The writeback settings determine what information is synced into your management system. You can choose whether to have certain information writeback automatically or manually.

The availability of this feature is dependent on your Weave bundle. Schedule a time with a Weave representative to learn more.

Authorize Writebacks for Digital Forms 

Digital Forms will ask you to choose the default writeback destination for each of your locations when you log in for the first time. You can change this at any time in the Writeback Settings.

Single-Location Accounts Multi-Location Accounts
  1. Select Settings.svg Settings from the menu on the left
  2. Select Writebacks
  3. Choose how you would like the information synced using the Carrot Down.svg dropdown next to each option
  4. Click Authorize to enable writebacks for digital forms

This will automatically save and can be changed at any time.

Once you authorize writebacks, you will have the option to configure different types of writebacks to occur automatically or not at all. New Patient Creation will create a new patient record in your management system. Update Existing Patient Records recognizes a returning patient and updates their record. Medical History Writebacks (OpenDental only) offer the ability to update records with allergies, medical conditions, and medication information. PDF document writebacks provide a full PDFs of completed forms in your management software's document system.

Manually Retry a Failed Writeback Sync

If a form fails to write back to your management system, it may need to be manually synced.

  1. Click into the submission detail page in the Failed Sync folder
  2. Scroll to the bottom, make sure the writebacks are toggled on, and click Retry Sync

Turn on Manual Writeback Controls

If you'd like to have more control over what, when, and how information writes back to your management system from submitted forms, you can manage them in the Digital Forms Dashboard.

  1. Select Settings.svg Settings from the left menu
  2. Click Writebacks 
  3. From here use the Carrot_Down.svg dropdowns to choose writebacks to sync automatically, manually, or not at all for:
    • New Patient Creation: Allows Weave to create new patient profiles in your management system if it does not recognize the name submitted with the form
    • Patient Record Updates: Allows Weave to update the patient record in your management system from the information on a form
    • PDF Document Writebacks: Allows Weave to upload a PDF of each form into your management system's document library

Changes save automatically.

Writeback Options

  • None: No writeback will occur
  • Automatic: Writebacks will happen automatically as soon as a submission is received. If an automatic writeback fails, you can still retry the writeback.
  • Manual: Writebacks are set up to happen, but you will have the opportunity to review the information before Weave Digital Forms updates the data in your practice management system.

Approve Manual Writebacks

If you've chosen to have some information write back manually, you'll need to approve submitted forms before the information syncs to your management system.

  1. In the Dashboard, click Needs Review
  2. Select any form needing review
  3. Check the submission to make sure the information is correct
  4. Click on the Writebacks section 
  5. Manually toggle the info you would like to write back for:
    • Create Patient 
    • Update Patient
    • Upload Document
  6. Press Sync

If you have multiple practice management systems, you'll need to choose the destination and Confirm.

Manual Writebacks for Multi-Location Accounts

If a patient is found in multiple of the writeback-capable practice management systems, you’ll have to manually choose the preferred writeback destination.

  1. Click into the form within the Dashboard
  2. In the Writebacks section, click See More next to the practice management system names
  3. In the pop-up, click the circle next to the desired destination system 
  4. Click Confirm 
  5. Click Sync

If you have multiple practice management systems, you'll need to choose the destination and Confirm.

A patient found in one system will automatically write back as long as the management system is writeback-capable and automatic writebacks are chosen in the settings. If manual writebacks are selected, you’ll have to approve the writeback in the form submission manually.

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