Linking Notes to Appointments

• Linking notes to appointments

  When creating or editing notes in WriteUpp, you have the ability to add a link to an appointment that you've got booked into your diary for the client. This can help you see at a glance which notes relate to which appointments when reviewing the clients notes summary. To do this, you have the option to add a Linked to appointment in this field here: Clicking on the icon withiFew readers

• Linking notes to a different date

  When creating notes, you might find it useful to indicate that notes created on a particular date actually link to a different date. For example, perhaps you'd like to create a note that relates to a conversation that you had with a client on a day that you didn't see them, or add historic notes to WriteUpp that don't necessarily relate to an appointment that's been booked into the diary. To do this, when creating or editing notes, you have the option to add a Linked to date of your choosiFew readers

• Viewing notes linked to an appointment

  Once notes have been linked to appointments, you'll be view them from the appointment details screen you see when opening an existing appointment in your diary. Clicking on the link icon to the top right of the appointment details: Will open a screen detailing whether anything is currently linked to that appointment. If no linked notes have been created, you'll see this on screeFew readers

• Creating a note from an appointment

  Because you can link notes to appointments in WriteUpp, we've provided a shortcut to creating a note when viewing an appointment in your diary. When viewing appointment details from your diary, click on the link icon at the top right: This will open a screen detailing whether anything is currently linked to that appointment, with a Create Note option at the bottom: (https://Few readers

• Can I back-date my notes?

  For compliance reasons we record the exact date/time when you make the note and not when the session took place. Whilst we understand that this might be a little frustrating, we do it this way so that it's not possible to retrospectively enter a note a long-time after a session, say in the event of litigation. However, WriteUpp does have a feature which allows you to link a note to an appointment. This makes it easy to see from first glance what appointment a note relates to.Few readers

Creating Notes

• How do you write Notes?

  To write notes for a Patient or Client: Ensure that the patient is the Active Patient so that their name appears in the top right-hand corner. Click on Create -Note: Here you can enter some notes for the patient or you have the option to use a template (Read more aboutFew readers

• Can I give my notes a title?

  Yes, when creating notes for a patient you can use the label field to add a title: This will then be visible in your list of notes within the patient summary: This field allows you to add a different title for each note, alongside the keyword used to categorise the note.  It should help you identifyFew readers

• Guide to Creating a Note [Video]

  Here's a video showing how to create a note:Few readers

Editing Notes

• How do I edit notes that have become read-only?

  Once a note has been manually or automatically locked, it becomes read-only and cannot be edited in this state. However, site administrators are able to unlock notes, so they can be edited again. This can be done using the key icon at the bottom of a locked note. Pressing this will unlock the note and return it to an editable state. IFew readers

• How do I add text to or modify existing notes?

  Any notes which are in a Draft status can be edited or added to at any time. In order to modify an existing note: Click on the Notes tab of the patient summary Choose the draft note you'd like to add to or edit The note will then open, allowing you to make the necessary changes  Click either Save And Continue or Save And Exit to save your changesFew readers

Managing Notes

• How do I set up Notes Templates?

  If you write up your notes in a standard format (e.g. SOAP) you can create a note template so that you don’t have to keep re-typing the same information. It's a really great way to save yourself time! To set up note templates: Click on Create -Note Click Manage Templates: Click on Add New Template: (https://storage.crisp.chat/users/helpdesk/website/259Some readers

• How do I manage locking for notes?

  From v2.13.5 (web) you have the ability to choose how notes are locked in WriteUpp. Historically, notes were automatically locked after 24 hours and displayed with the status of "Read Only". This was a compliance precaution to ensure that there was no possibility (or inference if it went to court) that notes could be retrospectively modified. You now have the ability to choose between: Automatically locking your notes after 24 hours No automatic locking and maintaining editability (wiSome readers

• How do I add my signature to my patient notes?

  Option 1: Write your patient note in WriteUpp Press 'Insert annotation' from the formatting tools in the tool bar Select one of the blank images Use the 'pen' tool to write your signature on the blank image Press OK This will insert an electronic signature intoFew readers

Note's Editor

• How do I add IPA Phonetic Symbols to my Notes?

  WriteUpp includes a number of phonetic symbols which can be inserted when composing notes for clients. To add these to a note: From the formating toolbar, click on the Insert Phonetic Symbol icon: The phonetic symbols available will then be displayed for you: (https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/image-2020-09-04-at-44630-pmz7cjok.Few readers

• What keyboard shortcuts can I use in the Notes editor?

  Copy To copy highlighted text: On Windows - Press "Ctrl" + "C"  On Mac - Press "Cmd" + "C" Paste To paste copied text: On Windows - Press "Ctrl" + "V" On Mac - Press "Cmd" + "V" Cut To cut highlighted text: On Windows - Press "Ctrl" + "X" On Mac - Press "Cmd" + "X"  Undo On Windows - Press "Ctrl" + "Z" On Mac - Press "Cmd" + "Z" Redo On Windows - Press "Ctrl" + "Y" On Mac - Press "Cmd" + "Y" Single Carriage Return On Windows - Press "Shift" + "RFew readers

• Why are my notes double-spaced?

  Throughout WriteUpp we use an HTML editor. You will most likely come across it in the following places: Notes Documents Messages In common with most HTML editors pressing RETURN gives you a double line space in your document. If you would like a single line space please hold down the SHIFT key at the same time as pressing RETURN.Few readers

• Does WriteUpp support shorthand symbols?

  Unfortunately not. HCPC guidance set out in its Standards of conduct, performance and ethics states: Keep accurate records 10.1 You must keep full, clear, and accurate records for everyone you care for, treat, or provide other services to. 10.2 You must complete all records promptly and as soon as possible after providing care, treatment or other services. Following consultation with clinical directoFew readers

Sending Notes

• How do I print / email all of my case notes for a client/patient?

  All you need to do is go to the Notes tab of the Client Summary (for the client whose notes you want to print/email) and click on the List view option: Then scroll down to the bottom of the page and click on the print icon: You'll then be able to choose whether to print this page or allSome readers

• How do I send a note via Direct Message?

  Go to the Notes tab of the patient summary and open the note you would like to send. Click on the Direct Message icon at the bottom of the screen: Select a recipient:Some readers

• How do I set up an email template for notes?

  If you regularly send copies of notes out via email, you can quickly and easily set up email templates to save yourself time. To do this: Open an existing note by going to the Notes tab of the Patient Summary and clicking on it Select the email icon at the bottom right of the page: Then click Manage Email Templates For Notes alongside the Select TemplatesFew readers

• How do I email a Note?

  You can email new and existing notes directly to recipients from within WriteUpp. To do this, select the email icon at the bottom right of the screen whilst inside a note: This will open a page that will allow you to specify the recipients (To, Cc and Bcc). The note will already be added as an attachment: (https://storage.crisp.chat/users/helpdesk/website/7fccb97245193800/c5Few readers

Note History

• How do I see the version history of a note?

  Once a note has been saved, you'll be able to see the history of changes made.   Under the Notes tab of the Patient Summary, click on the note Created date to open it. At the bottom of the screen click on View History: You'll then see a modal detailing the history of the note which also contains a preview of the content: (https://storage.crisp.chat/users/Few readers

• How do I revert back to an earlier version of a note?

  You are able to revert to an earlier version of one of your notes, should you need to, via the View History icon displayed at the bottom of the screen. To revert to a previous version of a note: Click on the View History icon: The History table will open displaying all the saved versions of the note along with a preview of the contents of each one: (https://storage.crisp.chat/users/hFew readers

• How can I preview Historic Notes when writing a new one?

  When writing a Note for a client, you can quickly view all of the previously written Notes by following these steps: Make sure you have the correct Active Patient, then click on Create -Note  Click on the Existing Notes tab: Click on a Note in the Existing Notes column, and the contents will appear in the Notes Preview window You can then toggle back and forth between the New NFew readers

Annotations in Notes

• Adding an annotation to a note

  When creating notes in WriteUpp, you have the option to add an image to your note that you can add markings and text to, perhaps to illustrate where a client is experiencing symptoms. To add an annotatable image to a note: When creating or editing a note, select the Insert annotation option from the toolbar: Choose an image from the included library, or upload your own image:Few readers

• How to annotate images in notes and assessments

  When creating both notes and assessments in WriteUpp, you have the option to add an image which can be annotated. In this article, we'll have a look at how you can use the annotation tools available and what each option looks like. The toolbar used in both notes and assessments is the same, allowing you to add the same types on markings or text to each one. You can read more about how to add an annotation to a note here (https://help.writeupp.com/en/article/adding-an-annotation-to-a-note-1Few readers

Note Keywords

• How do I add a note keyword?

  Note keywords are used to add categories and/or structure to your notes. The keyword appears in the "Type" column of the Notes tab in the Patient Summary. You can create as many keywords as you want but you can only associate one keyword with each note. To add extra keywords just click on the menu (top left) and go to Fields under Settings & Tools. Then select Note Keywords and click on +Add: (https://storage.crisp.chat/users/helpdesk/website/fa27d3abbdba7800/a2ed6ef7-3a39-4dceSome readers

• Can I choose a default notes keyword?

  Yes you can. By ordering your keywords you can choose which one will appear at the top of the list, meaning it will automatically populate in the dropdown first. To  choose a default keyword from your existing options: Go to Main Menu -Fields: Choose Note Keywords: (https://storage.crisp.chat/users/helpdesk/website/ff754e7c45d42000/a43f3896-2cad-4637-bfb3-18dcFew readers

• How do I customise Note keywords?

  Note keywords are used to help your categorise your notes in WriteUpp. For example, many organisations want to distinguish between notes that have been written by clinical staff and the admin team. Typical keywords might be: Admin Clinical Student You can create as many note keywords as you want but you can only associate one keyword with each note. To add, deactivate or edit note keywords click on the menu top left and go to Fields within the Settings and Tools section:Few readers

Handling Paper Notes

• How do I upload my paper notes into WriteUpp?

  If you would like to upload a digital copy of your paper notes to a patient file, we recommend the use of the app Cam Scanner.  To scan your paper notes and convert them into PDFs, simply follow the steps below:  Download the Cam Scanner app on either the Google Play Store or the App Store Launch Cam Scanner and using the camerPopular

• How do your clients deal with historic paper-based notes?

  There are a couple of answers to this question and they really depend on how much time, money and patience you have. Option 1 Scan each record Attach the scan file to the patient record in WriteUpp This option is optimal but in many cases it is cost prohibitive given the volume of paper notes that accumulate in large or long established practices and/or NHS Trusts, hence many choose Option 2. Option 2 Create a note keyword called "Case Summary" Write an opening notFew readers

Notes FAQs

• I've written notes against the wrong client - how do I resolve?

  No problem. If you have already saved the note, do the following (where Patient 1 is the incorrect patient and Patient 2 is the correct patient): Go to the Patient Summary for Patient 1, click on the Notes tab and find the note that you wrote wrongly against this client. Copy the text (so that you can paste it into a new Note for Patient 2) Scroll down to the bottom of the page and click on the dustbin (bottom right) to delete the note from the wrong patient's profile. Go tFew readers

• Why are my notes, assessments and documents locked after 24 hours?

  If you are finding that your notes, assessments and documents are locked 24 hours after being created, you probably have the auto-lock setting switched on under Settings -General: If this switch is blue and to the right as shown, WriteUpp will automatically lock all notes, assessments and documents 24 hours after they are created. If you'd like more control over the locking of nFew readers

• How do I countersign my Notes in WriteUpp?

  Counter-signing notes in WriteUpp is automated and fully compliant with HCPC best practice. Notes are electronically and automatically: Time and date stamped Stamped with your Name You can see this in action if you go into the Patient Summary and click on the Notes tab. You will see a list of all the notes you created, the date they were created and who wrote each one. You'll also see the status of the note, draft or read only (locked). Draft notes can be edited at any time, withFew readers

• Is there an auto-recover feature when I'm writing Notes?

  Yes. When creating notes, if your internet connection is slow or drops, the 'Save' function can fail and your notes may be lost. This is largely out of our control but we realise it's very frustrating, particularly if you've been writing a long note, and so we've implemented an auto-recover feature.Few readers

• Are my notes and assessments time/date stamped?

  Yes. All notes & assessments in WriteUpp are time and date stamped. This means you will always have a record of: who made the note or assessment when the note or assessment was saved what keyword was associated with the note or assessment When a Note or Assessment is created it is in a "Draft" state and the time/date stamp of when it was created will appear at the top of the note/assessment as below: (https://storage.crisp.chat/users/helpdesk/website/3bdaa0c7caaa6800/note-last-Few readers