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Keep all your patient records up to date and secure in WriteUpp
What is the Patient Visibility setting?
The Patient Visibility setting is a site wide setting that allows you to choose between one of two visibility models: Visible to all users (default) Visible to responsible user Site Administrators will always be able to see all patients regardless of visibility settings. This functionality is in
How do I open an episode for a patient?
In WriteUpp, the opening and closing of episodes is automatically taken care of for you. When you register a new patient, you will see their details appear in grey when they are the Active Patient, indicating there are no open episodes: When you go to create an [assessment](https://help.writeupp.com/en
How do you attach or upload a file to a client record?
To upload a file to a patient record: Click on the Create button and select Attachment Choose the file from your device Once the file has uploaded you will see options to: Enter a Description for the Attachment (optional) Select a Keyword i.e. "Letter" or "Scan". You can amend or add more keywords - find out more here Choose if you want it to be visible only to you Identify whether
How do I create my own custom fields in the client summary?
In WriteUpp you can add your own text fields to the Client Summary, which can each hold up to 250 characters: To add custom fields, open the main menu at the top left, then choose Fields within the Settings and Tools section. Within the Custom Fields tab, you'll see any custom fields you've already set up, as well as options to Add, Edit or Deactivate a field. You can also
How do I scan and attach a document?
You can scan documents and then attach them easily to a client record in WriteUpp. As WriteUpp is a cloud-based application we can't interact directly with devices on your computer, such as an external scanner, but nonetheless its still very straightforward: To physically scan the document we recommend using an app such as CamScanner on your phone or tablet. With this you can scan any referral letters/notes/documents and email yourself a PDF of the document. If you want to do
How do I add Third Parties?
Administrators have the option to create Third Parties, such as consultants, insurers and schools which can be added to the Patient Summary. To do this: Go to Settings -> Third Parties Click on the "Add Third Party Organisation" button at the bottom of the page Select the Third Party type from the "Type" drop-down list - you have the default option of Insurer, School, GP, Specialist/Consultant, Care Worker or Equipment Supplier If you'd like to add another Third Party type click
How do I merge duplicate Patients?
If you have duplicate records for the same Patient in WriteUpp, you can use the Patient Merge functionality to combine the two records. Unlike Patient Delete, this will simply transfer all Patient Demographics, Notes, Assessments, Appointments, Tasks, Invoices, Documents and Attachments onto another Patient so none are lost. To Merge Duplicate Patients: First ensure that your Active Patient is the patient that you want to merge Click on your menu in the top left and select Tools f
What are Tags?
Tags can be used to group clients together. For example you might tag all Paediatric patients or clients with Elbow injuries. You can add as many tags as you want to a client record and you can view all of the clients associated with a tag by going to Business Views -> Patients -> By Tag. To add a tag to a client record: Select an Active Patient Go to their Patient Summary and click on Edit Details: Scroll down the page until you reach the section called "Tags" In the Tags fie
How do I link a third-party to a patient record?
In WriteUpp you can link a third-party (i.e. any organisation or individual with an interest in your client's care) to the client record. Typical third-parties are: Insurers Schools GP's etc Linking a third-party to a client means that they can be: Referenced in documentation Invoiced for treatment To link a Third-Party to a client record you should first set up the third-party - read more. Having
How do I customise sources?
Sources are used as a way to identify where clients have come from (in a non-clinical sense). For example, you may wish to identify clients that have learnt about your practice as a result of a Google AdWords campaign or via a Referral program. You can specify the source on the Patient Summary, shown below: If you wish to specify additional sources click on the menu at the top le
What fields are customisable in WriteUpp?
In WriteUpp you have the ability to create your own text fields which will appear on the Patient tab of the Patient Summary. You can then add these Custom Fields to your Document Templates as variables. You can also customise a number of the drop-down fields that appear throughout the application. To add or customise fields in WriteUpp click on the menu top left and select Fields from the Settings and Tools menu: !(https://storage.crisp.chat/users/helpdesk/website/460ed3f4c4ddd000/07e77289-9
Can I search for a patient's address?
When entering a patient's address in the Patient Summary, you have the option to use the Address Lookup box to find the full address: This box uses a free Google service, and isn't guaranteed to find absolutely every address, but should help in most situations. It isn't a postcode lookup, so to use it, just start typing your patient's address into the box: !(https://storage.c
How can I switch between patients?
With Switch you can change your “Active Patient” as and when you’re doing something in WriteUpp. For example, you’re completing an assessment for Tom Palmer but then you get a phone call from Olivia Bell to book an appointment. With “Switch” you can save your assessment for Tom Palmer, click on the diary, choose a slot and then hit the “Switch” icon, highlighted below: !(https://storage.crisp.chat/users/helpdesk/website/b707faae8c740000/a269254b-cd18-42c7-823a-3241d3_1ikejgv.png
Guide to the Patient Summary
The Patient Summary displays everything that relates to your current Active Patient in a series of tabs: The Patient tab is divided into a number of "pods" which are used to group together similar information and are only visible when you have entered data into them. The pods are as follows: Key Information - First Name, Surname, DoB, Gender, Home Address, Other Address, Hospita
Guide to Third Parties [Video]
Here's a video guide showing how to create and add third parties:
Is there a 'title' field within the the patient summary?
With the release of WriteUpp v2.13.26 (Jan 2020) came the addition of a 'Title' field to the patient summary, allowing you to add a salutation of your choice of up to six characters. You can find this field at the top of the key patient information section of the patient summary in its editable state: If populated, the title will appear in the name field once saved: !(https
How do I search by phone number?
If you'd like to search for a client by a phone number, you can enter the number into the search bar at the top of WriteUpp. If the phone number matches that of one of your clients, their client summary will appear. For multiple matches, you'll see a list of records. When entering a mobile number into the search bar, remove the 0 at the beginning of the phone number and don't include any area code. For example, for the mobile number 07800123456, searching for "7800123456" should show you any
How do I record a client as deceased?
In the very unfortunate event that one of your client’s passes away you can record record their “Date of Death” in the Key Client Information section of the client record, show below: If you enter a date into this field you will also see a visual indication in the Key Client Information, see below: !(https://storage.crisp.chat/users/helpdesk/website/48cadc4dbd0cb400/b76b3d28-14d
What is an Active Patient/Client?
WriteUpp works on the basis that you are consistently working with an Active Patient, for whom all notes, assessments, appointments, letters, attachments, documents and invoices are created for. You can only have one at a time, and when you have an Active Patient, their information will appear in the top right-hand corner. The following colours indicate the status of the episode: Grey = No Episodes Orang
How to create custom fields [Video]
Here's a video guide detailing how to create custom fields for the Patient Summary in WriteUpp:
Can I deselect an Active Client?
As most clinical activities, like writing up a note or completing an assessment, are client-related WriteUpp has been built from the ground to be client-centric using something we call the Active Client model. If you want to "de-select" the active patient its likely that you want to do one of two things: Record an activity against another client - in which case you can use the Switch functionality in WriteUp
Switch & Dynamic Content
Here at WriteUpp our primary goals are to streamline day to day tasks in your clinic, whilst also ensuring that you are always compliant with best practice. We implemented "Switch" to make it easier to change client quickly and to provide you with a more flexible workflow. However, we also wanted to make sure that your records remain accurate and compliant. If you "switch" clients while midway though composing a note, document or email, and the added content contains variables, you will need t
How do I delete a Tag?
You might find that you need to delete old or mis-spelt tags to avoid having a large number of redundant tags within WriteUpp. To delete a tag: 1. Go to Menu -> Tools and choose Manage Tags: You'll then see a list of the current saved tags. To delete a tag, click on the trashcan icon in line with the tag you'd like to delete: !(https://storage.crisp.chat/users/helpdes
Can I configure WriteUpp so that clinicians only access their own patients?
Yes. If you would like your clinicians/users to only have access to their own patients your Site Administrator must do two things: Change the How do you manage your customers? setting in Settings -> General to "Visible to Responsible User": Then, within Edit Details on the Patient tab of the Patient Summary, enter the name of the clinician in the "Responsible" box: ![
Guide To Attaching A File [Video]
Here's a video showing how to attach a file:
How do you register a Patient?
To create a new Record for a Patient or Client: Click on Create -> Patient Enter the details of your Patient (bear in mind that some information is mandatory, such as First Name and Surname): Once you are done, click Save Changes Your patient is now the Active Patient, and you will be able to book Appointments, write Notes, complete Assessments, attach Files, create Letters and Invoices for the Patient Using the 'Switch' Icon to create a patient If you a create a new patient f
How do I customise third-party types?
In WriteUpp Third-Parties are any individual or organisation that is involved in the care or wellbeing of a client or patient. For example: BUPA St James' Primary School Dr Peter Stephenson Third-Party Types are, as the name suggests, groups of third-parties with similar characteristics. For example: Insurers Schools GP's If you wish to do so you can create your own Third-Party types. To add, delete or modify Third-Party types click on the menu top left and go to Fie
Does the patient summary show the age of my client?
Yes. All you need to do is enter the Date of Birth (DoB) of your client and we will automatically calculate the age. It will then be displayed as below in the Client/Patient tab of the Client/Patient Summary:
How do you search for/find an existing Patient?
To find an existing Patient in WriteUpp, simply enter their name, date of birth, postcode or email into the Search field at the top of the screen and press enter or click on the search button. You will then be presented with a list of patients who match these results. If one of these is your patient, click on them and they will become your Active Patient. Alternatively, if you start writing a note and realise you have the wrong active patient, you can click on the 'Switch' icon
What are my Recent Patients?
Your Recent Patients is a list of the last 30 patients you have interacted with. You can view this list by clicking on the left-hand side menu and then selecting Patients under Business Views: By default, you will be taken to the Recent Patients tab where you see the last 30 patients that you have worked with. The following information about each patient is displayed: Episode Stat
How do I record my client's gender?
To support a wide range of genders within WriteUpp, you have the ability to add a custom gender on the patient tab of the patient summary, alongside options for male and female: To record a gender other than Male or Female, choose Custom and enter the client's gender into the field which appears: !(https://storage.crisp.chat/users/helpdesk/website/c2c917c05b2b7000/996d2373-
Can I choose a default attachment 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: 2. Choose Attachment Keywords: !(https://storage.crisp.chat/users/helpdesk/website/a8846cacbcd43800/d222b452-370d-43
Guide to the Patient Tab [Video]
Here's a video guide to the Patient Tab in WriteUpp: