Client Log
The PPS Client Log is a screen that shows a comprehensive range of information for each individual client. Firstly the client name, address and contact details, then a summary of the information from the Main Client Details that you have selected to show on the Client Log screen. This includes profile, contact and notes details.
Folder Structure
The “folder” structure on the left of the screen can show selected categories only. For example, if you click on the “Appointments” folder, then the main list will only show appointments. Some of these folders have “sub-categories” – use the small + button next to the folder to open up any sub category folders to define your main list even further.
The main section of the Client Log screen shows a “journal” of all records you have created for that client. Any records in the Client Log can be shown in the “Journal” list by highlighting the record and selecting Open from the toolbar, or by double-clicking on the entry in the list.
Auto Preview
You can switch on/off, an Auto-Preview pane, which will show details of the currently selected record in the list. This can save time if you compare this method to opening each individual document that you wish to view.
Certain record types can be printed from the client log, such as Invoices and clinical notes records. Just highlight the record in the list and click the Print button.
Colour Status
Certain records in PPS such as Appointments, Accounts, and Activities use colours to indicate their status. At the bottom of the Client Log screen there are several “Status” buttons that you can select to “filter” records shown in the list, for example you can select to include/exclude records with a Purple (completed) status. The default setting is to “include” these records, click each button to “exclude” these records from the list -you will notice that the tick then has a line though it when excluded. Accounts
The PPS Accounts system includes facilities for you to bill your clients, or third parties, record payments received, and manage all invoices that are overdue for payment. In addition, PPS also offers an additional module called PPS Expense that can be used to record details of practice expenditure. The Accounts system in PPS is not designed to be a full accounts system with ledgers, balance sheets, etc. but it can be used to supply revenue and expenditure information directly to another accounts system by way of exporting the information through reports.
PPS Accounts billing is structured into three areas: Charges, Invoices and Payments. Firstly Charges must be created, then an invoice produced, then a payment recorded. A Charge, or charges simply become “line items” on an invoice, and a payment recorded is “allocated” to the invoice. PPS is flexible enough to accommodate all requirements for practice billing including third-party billing, split billing (between client and third party), recording several payments against one invoice, or recording one payment against several invoices. There are various points throughout PPS that enable charges to be quickly created and “paid off” in one step. This single step still produces the correct Charge, Invoice and Payment records. Activities
Activities in PPS are a way of keeping a record of contacts, telephone calls, letters, etc. that you have with your Clients or Third-Party contacts. Activities can all have a specific PPS User, and Practitioner assigned to them, and can be scheduled for completion in the future or immediately. Activities appear in the Client Log for each client, as well as on the Activities List and the Task List. A System of colours is used to denote activities that are: Due – Green; Not yet due – Orange; Completed – Purple and Overdue (task list only) – Red.
See Also: Activities – Activity Types Address
See: Client - Address Auto Preview
See: Client Log – Auto Preview; Client Browse – Auto Preview Client
Client records are the hub of your PPS database. PPS refers to these records as “Clients” rather than “Patients” because PPS is used across a variety of business and clinical disciplines, some of whom use the term “client” and others use “patient”. A client record can have either minimal details entered, such as first name and surname, or can be a comprehensive range of details including full address/contact details, alternative addresses, DOB, sex, “known as”, full profile details including “source of introduction”, occupation (plus a range of entries you can set up yourself). In addition you can associate a variety of third-parties to clients such as doctors, insurance companies, etc. The more comprehensive the details you store for each client, the greater the opportunities to use these details in your reports and mail-merge operation. For example, by recording the “source of introduction” for each client (such as yellow pages, local advert, recommendation, etc.) you can run almost any report in PPS to show a breakdown by “source of introduction”, for example “practice revenue” by “source of introduction” will show where you earn the most money from – thus where you should concentrate most on your advertising! Clinical Notes
The Clinical Notes facility in PPS is available in the “Professional” version of PPS. This includes screens to record your Clinical Notes, manage Treatment Episodes, complete specific forms (Custom Forms) including body charts and your own questionnaires, etc. All Clinical Notes are structured into the framework of Treatment Episodes. Although some of you may be used to slightly different terminology, PPS uses “Treatment Episode” to define a specific course of treatment for a specific condition, and “Consultation” as the individual treatment sessions/consultations. Therefore each time you see a client – whether or not it is an initial consultation/assessment or a follow up treatment – this is known as a “Consultation”. You can have more than one current Treatment Episode per client if required. When you select to record clinical notes, PPS checks to see if there are any current (not completed) Treatment Episodes for the client. If there is more than one, you can choose which one to record your consultation notes for. Otherwise a new Treatment Episode will be started, and this consultation will be consultation number one for the new Treatment Episode. When you complete the consultation, you can enter set up the full details of the Treatment Episode including the name, number of consultations required, diagnosis details etc. See: Treatment Episode for more details. For more detailed information about recording clinical notes and consultations, see: various entries under Consultation and Custom Forms. Details
This is a generic term used to describe the information stored in any particular part of PPS. For example Main Client Details is the information you enter to this screen. In addition, there are several “notes” type fields that allow you to enter further “free text” details against a record – these are also sometimes referred to as Details. Include
This is a term used in the PPS Reports Wizard – on step 3 of the selections for your report. On most reports you can select to “include” a selection of details on the printed report. You can un-tick any items that you do not want to include. The “Include” options only apply when the report is printed or previewed – if you are exporting the report to a file or mail merge, then the “include” options do not apply. Journal
See: Client Log Line
See: Charts - Annotations List
List is the term used to describe information that either appears on the screen or on a report in rows and columns. The term List is also used in PPS as a list of items such as menu, or list of entries such as a look up table. See also: List style diary. Log
See: Client Log. Notes
See: Client - Default Notes Entry Open
Some screens in PPS have an “Open” button on the toolbar, this is very similar to the Modify button as it will “open” the selected record for “modification”. PPS
PPS is the acronym for “Private Practice Software”. Preview
See: Reports – Report Output PrintYou can print various types of information in PPS including client details, clinical notes, Invoices, letters, and a wide variety of reports. All printing in PPS is done using your standard Windows printer driver for your selected printer. Many screens in PPS have a <Print> button that is used to print details for that part of the system. See also: Reports – Report Output. Profile
The Main Client Details screen in PPS includes a “Profile” section. This is where you store specific information about each client including their “source of introduction” and “occupation”. You can set up your own profile details. This allows you to specify your own field headings which suit the type of details you need to store suitable to your business area. To set up the client profile fields select from the PPS Menu: Tools – Options, and select the Custom Client Fields tab. see: Options – Custom Client Fields for more details. Save
PPS Uses a <Save> button on many screens. This will save the updates that you have made to this screen and store them permanently in your database. One some screens the <Save> button will also close the screen. Select
A term used when you choose something on the screen. Some PPS screens have a <Select> button, this normally means that you pick an option, or entry in a list, then click the <Select> button. This will “select” your chosen entry and proceed to the next screen, or return to the previous screen with your chosen entry selected. Status
See: Client Status Time
See: Activities – Time; Appointments – Time Toolbar
Many screens in PPS have a toolbar. This is a selection of “buttons” that can be clicked to perform tasks specific to that screen, or used to launch other screens. Sometimes a toolbar button requires that you select something on the screen first before pressing the button – for example selecting an item from a list before pressing the <Delete> button to delete the selected item. Toolbar Buttons will normally have “tips” that show when the mouse is placed over the button, the tip can give a further indication of what the button does.
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