Document Library
The document library area is used to simply attach an existing file from your PC to your clients log, or to use your current scanner to scan in a paper-based document and automatically attach this to your clients log.
PPS will automatically choose the current client being used on the system. If there is no client to use, it will ask you to search for the appropriate client. Once selected it will assign the current practioner and the current date to this activity.
Heading and Notes
The heading you type in is the heading that will be visible on the clients log as the document name. The notes field is optional and is there to record anything you may require.
Selecting an Existing File
Any document that is accessible from the PC you are currently on can be attached using the '...' button. Any file type can be selected, of any size. If you syncronise your PPS system with others, and require this document to be accessible at other systems, please make sure that the document size is under the PPS Sync Server file size limit.
Scanning a Document
When scanning a document into PPS, it will automatically attach itself to the document library for the client that has been select. You will need to enter in a document heading before scanning in the document. Settings can be changed for the scanner by using the button underneath. There are a variety of settings in here, but the most notable area is the "Graphics and File Settings" tab, whereby the quality of the scanning resolution and the file type can be selected, which can great effect the size of the document created.
TIP: A scanning resolution of "72" and a file type of GIF will vastly reduce the size of the documents created, and will help with the syncing of PPS documents.
There is an optional preview tick box that can be selected, with options to scale the image into the preview area if required.
Saving, Opening and Removing the Document
Once the document has been attached or scanned in, it can then be saved, or opened up. To remove a document from the clients log, you will have to open the document library screen first, before proceeding to remove the item. 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! Document LibraryThe PPS Document Library is a way of attaching any external Windows™ document to your client records. You can attach documents either to your consultation records, or directly to the client. All attached documents appear in the PPS Client Log screen. Documents you have attached as part of your clinical notes records also appear in the consultation summary section of the consultation screen. To attach a document as part of your clinical notes, from the Consultation screen you can use the <Attach Document> button near the top of the screen. When you attach a document as part of your consultation record, the document still appears as its own entry in the client log screen but can be accessed either via the paperclip icon that appears in the consultation summary next to the consultation, or from the “Documents and Letters” selection in the top right corner of the consultation screen. To attach a document just to a client and not a consultation record, you can either use the Attach Document option of the PPS Menu: Activities, or select Attach Document from the PPS Task Bar. To access a document that you have already attached, select the document record from the client log screen and select <Open> from the client log toolbar. Once you have opened the existing document record, you can delete it from there.
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The Document Library screen allows you to select the “source” file that you want to attach. It is highly recommended that this file is saved into the “Documents” folder contained within your main PPS Database folder. This means that any user on your network will be able to access the document irrespective of which computer on the network they are on. The Documents folder is contained within either the “Livedata” or “Demodata” folders in the main “PPS-Database” folder. You can confirm or select the client for whom you want to attach the document, enter a heading and any further notes required, and you can preview the document in a separate window. 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”. Options
PPS has a screen on the PPS Tools menu called Options. This screen can be used to set up a wide variety of system settings that affect the way that PPS works. You can make your changes to these areas and press the OK or Apply button to save your changes. The Options screen has four tabs along the top: General, Custom Client Fields, Set Up Client Contacts, and Clinical Notes. See the entries under each of these sections for more details, for example Options – General. PPS
PPS is the acronym for “Private Practice Software”. Preview
See: Reports – Report Output Search
You can search for various records in PPS: Clients, Appointments, Third-Party contacts etc. Some screens include a <Search> button on the toolbar. The main PPS Client Search screen includes options to search on a variety of fields: for example Surname. This screen can be accessed from the Search Button on any of the client screens (main details, log, browse) or by clicking “Search” on the PPS Task Bar. The Search screen allows you to enter all or part of a value into a selected field, then when you press Enter a list of results that match what you have typed in is displayed. The most common information to search on is Surname. In the Surname field on the search screen, it is possible to enter all or part of the surname followed by a space, then all or part of the client’s First Name. This way you can narrow down your search results – useful with popular surnames. For example, you can search for Joe Smith simply by entering SMI J in the Surname field and pressing enter. All clients whose surname starts with SMI and whose First Name starts with J will be listed.
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You can search for existing Client Appointments or Free Appointment Slots using the <Search> button on the Appointments Diary – see: Appointments Diary – Search for more details. 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. Sync
See: PPS Sync
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