How to Use Upheal

Owned by Campus Wellness Tech Support
Last updated: Nov 12, 2024 by Lance Chase
7 min read

What is Upheal?

Upheal is an accommodation for providers (specifically counsellors) that can be granted via a request to their supervisor. It is a paid-subscription website.

The website transcribes an uploaded voice note to produce a text note (with or without AI enhancements), which can then be copied and pasted directly into a blank note in Accuro. No further downloading is required. The note generated by Upheal remains stored in the provider’s account unless it is manually deleted or deactivated. It allows counselors to concentrate on their services by offering automated notes and analytics for client conversations. As a part of this process, Upheal handles protected health information for counselors, adhering to PHIPA and PIPEDA regulations.

Making an Upheal Account

  1. Go to https://www.upheal.io/

  2. Click Pricing in the top bar.

    image-20241111-141840.png

  3. Select the Starter Plan.

    1. It will say “Start free trial”

      image-20241111-141956.png

  4. Enter your @uwaterloo email.

  5. Find the email Upheal has sent you and click Activate your account.

  6. Fill in the provided fields.

    1. First Name

    2. Last Name

    3. Mobile Phone

    4. Password

Please note that these are incomplete instructions.

Before setting up an Upheal account for the first time, please reach out to the Tech Team so they can get screenshots from you and complete these instructions. Thank you!

How to Login into Upheal

  1. Go to https://www.upheal.io/.

  2. Select Sign In at the top-right.

  3. Enter your email and password.

    1. Enable Remember me.

  4. Click Sign In.

Configuring Upheal Settings

This must be done BEFORE using it with any patients.

  1. In the top-left corner, select the dropdown that is located next to your name.

  2. Go to Settings.

  3. Select My Profile.

    1. Scroll down to the bottom and make sure that 2-Step verification is turned ON.

  4. In the displayed list, select Consent Collection.

  5. Scroll down and ensure Show consent collection in client profiles is disabled.

  6. Other settings that can be changed depend on user preference:

    1. Note Settings

      1. Note Identifier (What prefix Upheal refers to the provider as).

      2. How they refer to the client.

      3. The Provider’s pronouns.

  7. Select Back when you are finished.

Recording Sessions for Upheal

Any patient that will be transcribed by Upheal MUST complete the consent form “Consent to Record / Use External Platform (UPHEAL)” found in Accuro

  1. In your windows search bar, search for Voice Recorder and click on the app.

  2. When starting a session with a student, press the green microphone button to begin recording.

  3. When the session finishes, press the green stop button to end the recording.

  4. You will see the recording saved under the today label. In this column, you are able to see all of your previous recordings. They are all time-stamped, and labelled with the date.

  5. Right-click on the most recent recording and select Rename. Enter the first and last initials of the patient for that session.

  6. Recordings will be saved to your OneDrive.

    1. Open File Explorer.

    2. Select Documents.

    3. Select Sound Recordings.

    4. A list of all voice recordings will display.

  1. In your windows search bar, search for Voice Recorder and click on the app.

  2. When starting a session with a student, press the green microphone button to begin recording.

  3. When the session finishes, press the green stop button to end the recording.

  4. You will see the recording saved under the today label. In this column, you are able to see all of your previous recordings. They are all time-stamped, and labelled with the date.

  5. Right-click on the most recent recording and select Rename. Enter the first and last initials of the patient for that session.

  6. Recordings will be saved to your OneDrive.

    1. Open File Explorer.

    2. Select Documents.

    3. Select Sound Recordings.

    4. A list of all voice recordings will display.

The Upheal Home Page

This is where you will be taken after you have signed into Upheal.

Box 1 – This is an alphabetical list of all students for which you have created a profile in Upheal.

Box 2 – This is a list of and quick access to your most recent sessions, as well as the notes that were generated for it.

Remaining content on right-hand side – Depending on provider preference, these tools can be utilized. Please note that it is not as accurate as uploading a voice recording.

How to Add a Patient and Upload a Session

  1. From the home page, select the Add Client button.

  2. In the window that opens, fill in:

    1. First name

    2. Last name – only enter their last initial

    3. Pronouns

  3. Click Add new client.

  4. This will open the profile (the patient chart).

    1. No additional information about the patient will ever be added to this. DO NOT add the patient’s email.

    2. Select the type of note type you would like to use.

  1. Click Upload Recording.

  2. Find and select the voice recording you would like to upload to that student’s chart.

    1. OneDrive > Documents > Sound recordings

  3. Click Continue with processing.

  4. In the window that opens, fill out the appropriate fields.

    1. You will always use session recordings NOT dictated notes. Dictated notes only identifies one speaker.

    2. Confirm the note type you’d like.

    3. Select the session format (online or in-person).

    4. The session date will auto-populate in accordance to the voice-recording. This may not always be accurate.

    5. NEVER select Keep the recording after processing. THIS MUST ALWAYS BE OFF.

  5. The note will upload and begin to process. It should appear on the right-hand side. While it is processing, you are able to go back to the home screen.

  1. On the home screen, new sessions will show up in blue.

    1. Once you have already clicked on a session note once, it will show up in black.

  2. Click on the note to access it in full.

    1. Box 1 – A general overview of the notes Upheal has generated for you. You are able to click and it will jump to the title.

    2. Box 2 – The full note that has been generated. Click on sections to edit or remove.

How to Insert the Note Into Accuro

  1. From the home screen, select the session note that you would like to transfer into Accuro.

  2. Review the note for accuracy. Edit and delete as necessary by double-clicking the text.

  3. In the top-right corner, select the two clipboards icon to copy the entire note.

  4. Launch Accuro.

  5. Load the patient that is associated with the session note.

  6. Select the EMR > Encounter notes.

  7. Open a blank note.

  8. Paste (Ctrl+V or right-click, paste) the copied text into this new note.

  9. Review the note for accuracy. Edit and delete as necessary.

  10. Sign and save the note.

How to Delete the Voice Recordings from OneDrive

  1. Open File Explorer.

  2. Click Documents > Sound recordings.

  3. Select the voice recording file.

  4. Right-click and choose Delete.

Session Settings

  1. Locate the note by looking through the student's chart in Upheal.

  2. Click the three dots to see the possible actions:

    1. Change note type

    2. Reprocess session

    3. Reassign session (To assign the note to a different student).

    4. Delete transcript

    5. Delete session

Deleting or Archiving a Student’s Profile

  1. Navigate to the profile of the student in Upheal.

  2. Select the triple-dots and choose to either Archive client or Delete client.