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Patient Management
Assign users to a patient, create waiting lists, and more!
Your Lists in WriteUpp
How do I create a list?
Lists are a simple way to organise your patients/clients into groups. First and foremost, we envisage this being used for Waiting or Cancellation lists (which is pre-set within WriteUpp), but you have complete control over what lists you set up and use so the possibilities are endless! To create a new list: Go to Settings -> More -> Lists: Click on **Create
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Guide to Managing your Lists [Video]
Here's a short video looking at the Lists functionality in WriteUpp; covering how to create a new list, how to add patients to an existing list and how you can manage the patients on your lists: Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!
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Guide to the Recall List
The Recall list will help you to identify clients that have not attended an appointment during a defined period of time. If a client has not attended during a certain period of time, they could be a missed income opportunity and could be re-contacted to see if they need further treatment or a follow-up. To access the Recall List, open the main menu and select Recall List. To customise the Recall List you have the option to specify two dates, along with various filters: ![](https://stor
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How can I check what patients are on a list?
You can access your lists and the patients they contain by going to Main Menu -> Lists: You'll see a list of all the lists you have created and also have the option to add a new one from this page: Clicking on a list will open it, allowing you to see which pa
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How can I check what lists a patient is on?
You can see details on what lists a patient is on in two places: On the Patient tab of the Patient Summary Via the Active Patient button
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How do I manage my lists?
To help you manage your lists, and the patients on them, you have the ability to undertake several actions directly from an entry on a list. To start, go to Main Menu -> Lists: Then choose which list you'd like to manage: The full list will then open and you
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How do I delete a list?
To delete a list: 1. Go to Settings -> More -> Lists: The lists page will open: Click on the 3 dots next to the list you'd like to delete and choose Delete: ![](https://storage.crisp.chat/users/helpdesk/website/9bcdb8ef7dcd880/d1059658-9428-4
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How do I edit a list?
To edit the title or description of a list: 1. Go to Settings -> More -> Lists: Your lists page will open: Click on the 3 dots next to the list you'd like to modify and choose Edit: ![](https://storage.crisp.chat/users/helpdesk/website/8e373f8
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How do I remove a patient from a list?
You can remove a patient from a list in two places: On the Patient tab of the Patient Summary From the list itself in Main Menu -> Lists On the Patient tab of the Patient Summary, click on Edit Details to open the record in the editable state: Scroll to the Lists section, where you'll see the lists you have defined, with ticked boxes indic
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How do I add a patient to a list?
Patients can be added to a list in two places: On the Patient tab of the Patient Summary Via the Active Patient button Patient Summary On the Patient tab of the Patient Summary, click on Edit Details to open the record in the editable state: Scroll to the Lists section, where you'll see the names of any lists you've defined in Settings -> **Mor
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Your Waiting List
How do I add a patient to the waiting list?
WriteUpp provides you with the ability to add patients to a pre-defined 'Waiting List', along with the ability to create and manage your own custom lists. You can edit the name and description of the pre-defined list, should you wish to, by going to Settings -> More -> Lists. Patients can be added to the Waiting List in two places: On the Patient tab of the Patient Summary Via the **Active Patie
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Can I keep a Waiting List in WriteUpp?
Yes, you can. If you'd like to keep a note of patients who are, for example waiting for an earlier appointment, WriteUpp contains a predefined Waiting List that you can start adding to straight away. You also have the ability to create custom lists so the ways in which you can use this functionality are endless! To learn more about adding patients to your Waiting List, click here. To learn about ho
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Guide to the Waiting List [Video]
Here's a short video looking at the Waiting List functionality in WriteUpp; including where to find it and how to use it: Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!
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How do I check my waiting list?
To check your waiting list: Go to Main Menu -> Lists: If you have more than one list, click on the Waiting List to open it: Or if you haven't created any custom lists, you'll be taken straight to your Waiting List: ![](https://storage.crisp.chat/users
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How do I manage a waiting list?
The caseload view can be used to manage a rudimentary waiting list based on the date that a client was added to WriteUpp. Click here to find out how you access the Caseload To use the Caseload to manage a waiting list we would recommend using the following workflow: Add clients to WriteUpp ready to be allocated to a member of the team for assessment/treatment Go to the Caseload and select "No Episode" You wi
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Managing a Client Record
How do I delete a Patient?
Site Administrators have the ability to delete Patients, which will remove all of their records from your system, including all Patient Demographics, Notes, Assessments, Appointments, Tasks, Invoices, Documents and Attachments. Please ensure that you think carefully before deleting Patients. To Delete a Patient: First ensure that your Active Patient is the patient that you want to delete from WriteUpp Click on the menu top-left and select Tools (NOTE: This option is available
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How do you discharge a patient?
To discharge a patient: Select the patient and click on Create -> Discharge: Review the Discharge Summary, ensuring to invoice all completed appointments If you've got the wrong patient as your Active Patient, you are able to 'Switch' the patient you are looking to discharge using the Switch icon:  a
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Can I rename an episode of care?
Yes you can. In WriteUpp, when an episode of care is opened, it will be numbered by default depended on how many episodes already exist of a patient. For example, if you previously treated a patient for one condition through to discharge, this would be Episode 1. If that patient then returned after being discharged for either the same or a different problem, undertaking any action like making an appoint
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Guide to Discharging a Patient [Video]
Here's a video showing how to discharge a patient: Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!
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How to delete a patient [Video]
Here's a video showing how to delete a patient in WriteUpp: Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!
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What is the "PII setting"?
The PII setting defines what information on a patient is displayed outside of WriteUpp, on things like exported notes and assessments, and on any external calendar feeds you have set up: Full Name (PII) will display the patient's name on any appointments synced to an external diary:
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Guide to Merging Patients [Video]
Here's a video showing how to merge two patients in WriteUpp: Please note that some on screen elements may have changed since this video was recorded but the process is largely the same!
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Your Caseload
What is the caseload view?
The caseload view is designed to provide you with a quick way to view your entire caseload organised by: All Episodes - A view of all client episodes Open Episodes - A view of open episodes with a filter by episode created date Closed Episodes - A view of closed episodes with a filter by discharge date New Episodes - A view of client episodes created in the past 24 hours with a filter by client created date No Episode - A view of clients who have been created but have had no action und
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How can I see a list of all my Active Clients (Open Episodes)?
A list of all Active patients can be found in the Caseload view which you can access from the menu top-left. Here you will find a drop down menu where you can filter by 'Open Episode' and see all of your clients that are currently active. Should you wish to do so
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Attaching Files to the Client Record
What file types can I attach to client records?
The following file types can be attached to client records: Video Files: .avi .mp4 .wmv Audio Files: .wav Image Files: .bmp .gif .jpg .jpeg .png .heic Word Documents: .doc .docx Document Files: .pdf .rtf Powerpoint Files: .ppt .pptx Text Files: .txt Spreadsheet Files: .xlsx .xls .csv Compressed File .ZIP Additional file types .ods .odp .odt The maximum file size that you
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Can I upload multiple files at once?
Unfortunately not. We allow you to upload one file at a time so that you have the opportunity to: add a description for each file that you attach to the client record add a keyword so that you can categorise the file We realise that this might prove slightly frustrating when you are back-filling records but once you switch to a normal day to day usage model we hope this approach ensures that your client-related files are structured and well organised.
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Managing Patient Appointments
Can I be notified when a patient has arrived for an appointment?
Yes, a patient arriving for an appointment is one of the events which you can choose to receive a notification about. To receive the notification you'll need to: Set up an Appointment Status called **Arrived **(You'll only need to do this if you signed up before 02/10/18) Choose how you'd like to be notified Go to Settings -> Scheduling, scroll to the Appointment Statuses section and select Create New Appointment Status: ![](https://storage.crisp.chat/users/
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Guide to "List View"
As well as day and week view you also have an agenda style List View. From here you can: Quickly change the status of appointments: Create a "Quick Invoice" -> Guide to "Quick Invoicing" Book an appointment -> [How do I book an appointment when I'm in "list" View?](https://help.writeupp.com
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Patient Assignment
How do I assign a user as responsible for a patient?
If you assign a user as responsible for a patient, what you see depends on two things. What Patient Visibility you have set in Settings -> General -> How do you manage your customers? Your user role The responsible user is always set in the Patient tab of the Patient Summary. Click on Edit Details to open in an ed
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Do I need to have each patient assigned to a user?
No. The default position in WriteUpp is that a patient and everything connected to them is visible to all users. If you are happy for all users to see all patients, you can use the Responsible box to simply associate the patient with the treating clinician. You don't even have to use it if you'd rather not, it's not a mandatory field and there is no requirement to make a user responsible for a patient. If you wanted to restrict visibility to specific users, you can use the [Patient Visi
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Can I change which user is responsible for a patient?
Yes. If all records are shared with all users, everyone will be able to change the responsible user using the dropdown box within the Patient tab of the Patient Summary. If you have restricted visibility of patient records to the responsible user, only Site Administrators will be able to change the responsible user.
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What happens to patients assigned to a deactivated user?
If a user is deactivated, they will remain "responsible" for any patients they were assigned to until the responsiblity is changed for each patient within each individual record. If a user has been deactivated, this will be highlighted within the responsible box on the Patient tab of the Patient Summary: If [Patient Visibility](https://writeupp.crisp.help/en/article/wha
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Can I limit who has access to a patient record?
Yes. By changing the Patient Visibility setting to Visible to Responsible User, you can then restrict access to a patient record to one user and the Site Administrator only. There will be no evidence of that patient anywhere within WriteUpp to any other user. Patients are assigned a Responsible user on the Patient tab of the Patient Summary page by using the Responsible dropdown at t
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Who can assign a user as responsible for a patient?
This depends on what you have set Patient Visibility to under Settings -> **General **-> How do you manage your customers?: If this is set to Visible to all users, all users regardless of user role will be able to assign a user as responsible for a patient. All users will see
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Who can change which user is responsible for a patient?
This depends on what Patient Visibility you have set. If all records are shared with all users, everyone will be able to change the responsible user using the dropdown box within the Patient tab of the Patient Summary. If you have restricted visibility of patient records to the responsible user, only Site Administrators will be able to change the responsible user.
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