What is Practice Management Software?
Practice management software is software designed to streamline various aspects of managing a therapy practice. It serves as a central hub where therapists can handle administrative tasks, client records, scheduling, billing, and more. This software is invaluable in enhancing the efficiency of your practice, reducing administrative overhead, and improving the overall client experience. It helps therapists to focus on what they do best – providing professional therapy services.
Why I Use Writeupp
Writeupp is a comprehensive practice management software designed specifically for healthcare professionals. It's a user-friendly platform that offers a wide range of features to simplify your practice management:
Client Management: Keep detailed client records, track progress, and securely store sensitive information. You can create note templates for different types of sessions (initial assessment, therapy sessions, EMDR sessions, CBT sessions etc).
Scheduling: Efficiently manage appointments, send automated reminders, and synchronise with your calendar. You can set appointments to be recurring in the diary which helps you to understand your capacity longer term and predict future revenue.
Invoicing: Create professional invoices, track payments, and manage your practice finances. You can also link this up with software such as Xero which allows you to integrate your accounting software with your practice management system seamlessly.
Collaboration: Share notes and collaborate with colleagues, ensuring seamless communication within your team.
Tasks: Assign tasks to yourself or others which integrate with the patient record. This is helpful if you have a virtual assistant and you wish to set a task for them to do without having to share patient information outside of the practice management system.
Patient Communication: Send email, SMS directly to your patients from Writeupp using their pre-stored contact details to minimise accidental error in sending data. The great thing about this feature is that it allows you to view if your client has opened your texts or emails.
Assessment Forms: Send forms to patients for completion directly from Writeupp and use SMS verification to ensure authorised access by the person who has the access code. You can use this to create a client registration form to collect their contact details, next of kin, GP details and to confirm the way they would like communication, whether they would like appointment reminders and what ever else you find helpful to know.
Video Conferencing: An optional extra which uses paid credits to host video conferencing directly from Writeupp.
Online Booking: An optional extra to take bookings online.
Business Reporting: Review reports on business productivity such as referral rates, attendance rates, revenue generation, and more.
Security: Writeupp prioritises data security, adhering to GDPR regulations, and utilising encrypted storage to safeguard client information.
Mobile Accessibility: Access Writeupp on the go with its mobile app, allowing you to manage your practice from anywhere.
Excellent Customer Support: Writeupp has a team of people accessible via online chat to answer queries. They are great at replying very quickly within working hours.
Continuous Development: Writeupp is responsive to feedback on what products and services would be helpful as part of their software. They regular release updates based on suggestions raised by the Writeupp community of practitioners.
GDPR and Data Protection
Writeupp takes data protection seriously and ensures full compliance with the General Data Protection Regulation (GDPR) by implementing robust security measures, encrypted storage, and strict privacy protocols to safeguard sensitive client information. Read more here.
Writeupp servers are located in Dublin which means they are compliant with GDPR in that those of us located in the UK are not making international transfers in order for you to use their services. Read more here.
Writeupp have a helpful blog on GDPR and what you need to be aware of here.
You can add a second log in for an administrator or virtual assistant for your account at no extra cost. This is helpful to ensure that actions related to your practice are logged against each person and evidence is provided as to which actions were undertaken by which Writeupp user.
Integrations
Writeupp integrates with the following third parties:
Google Workspace: Direct replies to your messages within Writeupp to your Gmail. Also, your Writeupp diary can be synchronised with your Gmail calendar.
Xero: Invoices can be exported automatically with Xero so that this can be reconciled directly with your bank feed in Xero.
Healthcode: Submit your invoices directly from within WriteUpp, meaning no need to re-key or submit claims manually.
Square: Take payments online and integrated with the patient invoice.
Other Considerations
Other areas to consider with starting a new private practice software are:
Whether it is a commonly used system that a virtual assistant is likely to be familiar with. This makes hiring a VA helpful in your business when they know how to use a system you use. Often they will use it in different ways with different businesses which gives you inspiration on new ways to use it.
What are their help team like and how responsive are they? Writeupp has such a helpful help team that are online during business hours. I don’t think I have ever found them to not know the answer and they tend to provide it me almost instantly. Very helpful!
Does the website have helpful user videos to guide you through set up? Writeupp has a great catalogue of video guides to help you understand how to set it up. You can then also ask the help team for ideas on how to use it if you want to do a certain task but are unsure how.
Joining Writeupp
You can start a 30 trial with Writeupp. As a new practice you can ask Writeupp to provide you with a discount until you reach a certain number of patients.
If you found this article helpful and are interested in joining Writeupp then please find my unique referral link to sign up. As a referrer I receive commission based on referrals made. However, I only recommend products that I use and endorse myself.
Writeupp have a lot of educational videos on setting up your practice but if you wish to have any specific top tips on how to customise Writeupp for your practice then please get in touch for a business consultation on a one-off basis or ongoing basis.
Writeupp Clinical Notes Template Bundle
I have created a bundle of notes templates that are ready to use in Writeupp to make your note taking process much simpler. Click the link below to see what they contain and how you can use them within your practice.
The Private Practice Suite Business Consultations
For support to optimise the way you run your private practice or to think through particular challenges you are facing in your business, or a particular business goal, please get in touch to see how The Private Practice Suite business consultations can help you.
We offer one off 1:1 business consultation sessions via video conferencing or you are welcome to book a package of consultations if you would like to work on a specific business area over a few sessions.
Please get in touch for a free 15 minute consultation.
*CONTENT DISCLAIMER
The information contained above is provided for information purposes only. The contents of this article are not intended to amount to financial advice and you should not rely on the contents of this article to make decisions for your business. Professional advice should be obtained to explore your personal circumstances before taking or refraining from taking any action as a result of the contents of this article. Dr Sarah Simmonds, Trading as The Private Practice Suite disclaims all liability and responsibility arising from any reliance placed on any of the contents of this article.
** AFFILIATE DISCLAIMER
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Please tell me how to install this software on Windows? Maybe there are some video guides on this topic? If it's not difficult for you, could you make a video like this? Moreover, this site provides a list of free screen recording programs. I think it will be very easy for you!