 This list contains the templates that are used to print the invoices from PPS. They can be set up with a variety of invoice templates for different purposes – or typically for different invoice types such as client, insurance companies, clubs, etc.
PPS is supplied with a “Standard invoice layout” and "Standard Invoice Layout - No Payment Details" that cannot be changed; however users can make copies of the standard invoice layouts and change it to their own requirements, including using the logo button to insert a graphic or image for the heading of the layout.
It is worth noting that you will need to be careful of the type of changes that you make to the layout, as incorrect changes to the layout can cause the invoice print to fail. In this case you may have to revert back to the original layout and try making your changes again.
Change
See: Cash Desk; Modify 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. Invoice
An Invoice in PPS is an official bill that can be issued for payment by a client. In accounting terms an “Invoice” and “Receipt” is the same thing – a receipt is a printed copy of a “paid” invoice. The invoice has an invoice number and a date for tax purposes. PPS keeps a “ledger” of all invoices, and allows you to print an aged debtors report. An Invoice is formed from individual “line items” which in PPS are called Charges, so an invoice can only be raised after charges have been created. An invoice is “paid off” by recording a Payment and allocating the payment to the invoice. PPS is very flexible in terms of allowing either one charge, or an unlimited number of charges to appear on the invoice; also to allow either one payment to pay off one invoice, or one payment to pay off more than one invoice, or several payments to pay off one invoice. There are several ways to raise an invoice in PPS, some of these are fairly transparent in term of creating the charge, raising the invoice and recording the payment all in one step. Whichever method is used, PPS will always create proper Charge, Invoice and Payment records. 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. 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. Payment
A Payment in PPS is recorded when money is received from clients or third-parties. A payment must be allocated to an invoice – either immediately or in the future. If a payment is received in advance (a pre-payment) for consultations or treatment that has not yet been carried out, then the payment can be allocated to the invoice in the future when the invoice is raised. Payments are either recorded using a specific PPS screen to “record a payment”, or are automatically recorded when an invoice or charge is raised and “marked as paid”. If payments are received from third-parties, then these are recorded on the third-parties own accounts screen where the invoices to the third party will appear. If payments are received from clients, the these are recorded on the client’s own accounts screen. PPS
PPS is the acronym for “Private Practice Software”. 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. Revert
Some screens in PPS use a <Revert> button on the tool bar. This means that if you have made any changes to the details on this screen you can use the <Revert> button to cancel those changes and reset the screen back to the previously saved version of that record. 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. Set Up
See: Medical History – Setting Up; PPS – Setting Up; Custom Form – Maintenance; Users – Setting Up; Letterhead – Set Up Time
See: Activities – Time; Appointments – Time
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