PPS Remote Clients

If you are a PPS Online user or have a hosted PPS Remote system then skip the pre-requisites.

Pre-requisites to this guide are that the PPSv4 Polling Station program is running – this runs in the system tray, a small Rushcliff ‘r’ circular logo. If the Polling Station doesn’t appear to be running then it can be launched from the Start menu or directly from the PPS-Database folder – pps4-polling-station.exe.

Step 1. Log in to PPS Remote

1. Your PPS Remote user credentials should have been given to you, if not, contact your System Administrator.


2. Go to http://www.rushcliff.com/ppsremote:








3. Enter your User ID and Password and click Login.

Search Clients

To search Clients in PPS Remote:

1. Click Clients from the top menu or the Home page.







2. Enter your search query – this must be two characters or more and can be in the form “Surname Firstname” – so a valid query to search for Jack Johnson could be “johns ja” – and click Search.



3. Your search results will then be displayed showing the most relevant records first, with the matched text highlighted in bold.






From here, you can Book a new Appointment for one of the search results by clicking the Client’s name, Edit the Client by clicking the pencil icon or Add a new Client by clicking the + at the end of the Search results.

This screen will also keep details of the Currently selected Client, Previous selections and Previous searches. You can then click for details of any of these Clients or re-run a Previous search.


4. If you click through to view/edit a Client’s details, you can make any necessary changes and then click Save:

Add a New Client

To add a new Client in PPS Remote:

1. On the Clients page click + to the left of the search box - or at the bottom of search results.






You should then fill in as many Client details as you wish – only the Surname field is mandatory – and click Save.






2. The system will then return the saved Client details. The newly added Client is then set as your Current Client and you can view all appointments for this Client or Book a new one.

Add
Look this up under the type of new record you want to add – e.g. Client - Add or Appointment - Add

Administrator
See: System Administrator

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.

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!

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.

Form
See: Custom Form

Log
See: Client Log.

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.

PPS
PPS is the acronym for “Private Practice Software”.

Save
PPS Uses a <Save> button on many screens. This will save the updates that you have made to this screen and store them permanently in your database. One some screens the <Save> button will also close the screen.

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. --br-- 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.

Surname
See: Client - Surname