wawa fertility News Center

With this new feature, patients will soon be able to enter their own registration details directly in the wawa app or patient portal, instead of filling out paper forms or a clinic survey.

What you'll see

• Registration is the first thing a patient sees in the app until they've completed it, covering their personal and health details, plus their partner's if your clinic collects those too.
• Your team can see exactly how complete a patient's registration is from their chart, under Patient registration.
• Remind a patient to finish up with one click. The reminder lands in their next daily digest email.

Clean data helps with:

• Regulator reporting (HFEA, BORN)
• Easy pre-filling of attributes across the system e.g. consents
• Giving clinicians an easy overview of the patient

What does it look like?
On the patient side we have 11 sections (6 personal + 5 health) about the patient, and optionally 3 sections about their partner if the clinic sets this.
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​We also have a tracker on the clinic side, showing completion of each section!

A new Patient registration section under Practical is where all the information will be visible. The patient registration is the first item within the app until it's completed, but staff can remind the patient to complete it by assigning them a task with one click from the clinic side, this will then show up in the patients daily digest emails.

What's next

We're rolling this out over the next few days to clinics that don't already have a survey set up for registration. If your clinic already uses one, we'll be in touch separately to help you move across.

We hope this will improve your work flows and patient experience going forward, but if you need any help, get in touch via the chat icon at any time!

Until now, the waiting room told patients "We have notified the host that you are waiting", but nothing actually happened. Care team members only found out a patient had arrived by opening the call themselves.

Now, when a patient clicks "Join call" from the appointment meeting link, and nobody from the clinic has joined yet, everyone on the appointment's calendar gets a message on their screen straight away, with a button that takes them right into the call.

What you'll see

• A message: "[Patient name] is waiting for you to join the call", with the appointment type and a button to jump straight in.
• If you're currently working from a different clinic, you won't see the patient's name. You'll see the clinic's name and a "Switch" button instead.
• No message once someone from the clinic has already joined the call.

This applies when the patient joins through a browser, via a shared meeting link. Joining from the wawa mobile app/web portal is currently not supported.

We hope this will improve your work flows and patient experience going forward, but if you need any help, get in touch via the chat icon at any time!

The Variables list in your letter and note templates has gone from 49 options to over 170! Most of the additions are clinical, so letters can now pull results, history and measurements straight from the patient record rather than being typed in by hand.

Behind the scenes, the list is now generated from what the system actually renders. Practically, that means what you see in the picker is what will work in a template. No more variables that look available but come out blank.

What you can now put in a letter

Here are some examples of what you can now add:

• Blood results (patient and partner): AMH, FSH, LH, E2, TSH, FT4, prolactin, progesterone, testosterone, SHBG, HbA1c, vitamin D, each with its value and the date it was taken
• Ultrasound: AFC left, right and total, endometrial thickness, scan date
• Semen analysis: Volume, concentration, motility, morphology, date
• Vitals: BMI, weight, height
• Obstetric history: Full gravida/para breakdown, including miscarriage, ectopic, stillborn and living
• Cycle history: Cycle length, regularity, flow, menstrual notes
• Medications and allergies: Medication list, allergy list
• Social and pregnancy history: Smoking, alcohol, pregnancy loss and count
• Current cycle: Title, protocol name, treatment type, start date
• Referrers: Referring physician and GP name, address and email
• Clinic details: Clinic name, full address and phone, useful for letterheads and multi-site groups
• Addresses: Patient and partner addresses now split into line 1, line 2, city, state, postcode and country, so they can be laid out properly rather than dropped in as one block
• Signatures: Primary signature, plus the signed-in user's avatar

Head to Settings > Letters & Notes to explore the whole library (you'll need admin permissions!).

We hope this will improve your work flows and patient experience going forward, but if you need any help, get in touch via the chat icon at any time!

Custom Variables are placeholders you can insert into letter templates that automatically pull in a patient's data. For example, you can pull details of a lab result or medication when a letter is generated, instead of typing it in by hand!

Five new custom variables

• Follicle Scan
• Pregnancy Scan
• Semen Analysis
• Lab results
• Medicines

Fully customisable

• Head to Settings > Custom Variables
• (You'll need admin role)
• Design custom variables that suit your clinic

The variables you design will pull into the letters and other areas of the platform:

Read a full guide here.

We hope this will improve your work flows and patient experience going forward, but if you need any help, get in touch via the chat icon at any time!

You can now assign an entire team including primary care, care coordinator and nursing team, to a patient.

What's New

• Assign a whole care team to a patient:
• View entire care team directly from the patient profile top bar
• Assign chats and tasks to specific team members of the bespoke care team

Turn It On and Assign a Team

• Turn the feature on in Patient Chart Settings (Admin users will need to do this):

• Navigate to the Patient Information page and set the patient's care team:

• The nursing team needs to be an actual team, but primary care and care coordinator are set users

How Chats Are Routed Within a Team

Once a patient has a team assigned, incoming chats are dynamically routed to the team members based on the selection from the patient.

Your admin user can configure this in Settings > Chat:

Task Templates Auto-Assigned to the Bespoke Care Team

Task templates can now be assigned to primary care, care coordinator, or the nursing team as a default:

The default options will show when you select the task for the patient:

We hope this will improve your work flows and patient experience going forward, but if you need any help, get in touch via the chat icon at any time!

We have a significant upgrade to embryo grading coming next week, giving embryology teams more control over how they record, document, and act on grading data.

The update responds directly to feedback from clinics using a wide range of grading conventions, workflows, and lab equipment, and is designed to make day-to-day grading faster, clinically relevant and less error-prone!

A grading system that adapts to your clinic

• A customisable grading framework that works for your clinic flow
• A broader range of grading standards

Notes, tailored to every embryo

• Leave customised, embryo-specific notes
• Notes travels with individual embryos

Bringing in data from outside devices

• Manually input data captured on external, non-integrated grading devices

Backdating and correcting observation dates

• Users can now change the date of observation directly, rather than being locked to the day of data entry

A simpler way to close out an edit

• The edit page workflow has also been streamlined.

Grading data that flows straight to other platform areas

• Custom grading now feeds directly into downstream processes such as the cryo tank record

Together, we hope these changes provide your clinics with a grading system that better reflects how your embryology teams actually work.

You can read a detailed help article here, and learn how to configure this to set up your clinic in a way that works for you.

We hope this will improve your data recording going forward, but if you need any help, get in touch via the chat icon at any time!

The snippets tool in wawa has had an upgrade! We've rolled out a faster snippet search, built directly from feedback shared by our clinics.

What's New

We have improved the way snippets display in the system, making them easier to use.

• Your most-used snippets, right at the top: Recently used snippets surface first, so the ones your team reaches for most often are always within easy reach, with the full library still available alphabetically underneath.
• Alphabetical Sorting: Searching for snippets (Ctrl + K + .) now displays results in A–Z order by default.
• Full-Text Search: Find snippets by searching for text within their content, not just their titles.

Snippet Tags

Snippets can now be organised with tags (for example "Consent" or "IVF"), and you can combine a tag with a keyword in the same search. For example, a query such as ".consent IVF" narrows results to consent snippets mentioning IVF. For clinics with hundreds of snippets, this makes the library far easier to navigate.

To organise your snippets and add tags, go to Settings > Snippets. (You may need to check your permissions with your admin user if you don't have this option).

• Cleaner tag management: To keep tags consistent and useful, new tags can be created by clinic admins from the snippet settings page. This avoids duplicate or overlapping tags piling up over time and keeps reporting accurate.
• Snippet Folders: Organise your snippets into categories (e.g., Prescriptions, Notes, Allergies).
• Folder Filtering: Type a folder's name in the search bar to instantly filter for snippets within that category.

We hope this will improve your data recording going forward, but if you need any help, get in touch via the chat icon at any time!

wawa now supports reporting adverse effects directly against a cycle.

What's new

• A new Adverse Events tab on the cycle page lets you log OHSS diagnoses, OHSS interventions, other adverse events, who was affected, and whether the patient was hospitalised.
• Every entry records who logged it, and any edits are tracked with a full history, giving you a proper audit trail for these events.
• If your account has BORN reporting enabled, these entries now feed automatically into your BORN CARTR Plus report. You no longer need to re-enter adverse event data on the report form itself.
• You can also choose to include an "Adverse Events" section in the cycle report PDF.

If you need any help, please don't hesitate to get in touch via the chat icon at any time!

wawa now supports Advanced billing for Cryo-storage contracts!

What's new

• Set a lead time (number of days before the next billing period starts) to control exactly when invoices are issued to patients on cryo-storage contracts

• Payment terms can be attached to invoices that must be issued and paid in advance of the next billing period, covering cases where cryo-storage contracts require payment ahead of the period they cover

• Once configured in your Cyrostorage contracts, the invoicing strategy information is automatically reflected in the subscription created for the patient, keeping billing consistent with your terms

Why this matters

• Cryo-storage contracts are sometimes paid in advance of the period they cover, not after. Previously, invoices were issued at the start of the period they related to, which didn't always match how these contracts were sold or how clinics recover payment

• Advance billing gives you the flexibility to issue invoices ahead of each renewal, with payment terms that require settlement before storage continues, allowing billing to reflect your contractual terms and ensuring you're paid before incurring another storage period

Just to note

• Changes to your invoicing strategy only apply to new subscriptions going forward — existing subscriptions are not affected

• Billing invoices ahead of the period they cover can shift when revenue and payments appear in your financial and reporting periods, so please review your reporting processes before enabling advance billing

• We recommend agreeing your lead time and payment terms with your finance team ahead of setup to make sure they reflect how you want to recognise revenue

• Only users with admin permissions will be able to setup invoicing strategies under your Cyrostorage contracts

We hope this makes managing cryo-storage billing easier, but if you need any help, get in touch via the chat icon at any time!

Templates in Letters & Notes just got smarter. A new dropdown field type lets you build fill-in-the-blank prompts directly into a template — no more free-text typing when a note just needs a quick selection.

What's New

Building a dropdown template is simple:

• Open Settings > Letters & Notes
• Create a new template, and insert a dropdown by selecting the dropdown icon

• List all options, one per line, alongside an optional prompt describing what's being asked

• Save your template and head to a letter or note
• Create the letter or note and add the dropdown template
• The prompt text drops right into the note or letter body as a clickable field that displays each item in the list!

It's a small addition, but one that should speed up note-taking and cut down on inconsistent entries across templates.

We hope this will improve your data recording going forward, but if you need any help, get in touch via the chat icon at any time!