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Overview
The PPS Appointments Diary has a holding list which provides a way of recording clients who are waiting for a future appointment slot or cancellation. Clients are simply added to the holding list, with a description of what they are holding for including their contact numbers and any client notes, whether this be a specific diary user, a particular location or a certain time slot (morning session, afternoon session, evening session) and so on - the last item mentioned will depend on if you use 'Slot Descriptions' on your appointments diary.
The list can be defined by each diary user and also what appointment time slot the clients are waiting for.
Appointments Diary
If there are clients on the holding list then the number of clients are displayed in a small yellow box along the top of the appointment diary screen. You can double click on the yellow box, or click the "Holding" button to show the holding list.
Dragging and Dropping
The PPS system offers the ability to drag and drop appointments from the holding list onto the appointments diary - to do this, highlight the free appointment on the diary first then drag and drop the appointment from the holding list onto the diary.
Adding a Client/Modify Clients Holding
When adding a client, aside from selecting the client themselves and what type of appointment slot the client is waiting for - which defaults to 'Urgent/Cancellation' as standard, all fields are not mandatory. The telephone fields will become auto-filled if the client details screen holds this information.
The location option is the most useful none-mandatory field to choose if your PPS system runs over more than one practice location on the appointments diary. The notes field appears for any extra information, and is used in the same manner as any other appoinements based notes field.
Printing and More Details
Printing the holding list will result in all clients waiting for an appointment to be shown, alongside any details that have been entered into the actual waiting list.
Clicking on the more information arrow button '>>' will allow the holding list screen size to increase and also become resizable width ways. Appointment
An Appointment is an entry in the Appointments Diary for a client. When you set up your diary, you are setting up the free appointment slots. You then book Appointments into these free slots. Each Appointment can be marked with a status, represented by a colour, to show that the client has arrived for their appointment (green), is currently being seen by the practitioner (orange) or the appointment is completed (purple). You can also mark an appointment as DNA (did not attend) and select a reason why the client has not attended – these are marked in red. When booking an appointment on the diary, this is normally done by highlight a free slot then selecting to add the new appointment. When doing this, the appointment details such as date, time, duration, diary user, treatment room, etc. are already known and you do not have to enter them. Appointments Diary
The PPS Appointments Diary allows you to record your client appointments, and manage your available appointment times. There are a variety of diary view styles to suit your needs including single day, whole week, single or multiple users etc. You can access the PPS Appointments Diary from the PPS Menu: Appointments – Appointments Diary, or by pressing Ctrl-A on the Keyboard. You can also click on Appointments, or Diary on the Task Bar. The diary has a toolbar to give you access to common functions such as adding appointments, and when the diary is displayed, clicking on an item in the task bar, or selecting from the PPS menu will normally be related to the currently highlighted appointment. For example, if an appointment for Mrs Smith is highlighted, then clicking on the Accounts option on the task bar will show the accounts screen for Mrs Smith.
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A Practitioner on the PPS Appointments Diary is referred to as a “Diary User”. This is to allow the diary to be used by more people than just Practitioners in your practice. You can select to set up and use your diary either by Diary Users, or by Treatment Rooms – this can suit they way that you are used to booking your clients into the diary.
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See below for further detailed information relating to the various Appointments Diary functions in PPS. 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! 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. Diary
See: Appointments Diary Holding List
The PPS Appointments Diary has a holding list that you can use. This is a way of recording those clients who are waiting for an appointment, or cancellation. You can access the holding list from the Appointments Diary using the <Holding> button on the diary toolbar. You can add clients to the holding list, and describe what they are holding for. You can also indicate if they are holding for a specific diary user. If you have clients on the holding list, then the number of clients on the holding list is displayed in a small yell box along the top of the diary screen. You can double click on the yellow box, or click the <Holding> button to show the holding list. You can also drag and drop appointments from the holding list onto the appointments diary – to do this, highlight the free appointment on the diary first then drag and drop the appointment from the holding list onto the diary. 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. Location
A Location in PPS is a physical clinic location. Older versions of PPS referred to treatment rooms as locations. Now Treatment Rooms are an additional field of information. You can set up locations to use in your PPS Appointments Diary. You can set up your diary for diary users/practitioners to be scheduled to work either in specific treatment rooms and/or locations on various days during the week. You do not have to use “Location” if you only work from one location. To set up locations, select from the PPS Menu: Tools – Look Up Tables, and select Location from the Appointments Diary Tables section. Here you can set up your various locations, and nominate a colour to each location to make each location clearly identifiable in the diary. Mandatory
Mandatory is the term used in PPS Custom Forms when a question included on the form must be answered. If you are setting up your own forms, you can decide if each question is mandatory or not. Modify
This is the term used throughout PPS to “change” any of your existing records. PPS has buttons on many screens with a <Modify> prompt. Clicking this button will normally take you onto a further screen that allows you to modify the selected details. For more information about modifying various types of record in PPS, see the “modify” entry under the various section of this help guide, for example Invoices – Modify, Appointments – Modify, etc. Notes
See: Client - Default Notes Entry PPS
PPS is the acronym for “Private Practice Software”. Printing
See: Print Time
See: Activities – Time; Appointments – Time
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