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WriteUpp

WriteUpp is a software package aimed at small to medium sized practices. The company has been developing software for therapists in the NHS since 2005 and has now produced this simple and easy-to-use practice management programme for therapists from a wide range of professions. It is a hosted package so you can access it anywhere, anytime, for a very cost-effective price. WriteUpp is the only European provider that has a native Android and IOS mobile app, which makes it even more versatile and efficient (more info about the app here).

First impressions of WriteUpp is that the design is very simple and beautifully minimalist, with only a handful of buttons which run across the top of the screen. It is extremely intuitive to use: the Diary button takes you straight to the appointment diary, the Business Views button gives you the option of accessing a range of flexible reports, the Create button gives you access to various patient administration tasks, and another button gives you access to your settings and account details.

You can learn how to use WriteUpp by watching its very short video tutorials or you can search the Knowledge Base if you need more detail about how to do anything. For the average computer user, you probably won’t need to access these very often as the software is fairly self-explanatory and you’ll soon feel confident navigating around it. When you first log in, there is a quick introductory walk-through to the different parts of your screen and helping you to configure the package to your needs.

Getting started

The first thing you’ll want to do is enter some patient details. To do this, you click on ‘Create’ then ‘Patient’. This brings up a screen where you can put in their basic details, including GP details, hospital number and NHS number. You can include the patient’s email address and there are two tick boxes to show if they have consented to email and SMS confirmations and reminders. You can also add ethnicity, language, next of kin and referral source (which you can customise).

If a patient is funded by a third party, you add those details in the Settings area so when you enter a patient, you can select the third party as their funding source. This gives the option to enter the patient’s policy number, authorisation code and number of funded sessions – all these details are then automatically generated on the accompanying invoice. This is an essential function for many practitioners.

Appointments

To make an appointment for a patient, you firstly need to make sure you’re working with that patient’s record (a little orange box in the top corner tells you who your active patient is, and if you click on that will take you straight into their record, a nifty feature). In the diary, click on the time you want to book and it brings up an Appointment Details box, in which you can enter the appointment type (customisable), start and finish times, and its status (e.g. complete, DNA, cancelled). There’s also a small box in case you need to add any freehand notes. One particularly helpful feature of the appointment booking is the ability to set appointments to recur – for example, on a weekly basis – saving you time manually inputting a block of recurring appointments for a patient.

WriteUpp also offers an online booking system so patients can make their own appointments. This could save you precious administrative time and patients can book when it is convenient to them, receiving confirmation by text message or email. You can put a link on your website and it directly integrates with WriteUpp (this is available as a chargeable Add-On option).

Administration

Once you’ve created a patient, you can do all their admin work from within their record. There are tabs across the screen for Notes, Assessments, Appointments, Tasks, Files, Messages, Episodes and Account. The first tab on the screen is called Patient, which gives you a quick overview of the patient’s details and recent activity, such as appointments, invoices or clinical notes.

Notes enables to you to create either an Admin or Clinical note in freehand using the programme’s inbuilt word processor. This is surprisingly sophisticated, allowing you to add in web links, numbered lists, images, tables, change your font type and colour, insert patient variables (e.g. date of birth) and insert images which you can annotate (again using the programme’s own tools). Many of these extra features will be redundant for most therapists, who only do basic note writing but would be essential for specific professionals such as physiotherapists and speech therapists.

The same word processor is used for other correspondence, such as patient appointment letters. It helpfully inserts essential details for you, such as names, addresses and your standard text. You can change the document name to reflect the purpose of the letter to help you to find it easily if you need to. To conform with best practice, all clinical notes and assessments are time and date stamped, then after 24 hours, they become read-only.

You can also import documents and images into a patient’s record, such as a GP referral letter. There is plenty of capacity within this programme to enter and upload as many details to a patient record as you like.

WriteUpp has a great form-builder facility. This means that if you want to use a specific template for assessments or letters, then you can easily create one yourself. This can be anything from a simple text-box based form to one with tick boxes, yes/no options and multiple choice fields.

There are also a number of standard templates available if you don’t want to create your own custom forms.

Finances

Invoicing is very simple to do with WriteUpp and it takes just minutes to generate a basic invoice. Recording of payments is equally thorough – press the Paid button and you can then select if the payment was made by Card, Cash, CQ or SumUp (these are configurable). There is a comments box if you need to add any extra payment information.

The Finance section enables you to see all paid, unpaid and non-invoiced appointments and bad debts under various tabs so you can easily keep track of your finances. When you discharge a patient, a list of all attended, invoiced and non-invoiced appointments is generated so you can be assured that you don’t overlook any appointment fees in error. You can even use the Expenses function to input all your expenditure, which is particularly handy if you’re using the mobile app on-the-go as it means you won’t forget to include even the smallest of transactions.

Customisation

Finally, WriteUpp is highly customisable, allowing you to set diary times, appointment types and costs, add different types of third party provider, create your own fields, build practice-specific forms and more. As a practice management software programme, WriteUpp takes good care of the running of your day-to-day practice and will save you time and stress.

WriteUpp is an easy-to-use and streamlined practice management programme. Its minimalist interface and simplicity is deceptive as it has a range of sophisticated features that will meet the needs of most therapists. The IOS and Android mobile apps make it even more user-friendly and accessible. If you are looking for a practice management programme that you can personalise to your needs, is quick and simple to use, and available wherever you are, WriteUpp is well worth a trial.

Ratings:

Overall rating: 5/5

Ease of installation: N/A – hosted package

User-friendliness: 5/5

Help and support: 5/5

Value for money: 5/5

Free trial: 30 day free trial - get started here.

Cost: From £14.95 for one user (hosted version). Online Booking Add-On is £4.95 per month. You can cancel at any time with no cancellation fees. There is free online technical support between 9am and 5.30pm (Weekdays only). All prices exclude VAT.

Reviewed May 2016