xero setup or trying to export an invoice and you experience a slight pause, or if you briefly see a spinner on screen, WriteUpp is reconnecting to Xero
How do I disconnect my Stripe account from WriteUpp?
If you'd like to disconnect your Stripe account simply follow the steps below: Open the Main Menu and choose Integrations & Add Ons Click on Configure underneath Stripe. Click on the red Disconnect Stripe button at the bottom of the page Your account will now be disconnected, you can reconnect at any point Please note: If you disconnect your Str
This article addresses some issues you might come across when setting up Physitrack An error occurred: 404 - Not Found OR This site can't be reached These errors might be seen after clicking on Open in Physitrack from the active patient dropdown If you see errors when opening in Physitrack, please check the URL entered when enabling the integration. It shouldn't include anything which appears after ".com/" but must inclu
How do I disconnect my Xero account from WriteUpp?
If for any reason you want to disconnect your Xero account from WriteUpp, open the Main Menu and choose Integrations & Add Ons then click on Configure underneath Xero Accounts. Click on Disconnect Xero: You'll then see a green banner to confirm that
How do I see if my Appointment Type is linked to an ISC code for Healthcode submission?
For invoices to be sent to Healthcode, the appointment that you are invoicing for must be linked to an ISC Code. To check if your appointment type is linked to an ISC code: Go to Settings -> Scheduling Select Edit at the end of the appointment type: If the appointment type has been linked to an ISC code you will see this here: !
Video Guide to the Xero Export
This video talks you through the configuration of the Xero Export: And this one looks at the process of exporting your invoices from WriteUpp to Xero:
Changes to SimplyHealth submissions to Healthcode
Following the acquisition of SimplyHealth by AXA PPP, Healthcode are making a change to the way in which SimplyHealth invoices are submitted. Historically, invoices have been submitted for both SimplyHealth and AXA PPP separately to Healthcode using the Identifier Codes below: AXA - PPP SimplyHealth - BCW From 1st April 2019, Healthcode will no longer accept invoices which use an Insurer ID of BCW. Invo
What data is transferred when data is exported from WriteUpp to Xero?
The following diagram shows the flow of data between WriteUpp and Xero: In WriteUpp, when a patient, 3rd Party (like an insurer) or Next of Kin is specified as the person paying an invoice their details are exported from WriteUpp to Xero where they are created as a Contact. You can read more here -> Can WriteUpp create new contacts in Xero?(https://writeupp.crisp.help/en/article
Healix invoice submissions to Healthcode
Some insurers, like Healix, require additional information on the treatment location to be provided when submitting an invoice. When setting up a third party for Healix (or any other insurer who requests location information), you'll need to tick the This insurer requires information about location box which appears under the Identifier field: When you submit an invoice
How to link a third party to a client for Healthcode submission
In order for a client's appointment to be invoiced to an insurer via Healthcode, their client record has to be linked to a Third Party, for example Bupa or AXA. To do this: Create a Third Party with the contact information for the particular insurer you are wishing to send the invoice to -> How do I add Third Parties? Go to the Patient Summary for your client Click Select Third Party under **Patien
Xero Integration FAQs
The Xero Export allows you to seamlessly export invoices to Xero directly from within WriteUpp. It removes the need to export data, manipulate it and then manually import it into Xero, reducing what was a three step process to a super simple one step export. Here are some of the more frequently asked Xero integration questions: Guide to the Xero Export How do I connect my WriteUpp account to Xero?(https://writ