Consultation Screen

The Consultation screen in PPS is used to record your clinical notes against any patient assessments and treatments. It is also used to review and manage your Treatment Episodes.

Firstly, the basics of clinical notes in PPS are as follows:

Notes recorded for any Consultation in PPS are stored against a Treatment Episode, which represents the overall condition you are presently treating the patient for. In some medical disciplines and in some cases the patient may simply be receiving long-term care so the Treatment Episode may never actually end whilst in other cases the patient may be treated several times within, say, a six week period so the six week period represents the Treatment Episode.

For any given Consultation you can record simple notes and also optionally complete one or more “forms”. Forms or “Custom Forms” in PPS are the on-screen equivalent of a paper form you may use to record a patient assessment, examination or discharge summary for example.

In summary, a single Treatment Episode will contain many Consultations and each Consultation can optionally include one or more Custom Forms.

The Consultation screen in PPS provides access to not only recording todays notes (and forms), but also to quickly review your past notes for this Treatment Episode, or all past Treatment Episodes. In addition, the Consultation screen also provides a summary of other activities for the client such as their medical history, any outstanding activities etc.

The Consultation screen is divided into several areas:

The Top of the screen
The top left is split into three blue bands.

Summary Client Details
The top band show the client name, age, reference number and address. This information is taken from the main client details screen. You can optionally include the Client ID Image/picture in this section (if you store pictures of your clients with your database), use PPS Tools – Options – General System Options – Set up client preferences to switch this on.

Treatment Episode Heading
The second band show the name of the current Treatment Episode.

Treatment Episode Details
The third band summarises the Treatment Episode details. To the right of this band are two buttons, one to “update” the current Treatment Episode, and the other can be used to assign this Consultation to a new (or other) Treatment Episode.
The top right shows four expandable summary boxes:

This is information which you have selected and highlighted as “Important” from previous or current Consultation notes. You can select an item from this list for review, or to mark as “no longer important”. To mark information as “important” you simply right-click (highlighting some current text first if necessary) in the Consultation Notes area of this screen and select “Important Information” from the menu.

This show all current outstanding activities for this client (letters, emails, personal actions etc.). You can select any activity from this list to process it if required.

Medical History & Profile
This will show the medical history summary for the client plus any information for the “profile” section of the main client details screen. The heading will appear in red if any medical history questions need reviewing.

Documents Letters and Links
This summarises any documents letters or other links such as PhysioTools you may have specifically attached to this Consultation.

The Middle of the screen.
The middle section includes two “rows” of buttons, the main “notes” typing are and a further row of buttons.

The first row of buttons allows you to perform tasks additional to your note taking for this Consultation.

Start a New Consultation
If you are viewing notes from an existing Consultation the first button allows you to start a new Consultation.

Complete a Form
Allows you to complete a form from your list of available Custom Forms.

Attach Document
Allows you to attach an external Windows Document (picture, movie, spreadsheet etc.) to today’s Consultation notes.

Send a Letter
Allows you to send a letter to the client or a third party and attach this to today’s Consultation notes.

This button has to be switched on using the PPS menu: Tools – Options – General System Options – Clinical Notes. This launches the Physiotec exercise programme software. Physiotec is an on-line exercise programme software package that you can subscribe to. PPS uses the bottom half of the Consultation screen to run the Physiotec software.

This button has to be switched on using the PPS menu: Tools – Options – General System Options – Clinical Notes. This launches the Physiotec exercise programme software. PhysioTools is an exercise programme software package that you can purchase. PPS launches PhysioTtools in a separate application window and sends the current practitioner and patient details to the PhysioTools application.

This button has to be switched on using the PPS menu: Tools – Options – General System Options – Clinical Notes. Zaptag is an on-line storage system for clinical notes and patient records. Your patient will have a Zaptag account and can request that you upload a copy of their clinical notes to their account.

The second row of buttons relate directly to the notes you are typing.

The buttons start with five buttons that will, when pressed, insert headings and a date/time stamp into your notes. The heading for these buttons can be customised to suit your requirements – do this via Tools – Options – General System Options – Clinical Notes.

Further to the right are a set of formatting buttons to allow you to format the text for your notes. This includes bold, font colour etc. The right hand two buttons allow you to switch on/off a symbol pallet and a text pallet. The Symbol and Text pallets are your own libraries of graphical symbols (such as standard physio manipulation symbols) and standard text entries that you can customise to insert into your notes whilst typing. The text pallet is particularly useful as you can build a structured hierarchical set of text entries which when used in conjunction with a specific assessment or treatment can insert common phrases or sentences directly into your notes with a single click! Symbols and Text sets can be set up under Tools – Lookup Tables – Clinical Notes Tables – Clinical Notes Symbols and Text Entries.

Main Notes Typing area

The main area with the white background is the area where you type in today’s notes. You can copy/paste notes into this area, plus you can use the right mouse button to select from a popup menu including the option to bring forward your notes from a previous Consultation – useful if today’s notes are largely going to be the same as the notes you made on a previous Consultation.

The final row of buttons allow you to finalise the Consultation notes by saving, printing or signing off the notes as required. If you use the “F12 Consultation Complete” button then this will save the current Consultation notes and show you the Consultation complete screen.

This will save your Consultation notes and remain in the Consultation screen

This will close the Consultation screen and prompt to cancel your changes/notes.

This will show the Consultation print screen which includes option for printing your notes for a variety of settings/date range etc.

Consultation Complete
This will save your notes and show the Consultation complete screen (and optionally the Treatment Episode screen) where you can raise a charge for the Consultation, and review the Treatment Episode details.

Sign off
This will allow you to enter your PPS password and prevent any further changes to the Consultation notes. Whilst this can provide a secure way of protecting against future changes to the notes, all current and future changes to these notes are store in the PPS system audit anyway, so in the event of necessary future investigation you would be able to track any changes made to notes that are not signed off.

Public / Private
This option allows you to store these notes so that only you (and the PPS system administrator) will be able to view the notes preventing any other PPS users or practitioners being able to read them. Notes can be free switched between public and private by you or the system administrator.

The bottom half of the screen

You can increase and decrease the size of the bottom half of the screen if required by clicking and dragging with your mouse on the grey bar that divides the top and bottom halves of the screen.
You can also adjust with width of the tree view and history detail by clicking and dragging the vertical bar between the two sections.

The refresh button will refresh the tree view and history

To the right of the Refresh button is the heading for what is displayed in the tree view. This will change depending on what is included in the tree view (see tab selections below).

Minimise, Restore, Maximise buttons
When clicked, these will quickly resize the bottom half of the screen. Use the Restore (middle) button to return to the default setting.

The bottom left
This area shows a hierarchy “tree” (known as the Tree View) of your Treatment Episodes, then for each episode your Consultations, then for each Consultation any Custom Forms, letters, attached documents and any exercise hand-outs using Physiotec (show when the Physiotec button is selected) or PhysioTools.

Any item that you click on in the tree list will show the full details for that item (and its subordinates) in the history area to the right. The list shows the most recent Consultations first.

The bottom right
This area shows the history detail – any Consultation notes or Custom Forms details from previous notes etc. Not all Letters, Attached Documents or hand-outs are displayed here as they are may not be compatible with the previewer used.

The very bottom row
Here are four tabs where you can select what is included in the tree view and history detail:

This Treatment
Selected by default, this shows all Consultations etc. for the current Treatment Episode.

All Treatments
Will show all Consultations by Treatment Episode. The most recent Treatment Episodes are at the top of the list with the Consultations for each Treatment Episode contained within.

This Consultation
Will show the current Consultation and associated forms etc. only. If you are adding a new Consultation that you have not yet saved, this option will show nothing.

All Consultations
Will show a chronological history of all Consultations irrespective of Treatment Episode. The most recent is at the top of the list.

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