General System Options

General System 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. The Options screen has six tabs along the top: General, Accounts, Custom Client Fields, Set up Client Contacts, Clinical Notes and Set Up Client Preferences. See the entries under each of these sections for more details.

Options – General
PPS Generated Numbers -
These are numbers that PPS issues to new clients. You will normally only need to set up these numbers once when you are setting up PPS.

Auto-Prompts - You can also set up how often PPS checks for a back up being made or a re-index being ran – you are prompted if you do not make a backup or re-index within the date ranges specified.

Screen Colours – A PPS User can select for PPS to display a “faded” light blue background to the screens, or a simple light blue background. You may need to switch this option off if you are using PPS over a slow internet connection, as the number of colours used across an internet connection is lower and the faded background will appear in “bands” rather than a smooth fade out. You can also select for the Client Log screen to show its transaction list either in colour or black. “Colour” shows various entries in the colour appropriate to their status – i.e. a completed appointment in purple, a non-invoiced charge in green etc.

Document Library – If required, the default location of stored documents (JPG’s, PDF’s, etc) can be changed to a different file path or server that has more available space.

Client Address Entry – Tick for auto-formatting for correct casing of details entered in the name and address fields.

Printing – A dedicated label printer can be selected here, along with a specific label layout and an alternative location for the bullzip PDF printer installation.

Default System Location – When PPS is using in a multi-location environment, you can optionally select the default location for this system. This is used to apply to new clients added to this system.

Reports Printing – Choose what the standard heading says in the top of printed reports.

Office Applications – PPS offers the ability to use Microsoft Office and Excel, or KingSoft Writer or Spreadsheets.

Options – Accounts
PPS Generated Numbers
- These are numbers that PPS issues to new invoice numbers and new estimates. You will normally only need to set up these numbers once when you are setting up PPS.

Tax Settings - here you need to select if your company is registered for Sales Tax (VAT), and you can set up what your local sales tax is called and your registration no– the default name for tax is “VAT”. You can also set up your list of tax codes. You will need to save your updates to tax codes using the <Save Your Updates> button as they are saved separate to the rest of the details on the screen.

Accounting Year – Choose which month the financial year starts with for your reporting requirements.

Cash Desk Options – Choose the date criteria from payments along with a dedicated receipt print and layout.

Making changes to invoices – This option will allow only the system administrator to mark invoices as “un-issued”

Standard Charges – Choose how you would like to search for your list of standard charges.


Recording Payments – You can now restrict the payment date to be within a certain date range – for example, you can stop users from inputting a payment with a date greater than 2 weeks ago.

Options – Custom Client Fields
With this screen the PPS User can customise the various fields that you are used on the main client details screen. All of these fields bar the first two are optional and you can set up these to your own requirements. When you have set up your required headings, these will appear in the “Profile” section of the main client details screen. Each time you add a new client record, you can select to automatically include any of these fields in the “summary” profile information that appears on the client log screen and the consultation “profile summary”. This can be changed per client as you add each new client record.

Options – Set up Client Contacts
With this screen you can customise your third-party contacts that are allocated to your client records. PPS has 9 different third-party types – each of which is shown on this screen. The purpose of this screen is for you to choose how you locally refer to these contact types, and how you want to use then in PPS. For example, in the UK “Doctor” is referred to as GP (General Practitioner), this is your family doctor and you may refer to this in another way locally. The same applies to all other contact types. You can enter a “collective term” for each type, an individual contact name, and a company name. Not all contact types will use a contact and company name – enter one or the other as appropriate. The Text and Numeric entry allow you to store additional details along with ach third party, as an example, for an insurance company you may also store policy number and policy excess. The “format” column allows you to specify how the number entry is made. Select the Notes column for each contact type if you want to also include a Free Text notes entry each time you assign a third-party of this type to a client. Each time you add a new client record, you can select to automatically include any of these entries in the “summary” profile information that appears on the client log screen and the consultation “profile summary”. This can be changed per client as you add each new client record.

Options – Clinical Notes
Notes Headings
- The entries on this screen are the headings that are used when you are recording clinical notes. The Consultation screen in PPS allows you to store notes in six different fields, you can set up the first five fields, and the sixth field is called “General”. If you do not want to use all five fields, leave the ones blank that you do not need to use.

Clinical Notes Add-Ins – These are the links to external applications that can be used with PPS throughout the consultation screens, including the use of Physiotec and PhysioTools.

Customisation Settings – Further from the above, notes fields can be auto resized, along with custom preview settings for consultations and finally changes to the font type, size and colour can be made.

Options - Set Up Client Preferences
This section is used to set up the default values to use for the client preferences when adding new clients to the system. Any changes made in here can also be made to reflect upon existing clients by globally updating the system. The system also allows the PPS user to define if they wish to use client pictures within the system as an optional extra.

 

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