Software for mental health practices, built around the session

The first appointment sets the course of care, and NICE asks mental health professionals to make a risk formulation part of every psychosocial assessment rather than rely on a risk score.¹

1. Take the referral or enquiry. Record who referred the patient, the reason and any urgency, on the patient's own record.
2. Request the first appointment. Offer a time with the right clinician, and record consent to an AI scribe at booking.
3. Assess the person, not a score. NICE says not to use risk assessment tools and scales to predict future suicide or repetition of self-harm, and to focus on the person's needs and safety.¹
4. Write the formulation and safety plan. Agree the plan with the patient and record it in the signed note.
5. Flag what the team must see. Safeguarding concerns sit as flags on the record, visible to the roles that need them.

How wai handles it

• Appointments. Enquiries become requested appointments with the right clinician, with reminders before the first visit.
• Evidence and audit trail. Consent to the scribe is recorded at booking, and safeguarding notes sit as flags on the record at the point of care.
• Scribe. The assessment note, formulation and letters are drafted from the consultation, with the transcript beside them, for the clinician to read, edit and sign.

The HCPC asks registrants to keep full, clear and accurate records and to complete them as soon as possible after care.² A note written during the session and signed before the next patient is that standard, met every hour of the day.

1. Confirm consent at the start. The patient knows the session is recorded for the note, and the consent is on the record.
2. Hold the session. The clinician's attention stays on the patient, not the keyboard.
3. Read and edit the draft. Correct anything the patient would not recognise, and remove what does not belong in the record.
4. Sign the note. The signed note carries the time and the clinician's name.

How wai handles it

• Scribe. The session note is drafted from the consultation for the clinician to read, edit and sign, with the transcript beside it.
• Staff access. Every note sits under a named account, and role-based access keeps it to the clinicians whose role allows it.
• Evidence and audit trail. Every read of the record is logged against a named account, so who saw a session note is always on the record.

NICE recommends considering routine outcome monitoring with validated sessional measures, such as the PHQ-9 in depression, alongside follow-up.³

1. Choose the measure. Agree the validated measure for the patient's presentation at assessment.
2. Record the baseline. The first score goes into the signed note.
3. Repeat at each session. Each score is recorded in that session's note, so the trend reads from the record.
4. Review the course. At review, the clinician reads the scores across sessions and records the decision.

How wai handles it

• Scribe. Scores discussed in the session are written into that session's note for the clinician to check and sign.
• Reporting. The patient's own record, with every session note, can be exported when the patient or a colleague asks for it.

NICE asks services to keep in touch at regular intervals and make sure people know how to reach help if their condition worsens.³ The messages between sessions carry as much care as the session itself.

1. Answer every message. Reschedules, questions and worries, answered in the language the patient wrote in.
2. Route what is clinical. A message that suggests risk goes to a clinician the same day, never into a queue.
3. Recall patients who drop away. A missed session prompts a rebooking offer, and a recall goes out once a clinician approves it.

How wai handles it

• Follow-up. WhatsApp, email and calls sit in one thread per patient, with replies drafted for your team to approve and a response clock on every new enquiry.
• Appointments. A missed session prompts a rebooking offer, and a cancelled slot is offered to the waitlist.
• Follow-up. Recalls go out only after a clinician approves them.