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The PPS Support Team will handle the process of moving your system data from your local machine onto the cloud-based PPS Online along with providing you with your new login details and also advise on how to access your PPS system setup from your chosen device which includes connections via a PC, Mac, Linux, iPhone, iPad, Android Tablet and so forth.
However you may need to pre-consider the following areas to ensure a smooth transaction from your local system to the cloud-based PPS Online system:
Before moving to PPS Online it is worth noting that any customised layouts that you have previously created which contain images such as your company logo need to have their image files located within the “PPSv4.0\PPS-Database\LiveData\InvoiceLayouts” prior to the data migration which is handled by the PPS Support Team.
It may be that you have a logo for your customised invoice layout and other templates located via the file path of “C:\Users\Name\Documents\companylogo.jpg” as an example. If your PC-based PPS system currently points towards a non-PPS pathway (“PPSv4.0\PPS-Database”) then this will need rectification.
Simply put - If your PPS Online system tries to point to this existing location it will produce a “file not found” error and then display a file location box as it simply does not know where the image exists anymore because it cannot access that location as it once could.
For further information on editing layouts including how you can add and edit customised images on your layout, please click the following link: http://www.ppssupport.com/kb/secure/layout-designer-76.html
For PPS Online users there is the additional option to use Microsoft Office or Kingsoft Office. Kingsoft Office is designed to work seamlessly with existing Microsoft-based documents and is offered as a cheaper alternative. Depending on which option you choose (if any!) then you will need to ensure that PPS knows which program you have chosen. To do this, you will need to go to your PPS Menu > Tools > Options > General System Options. In here within the ‘General’ tab, in the bottom right you can define which Office application PPS will be setup to use as default.
To use e-mail within PPS Online you will need to update your SMTP Server name to the IP address of “109.73.64.1”. The username/password tick box and entry boxes should be left empty. You will just need to ensure that your e-mail address and contact name boxes are filled in correctly.
Although we will now host your system entirely online the responsibility is still yours with regards to updating PPS and re-indexing your database. You can click on the following links to be take to the appropriate help guide:
Updating PPS: http://www.ppssupport.com/kb/article/updating-pps-including-sync-server-81.html
Re-indexing PPS: http://www.ppssupport.com/kb/secure/database-maintenance-16.html
Your PPS data is backed up daily via PPS online – however manual backups can still be made. If you wish to turn off the backup prompt on log-in and log-off you can do so by going to your PPS Menu > Tools > Options > General System Options. On the ‘General’ tab you need to select the number ‘0’ in the “prompt if last Backup is more than x days old” Auto-Prompts section. Add
Look this up under the type of new record you want to add – e.g. Client - Add or Appointment - Add Address
See: Client - Address Backup
A Back up is a simply a copy of your data. It is very important to back up your data. PPS provides you with an option to make a back up copy of your data. The back up of your data can be used in conjunction with the “Restore” option if your data ever needs to be restore after a computer failure. It is quick and easy to make a back up copy of your data. It is your responsibility to make a back up copy regularly – at least EVERY DAY - and store this AWAY FROM YOUR COMPUTER. To run the back up option in PPS, select from the PPS Menu: Tools – Back up. This screen has options to include data from the various folders as part of your PPS database. These include the main DATA folder, your Letters folder, Charts folder, etc. You can select to back up all of these folders, or as many as you want for each back up copy. Running the Back up option produces a single file – this is a ZIP file which is a common type of “compressed” file. You can select to encrypt the file which automatically issues a password with the file, so that the data contained within the file cannot be accessed except by the PPS restore program (this password is also specific to your own PPS system). You can select to copy the back up file to an external disk or drive. You can copy the back up directly to a CD provided that you have formatted the CD correctly first. To copy to a CD, you must use your CD Writer software to format the CD in such a way that you are able to simply “drag and drop” files in windows explorer (or my computer) directly onto the CD. Company
Company is the “company name” element of a Third Party contact (as opposed to contact name). Third-party Contacts are individuals or organisations that can be associated with clients, for example Insurance Companies. You are able to set up your profile of third-party contacts yourself using the option from the PPS Menu: Tools – Options, and selecting the Client Contacts tab. Each type of contact (there are 9 in total) can be referred to via contact name, and Company name. An example is a Law Firm, where Contact Name would be an individual lawyer or solicitor, and the company would be the law firm. Data
Data is a general term that refers to all your records. In computer terms, data is any piece of information that you can change, so this includes your normal records (client records, billing, appointments, etc.) and other information such as letter layouts, invoice templates and so on. PPS allows you to “back up” your data, which means to make a second copy of all your data. See: Back Up; Database for more details. Database
The PPS Database can be stored in a separate location on your computer/network from the main PPS application files. This would apply to a PPS installation on a network where the PPS Application files are installed onto each computer, and the database is located centrally on the network. There is the option to change the database location as part of the initial installation of PPS, and there is also a separate “database only” installation available if the database is to be installed onto a computer such as a server where PPS will not be used on that computer – servers often reside in a “back office” and are not used as a desktop computer. 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. Images
See: Charts; Document Library. 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. Letters
Letters are an activity type in PPS. You can select at any time to send a letter to either a client or a third-party. You can send a letter either by selecting from the PPS Menu: Activities – Send a Letter, or by selecting “Send a Letter” from the PPS Task Bar. In addition you can also select to send a letter as part of your clinical notes recording. When you send a letter, you have the choice of either selecting a standard letter from your list of standard PPS letters (see: Standard Letters), or by simply typing your letter using the PPS letter editor before printing and sending. Letters can either be sent now or scheduled to be sent in the future. If you are using Microsoft® Word to print your letters, then your list of standard letters (which can include very simple templates that simply have the client’s address/salutation details at the top) will include letters that you have set up in Word. If you are sending a letter as part of a Mail Merge output from a PPS Report, then this will be a PPS letter. To do a mail merge using a Word letter, you will have to produce a “File” output from the PPS mail merge output screen, and do the mail merge separately and completely in Word. 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. Log
See: Client Log. 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”. 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. Statement of Account
See: Accounts – Statement of Account
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