Author: Abby Peter

Customer Success

How to Import Your Clients On NovoPsych

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How to Import Your Clients On NovoPsych

The Import Clients function in NovoPsych is designed to save users time and streamline client management. By importing your client information in bulk, you can easily and quickly create new clients without having to enter the information manually. This also reduces the risk of errors, helps you maintain accurate client records and allows you to allocate more time to what matters most – client care.

Importing client lists can be helpful for schools, group programs or practices who are onboarding to the NovoPsych platform. 

To import your clients, follow these steps:

1 – Select the Account option from the top of your screen and select the ‘Import Clients’ function (at the bottom of the list on the left):

2 – Then, download the ‘Import Client Template’ as shown below. This will be the spreadsheet template you will be using to populate or copy your clients’ information into.

3 – The CSV template spreadsheet (shown below and opened in Google Sheets) contains columns for the first and last name of the client and date of birth which is necessary to fill in. Other columns are optional: Email of the client, gender, assigned to user email (relevant if you are assigning to another practitioner in a practice plan), Informant names and emails. You can leave optional columns blank.

Note: The date of birth column highlighted below must be populated in this format (dd/mm/yy) to be valid for client import.

 

4 – Once you have populated the CSV template sheet, you can now upload and import the file:

5 – When the file is successfully selected, you will be able to see the file name. You can then select the option to ‘Import Clients:



6 – This will then give you a preview of all your clients and confirm if they are validated for import (‘client data successfully validated’ will be shown under the client names as shown below). To proceed with importing all your validated clients, select the ‘Import Clients’ option below:

7 – You have now successfully imported your clients. On the Clients tab, you should be able to see the new clients in the list – any client information entered in the CSV columns (first and last name, date of birth, gender, email of client, assigned to user, informant names and emails) will be automatically inputted for the client. You can always check a few of the new clients to ensure that they are now listed correctly.

Note: To make changes or amendments to these clients, you can simply select the ‘Edit’ option on each clients’ profile to update the information (third screenshot below).

 





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Updating Cache

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Updating Cache

Sometimes you may not be able to access new features or errors occur when a browser has cached an old version of NovoPsych and not updated it. Below are guides for how to clear your cache for major browsers, which allows the browser to then download a fresh and up-to-date version of NovoPsych.

In addition to clearing cache, make sure you access NovoPsych via the following URL: https://app.novopsych.com/

Chrome
Login to NovoPsych and then press the following buttons simultaneously. 
Windows: Control + Shift + Delete
Mac: Command + Shift + Delete
For further details about how to clear cache Chrome, see here.

Edge
Login to NovoPsych and then press the following buttons simultaneously. 
Windows: Control + Shift + Delete
Mac: Command + Shift + Delete
For further details about how to clear cache in Edge, see here.

Safari
Login to NovoPsych and then press the following buttons simultaneously. 
Command + Option + E   and then refresh the site
For further details about how to clear cache in Safari, see here.

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I can’t add new clients?

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I can’t add new clients?

There are three main reasons why you may not be able to add new clients.

  1. It could be due to the account exceeding the limits of clients available on the plan. See here for details of plan tiers. 
  2. Some users have experienced problems adding clients for technical reasons, where the method to fix this issue is clearing your browser’s cache and logging back in. Here is a guide on how to clear cache. 
  3. In order to create a client, you need to ensure you use a first name and last name, which are mandatory fields. Please make sure you click “add client” in the bottom right when you have entered the client’s details. If the “add client” is greyed out, please follow the Clear Cache guide in (2).

For a full guide on how to add clients, click this link.

How to apply a promotional coupon

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How to apply a promotional coupon

You may have received a promocode to receive a discount or free period for NovoPsych. These coupons typically are a code such as 20%OFFCOUPON (this is a sample code only). To apply a code, please create or login to your NovoPsych account, then: 

1. Go to Account
2. Select Plan
3. Select Change Plan


4. Click on the White Box below


5. Select Edit Subscription


6. Click on Apply Coupon


7. Enter your coupon code below
8. Click on the green button
9. Click Done

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How to share client access with another practitioner

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How to share client access with another practitioner

Sometimes multiple users (clinicians)  might want access to the same client file. While Account Managers and Supervisors will have access to all client files, users with “Practitioner” level access will only be able to see clients that are assigned to them. To assign a patient to another user, an Account Manager and Supervisor can follow the below steps.

1. Go to Clients
2. Select your client
3. Select Edit Client


4. Select the dropdown box under ‘Assign client to’

5. Select or remove the ticks for the relevant practitioner. Note: you are able to assign a client to more than one practitioner.
6. Select OK

7. Click Save

Once the client is assigned to a user, that user will have access to existing assessment results and be able to administer new assessments to that client. 

Unassigned Clients

When a particular practitioner or a supervisor adds a client that client is automatically assigned to them. In addition, supervisor can choose to assign that client to other user.

When an Account Manager adds a client the client is not assigned to any user. Clients of the Account Manager who are not assigned to any user, provided that the client is active, are viewable by any user (even practitioners).  All users having access to unassigned clients is helpful in the case where, for example, an assessment link or QR code is setup by an Account Manager and the respondent enters their own details. Practitioners may require immediate access to that client’s results, so allowing all users access to unassigned clients accommodates this. 

An Account Manager or Supervisor can decide to restrict access to an unassigned client by either assigning the client to any user (so only that practitioner will have access), or marking that client as inactive. Only active clients who are not assigned are accessible by all users. 

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What time does scheduled assessments get sent out?

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What time does scheduled assessments get sent out?

To assist with routine outcome monitoring, assessments can be scheduled to be sent out on a weekly, monthly, etc basis. You can find more information on how to do this here.

The default time for scheduled assessments is 7am Australian Eastern Standard Time.

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Queue multiple assessment with test batteries

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Queue multiple assessment with test batteries

Sometimes clinicians have the same set of multiple questionnaires that they routinely administer. To streamline this process we created the Batteries feature so that you can save a list of assessments within your account.  For example, a user might choose to create an “Intake assessment” battery or a battery for “discharge” See the below steps for how to setup and save a battery, and how to administer to a client.

1. Go to Assessments
2. Select Batteries
3. Click on + Create Assessment Battery

4. Fill in ‘Battery Name’ and ‘Description’ and click on  Select Assessment


5. Select your assessments and click Save

6. Your New Battery will now show up on your list of batteries

Once the battery is saved you can administer it by navigating to  Assessment –> Batteries and then choosing from Administer (to administer in person via a computer or tablet), Email (to send an email or generate an assessment URL), or Schedule. 

If you are part of a practice and have multiple practitioners connected to your NovoPsych account, batteries can be shared within the practice. Any battery created by an Account Manager or Supervisor will be visible to all users. Batteries created by practitioners will only be visible to Account Managers and Supervisors, but not other practitioners within the practice. 

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Change or update payment details (Credit Card)

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Change or update payment details (Credit Card)

If you have a paid subscription and want to change the way your invoices are paid, you can update your credit card details with the below steps. Self-service payments are only available via credit cards. If you would like to pay via bank deposit or a different method, please contact us. 

1. Login to your NovoPsych account
2. Go to Account up top right

3. Select Account Details on the left

4. Scroll down to Manage Account

5. Click on Payment Methods

6. Click on Edit Payment Method
7. Enter you new credit card details
8. Click Update and Done

The next payment will occur during the next billing cycle, which is monthly or annually depending on the subscription you are on. To view your previous invoices see here.

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How to create customised email templates

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How to create customised email templates

Sometimes when you’re sending a client an assessment via email, you’ll want to modify the standard email text to better reflect how your practice works. Within NovoPsych you can save up to 5 email templates, using the below steps:

1. Go to Account
2. Select Account Details
3. Scroll down to find Email Templates
4. Click on Create Template

5. Fill in your Template Title, Email Subject and Message.

Note: The symbol, # is available for name and word shortcuts. These shortcuts will be automatically populated when sending an email. 

6. Click Save

To use the template go to the home screen, click Email Assessment, Select Client, Select Assessment(s), then click Customise Email. You can then Insert Email Template from the drop-down to access previously saved templates.

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How long can I use NovoPsych for free?

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How long can I use NovoPsych for free?

NovoPsych currently only offers free subscriptions for practitioners in training (e.g., provisional psychologists). Alternatively, the pro plan annual offers the free trial for 15 days before the first charge.

You can find more information about the available plans here

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How to merge two NovoPsych accounts?

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How to merge two NovoPsych accounts?

We’ve found that some users accidentally sign up to NovoPsych twice with two different email addresses and want to consolidate the two user accounts into one so that all the clients are in the one place. You’re in luck! You can do that with the following steps:

  1. Within the account that you would like to keep, go the the Account tab
  2. Go the Users, and press Add User
  3. At this point it may ask you to upgrade to a Practice Plan. You’ll need to temporarily do this via the Plan section, and pay for one month of a Practice Plan.
  4. Once you’ve upgraded the the Practice Plan, navigate back to the Users section and press Add User again. You can now invite the second account to join your practice. 
  5. Check your mail of the second account and accept the invitation to join the practice.
  6. At this point all the clients from the second account have been transferred into the practice, and are now owned by the primary user. You can then delete the second user via the User section. All the clients from the second user will remain within the primary account after the secondary user has been deleted.
  7. If you don’t need the Practice Plan you can then downgrade to a more appropriate plan via the Plan section. Done!

NOTE: You may be charged for one month of a Practice Plan during the merge process, but don’t worry, if you downgrade your plan the amount you’ve paid extra for the Practice Plan will be credited to your account and contribute to future invoices. Therefore, it won’t cost you anything if you do the above process all on the same day. 

 
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Delete an assessment result from a client record

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Delete an assessment result from a client record

Occasionally, you might make a mistake and administer an assessment to the wrong client and want to delete the record of that assessment from the system. You can delete the record of the assessment with the below steps:

1. Go to Clients
2. Select your Client
3. Under Past Results, find the completed assessment that you want to delete
4. Move your cursor to the right of the screen to find 4 icons, click on Edit Result

5. Click on Delete Assessment
6. Select Yes

Before you delete an assessment record it would be worth considering if a better option would be to assign the assessment record to a different client. 

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Can I assign or merge an assessment to a different client?

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Can I assign or merge an assessment to a different client?

Sometimes you might make a mistake and administer an assessment to the wrong client. If you do, don’t worry, you can reassign that instance of the assessment to the correct client.  This process is also how to merge two clients’ data. 

1. Go to Clients
2. Select your Client
3. Under Past Results, find the completed assessment that you want to re-assign to a different client
4. Move your cursor to the right of the screen to find 4 icons, click on Edit Result

5. Click on Assign to different Client
6. Select the client you want to assign the assessment to
7. Click Assign on the bottom right hand corner

If you’re wanting to merge two clients, follow the above process until one client has no assessments attached to it. You can then delete the empty client by pressing Edit Client –> Delete Client

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Change the date of an assessment result

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Change the date of an assessment result

NovoPsych will automatically assign the date of the assessment result based on the day the assessment was submitted. However there are some instances where changing the date might be helpful, including if you’re inputting data from a previously administered assessment. For example, a GP might complete a K10 on paper during the referral process, and you’d like to insert that instance of the K10 into NovoPsych to produce clear historical graphs.

To change the date of an assessment result, follow the below steps.

1. Go to Clients
2. Select your Client
3. Under Past Results, find the completed assessment that you want to change dates
4. Move your cursor to the right of the screen to find 4 icons, click on Edit Result

5. Click on Edit date of administration
6. Change to your preferred date
7. Click Save

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Device & Browser Compatibility (iPad, Android and Windows tablet)

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Device & Browser Compatibility (iPad, Android and Windows tablet)

You can access NovoPsych from your desktop, laptop, tablet or smart phone, and it’s compatible with everything with a web browser – Windows, Mac, iOS and Android. To access NovoPsych you’ll require an internet connection and we recommend keeping your internet browser updated for an optimal experience.

The majority of users access NovoPsych via their web browser (e.g. Chrome, Safari), but we also have a dedicated iPad app. For the best experience it is recommended that iPads be from 2017 or newer. iPad minis are not recommended given the small screen size.  NovoPsych works on Android (e.g. Samsung) and Windows tablets via the web browser. 

Browser Compatibility  

NovoPsych works on various browsers, including Chrome, Safari and Edge. Our development team uses Edge for testing and development purposes, so it is the web browser of choice. Edge can be downloaded onto Macs, Windows, Android or iOS devices, and if you encounter any bugs we’d recommend switching to Edge.

Screen Size and Smart Phone Compatibility

For clinicians, a screen size of at least 9 inches (23cm) is recommended. For reference, a standard iPad has a 10 inch screen. A screen with sufficient size helps users navigate through various NovoPsych features and makes the experience more user friendly. It is possible for clinicians to use smaller devices such as smart phones but navigation and access to all features is more difficult. Clinician’s routine use of smartphones is therefore not recommended. 

Clients (patients) can respond to assessments using their smart phone (e.g. iPhone, Android) without difficulty, so if a client is sent an assessment on any device (smart phone, tablet, laptop) they will be able to submit a response easily. 

Keeping Your Device and Browser Up To Date

Every effort is made to make NovoPsych compatible with a broad spectrum of devices. We update the NovoPsych software multiple times each year so you may need to clear your browser’s cache to get access to the latest version. In addition, please keep your device and browser up to date so that it will work with with our latest updates. Sometimes on older devices you might run in the compatibility problems, so we don’t recommend using NovoPsych on tablets or phones released before 2017, or laptops released before 2016. 

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How to change my email address/username?

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How to change my email address/username?

You can change the email address associated with your NovoPsych account. Note that your username for logging in is your email address. 

  1. Go to Account
  2. Select Account Details
  3. Under Email change your email address
  4. Click on Update Details
  5. Once you’ve updated your email address we’d suggest you logout of your NovoPsych account and then log back in with your new email address. This will ensure that your current login instance matches your current credentials. 

It can also be useful to check that your payment details and billing address are up-to-date. Click here to learn how to update those details.

If you are looking for how to update your password, you can do this through the NovoPsych site as well. There is a guide here.

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How do I cancel my plan or end my subscription?

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How do I cancel my plan or end my subscription?

If you’re wanting to end your subscription or opt out during a free trial period, this guide will show you how to end your paid subscription.   Once you have cancelled your plan, you are still able to access existing client data on your account, but won’t be able to administer more assessments. 

To cancel your subscription:

1. Go to Account
2. Select Plan and Billing
3. Click on Change Plan

4. Click on the White Box

5. Click on Edit Subscription

6. Drop down the Green Box and change plan to Cancel Subscription


7. Click on Update Subscription and Done at the bottom of the screen once you’ve made your selection.

You will still be able to login to your NovoPsych account to view previously administered assessments, but you won’t be able to administer new assessments. If you change your mind, you are able to upgrade your plan in the future.

Can I get a refund or account credit?

If you are on a plan which is paid monthly we do not offer refunds. However credits, if available, will be applied to your account and will be valid for one year from cancellation.

For plans that are invoiced on an annual basis, if you request a refund we will refund 11 months of the annual subscription fee, or 90% of your remaining term, whichever is less. These funds will be returned to you via the existing payment method selected on the NovoPsych portal. If you choose to reactivate your subscription within a year of cancellation we will offer a discount, using the account credits available from your cancelled subscription (up to 10% discount if you requested a refund, or up to 100% discount if you did not request a refund). We trust you will find this policy fair and reasonable in light of the processing and administrative costs we incur charging and refunding credit cards. 

Please note you will still be able to login to your NovoPsych account to access previous assessments results after your account is cancelled, however will have limited use. 

Can I pause or suspend my subscription?

Yes, if you would like to pause your subscription, follow the same 7 steps above to cancel your subscription. We will apply credits to your account for the remaining term and when you’re ready to reactivate your subscription you can use existing credits available to contribute to your renewed subscription. While paused, you will still be able to login to your NovoPsych account to view previous assessment results, however you will need to reactivate your subscription to administer new assessments. 

If you have any feedback for us about why you ended your subscription or how we can improve our service, we’d love to hear about it.  You can contact us here with your feedback.

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How do I see my tax invoices?

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How do I see my tax invoices?

All previous invoices and receipts are available by logging into your NovoPsych account. From there you can view and download them, with the below steps:

1. Go to Account
2. Select Account Details
3. Scroll down to Payment Information, Invoices and Billing History, and click on Manage Account
4. Select Billing History

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How do I export a graph into a GP letter?

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How do I export a graph into a GP letter?

NovoPsych visually represents symptom changes over time so you can monitor changes from session to session. Sometimes it can be helpful to share these graphs with a GP or referring practitioner in the letters you write. Saving the images into your letter writing system is possible using the screenshot function on your computer to copy and then paste the image.

Below is how you can copy the graph into these letters:

Windows

To take a screenshot of a screen you need to capture, such as our graph, search for the snipping tool on Windows start page.

Once you have found the Snipping Tool, a small box will show with the option “New”, “Mode” and “Delay”. In this circumstance, you need the “New” button. 

Once clicked, the screen will freeze allowing you to capture what was shown on your screen at the time of pressing the “New” button. 

This allows you to then capture a cropped image of what you require. Similar to the example below. 

This image can then be copied and pasted into a document or letter. Alternatively, you can save this image for later, to use when required. 

Apple

You can find instructions on how to take a screenshot from your Mac here.

Below is an example  of how a letter might look. 

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How to add a client?

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How to add a client?

Below are the details for how to add a new client and informants such as parents or teachers. 

Free plans have a limit of how many clients you can add. To check your limit for how many clients you can add, please check your plan and our pricing page for information.

If you are looking to edit a client, please click here.

1. Go to “Clients”.

2. Click on “Add Client +”. 


3. Fill in your client’s details. Note, First Name and Last Name are the only mandatory fields, so you can leave the rest blank if you prefer.

4. (Optional) For Practice Plans, Account Managers and Supervisors can assign clients to their practitioners. To do this, click on “Assign client to” and select the designated practitioner. This feature is only applicable for Practice Plans, and allows a client to be shared across practitioners within a practice. 

5. Note: Account Managers and Supervisors can assign the client to more than one practitioner, click “OK” to confirm. 

6. Once done, click on “Add Client” on the bottom right of the tab.

Adding Informants, such as Parents or Teachers. 

The ability to add informants enhances the collaboration between clinicians, clients, and those involved in the client’s care. Informants, such as parents, guardians, or teachers, can provide valuable insights to an assessment, contributing to a more comprehensive understanding of the client from different perspectives. 

Here is a guide on how to add informants along with the client’s details:

1. On the “Client Details” tab, click on “Show More“. 

2. Enter the name and email address of the informant. The name and email address are mandatory fields for each informant. 

3. Once you are done, click “Add Client” at the bottom right corner to save the details. 

4. To email the assessment to the informant, follow the same steps as you would for emailing an assessment. Click the drop-down box labelled “client” and select the informant you wish to send the assessment to.

When an assessment is administered via an informant, results will not be compared via longitudinal graphs to previously administered assessments completed by the client themselves, or another informant. In this way, each informant’s results are kept seperate, while still being stored within the same client file. 

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How to export assessment data in CSV?

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How to export assessment data in CSV?

NovoPsych offers the ability to export assessment data in a CSV format for your clients. 

To receive CSV results via email as assessments get completed:

1. Go to Account
2. Go to Data & Privacy

3. In the Data & Privacy, you will be able to select the preferences of psychometrics. Below this is a date selection for CSV data export. 

4. Select the date range of the export you would like and click “Download”

5. A box will appear asking if you are sure you would like the CSV to be emailed to you. Click “Yes”.

6. An email will be sent to you with a link to download the file. Click “Download File”.

7. A zip file will download which you will be able to open

8. The folder will have a list of the different assessments responded to from within the date range elected.

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How do I delete a client?

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How do I delete a client?

Clients sometimes need to be deleted when they are no longer receiving assessments or coming to a practice. If you are looking to edit a client’s information, you can find this information here

1. To delete a client, go to Clients on the top of your homepage
2. Select your client
3. Click on Edit Client

4. Click on Delete Client

If you then want to add a client, you can find the guide for this here.

Some of our plans have limits on the number of clients you can assess.  Deleting clients does not reduce your overall client count for billing purposes. 

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How do I assign a client to a practitioner?

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How do I assign a client to a practitioner?

If you’re part of a practice account, each client is assigned to a different practitioner.  While Account Managers and Supervisors can see all clients within a practice, users with “Practitioner” level access can only see clients they add, or who are assigned to them.  You can share a client file with multiple Practitioners/users. Below is a guide on how a Supervisor or Account Manager can change access to a client’s file.

1. Click on Clients on the top of your homepage
2. Select your Client
3. Click on Edit Client

4. Click on Assign Client To

5. Select the practitioner(s) you want to assign the client to, and click ok

6. Click Save, on the bottom right hand corner

All practitioners who have been assigned a client can view previously administered assessments and administer new assessments. If you’ve done the above steps but still can’t see the assigned client, trying logging out and back in to your NovoPsych account. 

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What is the difference between an Account Manager, Supervisor and Practitioner?

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What is the difference between an Account Manager, Supervisor and Practitioner?

Under NovoPsych’s Practice Plan, there are three types of role access each user can have:

  1. Account Manager (central account)
    • Manage payments for NovoPsych
    • Add and remove users (practitioners and supervisors) from the practice
    • View all clients and assign to practitioners 
    • Administer and view assessments for all clients
    • Manage privacy settings
    • Export data for all users/clients in CSV
    • Generate assessment links and QR codes for the entire practice (new client’s assessment results are viewable by all users)
  2. Supervisors
    • Add and remove users (practitioners and supervisors) from the practice
    • View all clients and assign to practitioners 
    • Administer and view assessments for all clients
  3. Practitioners
    • View clients that have been assigned to them or who they have added
    • Administer and view assessments for clients they have added, or who have been assigned to them

To learn how to add users/ practitioners to a practice plan, click here.

To find out more information about the Practice Plan you can find this here

 

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How to add a user (practitioner) to a practice plan?

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How to add a user (practitioner) to a practice plan?

A Practice Plan allows organisations to connect multiple users to the one NovoPsych account so that they can share clients. Different users have different level of access:

  1. Account Manager (central account)
    • Manage payments for NovoPsych
    • Add and remove users (practitioners and supervisors) from the practice
    • View all clients and assign to practitioners 
    • Administer and view assessments for all clients
    • Manage privacy settings
    • Export data for all users/clients in CSV
  2. Supervisors
    • Add and remove users (practitioners and supervisors) from the practice
    • View all clients and assign to practitioners 
    • Administer and view assessments for all clients
  3. Practitioners
    • View clients that have been assigned to them or who they have added
    • Administer and view assessments for clients they have added, or who have been assigned to them

1. To add a user to a Practice Plan, go to Accounts on the top of the homepage, select Users and select Add Users.

2. At this point the system might ask you to upgrade plans. Only users on a Practice Plan can have multiple users connected. If you cannot see the “Users” section within the Account tab, it may be because your current user level is “Practitioner” . Only Account Managers and Supervisors can add or remove practitioners. 

3. To add a practitioner, enter their email address. You will need to decide if you want this person to be a Supervisor or Practitioner. An email will be generated and sent to the new addition. If they do not yet have a NovoPsych account they will be asked to create a new one. If they already have an account the system will ask them to grant permission to join the Practice (and share their existing clients).  Once the practitioner has received that email and accessed the invitation, you will be able to see them in your list of users. 

Removing a Practitioner

To remove a practitioner, press the rubbish bin icon next to user’s name. 

You’ll be asked if you’re sure you want to delete that user. Note that all client data will then be transferred to the Account Manager, so you won’t lose any records. The practitioner will no longer be part of the practice and will not have access to any client files.

Note that the Account Manager cannot be removed from an account, but you can contact us if you’d like us to do that.

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Can I add an assessment to NovoPsych?

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Can I add an assessment to NovoPsych?

You are welcome to email us a suggestion for adding an assessment. You can contact us here.

Assessments are uploaded and programmed into NovoPsych according to demand from our users as well as copyright permission.

There is an option of having some assessments fast-tracked if they are integral to your practice. Each assessment cost $500 (plus GST) with an approximate two weeks turnaround.

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How do I graph results over time?

Posted on by Abby Peter

How do I graph results over time?

One of the most popular features in NovoPsych is the graphing of score histories. This is particularly helpful when showing clients the progress they have made over the course of treatment as the visual representation tends to be easily interpreted.

Assessments designed to monitor psychological symptoms of clients will automatically graph results over time. If you administer the assessment to the same client more than once it will graph the results. To check if the particular assessment you’re using has graphing functionality you can quickly administer the assessment twice to a dummy client and review the results. 

Below is an example of how the DASS-21 is graphed over four test administrations.

If you need to save these trends as a PDF, there is a guide for this here. You can also export a CSV version of the results here.

Abby Peter
Abby Peter
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What is a Practice Plan?

Posted on by Abby Peter

What is a Practice Plan?

A Practice Plan connects multiple users with different levels of access (ie. Account Manager, Supervisor, Practitioner), under one umbrella account. Clients can be shared within the practice, where you can adjust the visibility of clients depending on user access levels.

  1. Account Manager (central account)
    • Manage payments for NovoPsych
    • Add and remove users (practitioners and supervisors) from the practice
    • View all clients, assign clients to practitioners and manage client groups
    • Administer and view assessments for all clients
    • Manage privacy settings
    • Export data for all users/clients in CSV
  2. Supervisors
    • Add and remove users (practitioners and supervisors) from the practice
    • View all clients,  assign clients to practitioners  and manage client groups
    • Administer and view assessments for all clients
  3. Practitioners
    • View clients that have been assigned to them or who they have added
    • Administer and view assessments for clients they have added, or who have been assigned to them

A Practice Plan includes 4 users, including the Account Manager. You can also find how to add a practitioner yourself by following this guide.

If you would like to have a look at the benefits and pricing for the Practice Plan, please refer to our pricing page here.

Abby Peter
Abby Peter
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How to create and share an assessment link (URL)?

Posted on by Abby Peter

How to create and share an assessment link (URL)?

You can send an assessment to clients so they can complete the questionnaire remotely on their own device (e.g. phone or laptop). You can either email the assessment from within NovoPsych or share an assessment link (URL) with a client, sending it to them via video conference chat, SMS or your own email address. To do this all you need to do is get NovoPsych to generate a unique link, copy it to your clipboard and paste it in whatever messaging service you want to use. 

Using an assessment link can be especially helpful to include on a practice’s welcome email, whereby the client can fill in the questionnaire before attending the clinic. Moreover,  you can ask the respondent to enter their own identifying information which will create a client record within NovoPsych.

If you are a Practice Manager, we would recommend that you add an assessment link to your introductory emails or reminder text messages. Use the below steps to to do this.

Step 1 – From the home screen within NovoPsych, press Generate  Link. 

Step 2.  If the client already has a record within NovoPsych, you can select an existing client. If they don’t have a record you can select Respondent to enter own details. 

Step 3. Select the assessment(s) required from the list, and then click Copy URL. This assessment link is now copied into your clipboard ready to paste by using the keyboard shortcut Command+V or right clicking and pressing paste.  The link will look something like this: 
https://app.novopsych.com/redirect/dae88-79a3-4bc3-a6ec-47ddafb529

 

Step 4 – This link can be used multiple times and will remain active indefinitely. Providing the link to the client can be done in a number of ways, such as:

  • Pasting the link into your booking confirmation email or reminder text message.
  • Sending it via telehealth or video conference software in that chat.
  • Sending it via a standard email.
  • Publishing it on your website.
  • Creating a QR code (see more info here). 

When the client receives the link they will be asked to enter their First Name, Last Name and Date of Birth before answering the questionnaire. Note, if you require other details such as gender or email address, you’ll need to enter them yourself later. Having gender is important for the correct scoring of some assessments, so you can rescore them if needed (see here for details)

 
 
Once the client has submitted the assessment you’ll instantly see the results in the Recent Activity section on the NovoPsych home screen.  

To learn how to assess clients using a QR code, see here. 

If you want to send an email to your client with an assessment, see here. 

Abby Peter
Abby Peter
Customer Success

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Emailing assessments to clients

Posted on by Abby Peter

Emailing assessments to clients

Assessments can be emailed instantly from your device (laptop, tablet, smartphone) to the client’s own device so they can complete the assessment at home or in your waiting room.

There are several ways to email an assessment on NovoPsych, either via the Assessments or Clients tab, or the Home tab. This page will show you how you to send it via the Home tab.

1. From the homepage view, click on Email Assessment.

2. A list of your client’s names will be displayed. We’d suggest you practice on the Dummy Client which is a dummy client that has already been setup. If you want to add a new client, click as displayed in (1). If you want to select a specific listed client, click as displayed in (2).

3. A list of assessments will be shown.  Choose your Assessment(s)

4. (Optional Step) If you’d like to edit the email text that the client will be sent, press Customise Email. You’ll then be able to write in a personal message to the client.

5. Select Send at bottom right-hand corner.

6. If the client does not have an email address associated, a message will appear asking you to enter their email address (see below). 

7. An email will be sent to the client instantly from NovoPsych. They can then click the link in the email to complete the assessment on any device. 

8. Once they’ve completed the assessment the results will automatically appear in your NovoPsych account and viewable via the Recent Activity section on the Home tab. 

By default results are not available to the client on their device once they’ve completed the assessment. However if you would like a copy of the results emailed to your client once they’ve completed the assessment there is an option for that. You can press Make these results available to the client while setting up an email. 

Another option is to send an assessment link via your own personal email address or messaging service.

How to Send an Assessment Link (URL)

You can send an assessment to clients so they can complete the questionnaire remotely on their own device (e.g. phone or laptop).  See here for a guide for a comprehensive guide sending assessment link, or see steps below. 

See the steps below:

1. Once you’ve logged into NovoPsych press Email Assessment from the home screen.

2. Select a Client
3. Choose the assessment(s) you would like to send
4. Press Copy URL. 

5. The link to the assessment will be in your computer clipboard and ready for you to paste into an email or messaging service (e.g. Skype, Zoom, an SMS provider or your own email). When your client clicks this link, they are taken directly to the assessment(s) you want them to complete.

6. Once the client has completed the assessment you will see the results under Recent Activity on the home screen on NovoPsych.  The results are not available to the client directly, but if they’ve completed it while in a video session with you it can be a good idea to share your screen to provide them with feedback.

Customisable ‘From’ name for assessment emails

Whenever you send an assessment to a client the ‘From’ will reflect your own practice name. Your practice name will default to your full name unless updated in settings.

This aims to provide a  personalised touch to your assessments, making them distinctly recognisable to your clients. Note, if you have multiple NovoPsych accounts within a practice, only the Account Manger can change these settings. 

Updating your practice name is straightforward:

  1. Log into your NovoPsych account.
  2. Navigate to your account settings.
  3. Update your practice name as desired.

Customisable ‘Reply-To’ Address

To further tailor your email communication you are able to specify a ‘reply-to’ email address for the assessment emails you send out from NovoPsych.

This feature is designed to give you greater control over your email interactions, either stopping clients from responding to emails, allowing them to respond to practitioners  directly, or specifying a practice address.

If “Reply to practitioner email address” is pressed, the client can reply to the user who sent the assessment request. 

By default, emails are sent from “[email protected]”, but you now have the flexibility to change the “reply to” address to your own email address.

Within your account settings, you can set the reply-to address to either the practitioner’s email or any other specified email address you prefer. Within practices, specifying a central administrative email address can be helpful so all responses go to the admin staff rather than practitioner’s individual  email addresses being shared with clients. 

 
Abby Peter
Abby Peter
Customer Success

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How to upgrade plans or stop your subscription.

Posted on by Abby Peter

How to upgrade plans or stop your subscription.

NovoPsych offers different plans depending on usage, practice size and so on. To view information about pricing visit here. If you want to upgrade your plan, downgrade your plan or stop your subscription, follow the below steps. 

1. Login to NovoPsych and go to the Account tab
2. Select Plan
3. Select Change Plan

3. Click on the red circle below

4. Click on Edit Subscription


5. Click on the red circle to open the drop-down box and select your preferred plan. For details about the best plan for you, see here. If you want to stop your plan, select the “Cancel Subscription” option, which will still allow you to login, but you won’t be able to administer new assessments and future invoices will cease. 

6. Click on Update Subscription

7. Click on Done at the bottom once completed

Abby Peter
Abby Peter
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Sometimes when I’m using the iPad app, I get a notification which interrupts use. How can I stop this?

Posted on by Abby Peter

Sometimes when I’m using the iPad app, I get a notification which interrupts use. How can I stop this?

We recommend using “Guided Access” which is a setting that allows you to lock your iPad in NovoPsych and avoids interruptions from notifications. 

This setting can be found by navigating from your iPad’s home screen to Settings -> General -> Accessibility -> Guided Access. You can then enable this ability to assist with your NovoPsych App usage. 

For a step by step guide on how to set up Guided Access visit here on our website.

There is also a support page for setting this up on Apple’s website here.

Abby Peter
Abby Peter
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The NovoPsych iPad app isn’t working, how do I fix the app?

Posted on by Abby Peter

The NovoPsych iPad app isn’t working, how do I fix the app?

From time to time there may be a bug in the NovoPsych iPad app that stops it from working. The first thing to do in this instance is to completely exit the NovoPsych app. Here are the steps below. 

Hard exit the NovoPsych app

  1. For iPads with a home button (pre 2018), double tap the Home button to open the app switcher. On iPad models without a home button  (2018 and newer), swipe up from the bottom of the screen to the middle of the screen.
  2. Swipe right or left to scroll through recently used apps and find NovoPsych.
  3. Press and hold the app window, then swipe up (without lifting your finger off the glass) to send it off the screen.
  4. Press the Home button once to return to the home screen on iPads made before 2018. Tap outside of the app switcher to return to the home screen on iPad Pro models made after 2018.

If that doesn’t work, try the below steps. 

Restart your iPad

  1. You can shut down an iPad by holding down the sleep/wake button until you’re prompted to “slide to power down.”
  2. The iPad is off once when the screen is completely black.
  3. Simply press the sleep/wake button to turn on the iPad again.

Uninstall NovoPsych and reinstall it

  1.  Touch and hold the app
  2. Tap remove app
  3. Tap Delete App, then tap Delete to confirm
  4. Go to the app store and search “NovoPsych”
  5. Install NovoPsych 
  6. Launch from home screen

Clear cache

Additionally, you could also try to clear cache on your Ipad app. 

You may click here to follow the guide for how you can do that. This works for the iOS 14 update. 

Use NovoPsych via your iPad’s web browser

If resetting your iPad doesn’t resolve the problem, try logging on to NovoPsych via your iPad’s browser. Open up Safari and go to app. novopsych.com 

If that still doesn’t work see here for more troubleshooting steps.

Abby Peter
Abby Peter
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