This guide will show you how to use PPS Remote to Book, Edit or Move an Appointment and Navigate your Diary.
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.
- Your PPS Remote user credentials should have been given to you, if not, contact your System Administrator.
- Go to http://www.rushcliff.com/ppsremote:
- Enter your User ID and Password and click Login.
- Click Book an Appointment from the Home page and then select your date range. For details of the dates that will be searched for Free Slots, hover over one of the links.
You will then be returned your Free Slots for your selected date range. By default, the Diary will display your results in a multi-column layout as shown below. You can change these settings by clicking Settings at the top of the Diary page.
- When your Free Slots have been returned, click through to select your Client.
Here you can search your Client database, select your Currently selected Client, select a Previous selection or re-run a Previous search.
- You are then given the opportunity to confirm this is the Client you wish to Book in. To confirm this, click Use this Client.
- The Appointment to Book is then displayed, along with the selected Client’s details. Here you can edit the Duration*, Appointment Type, Equipment, Location, Room and add some Notes. You can also change the Client if necessary.
Note: You can opt to allow Appointment Conflicts in your system settings, which means that any change to the Appointment Duration will be allowed. As default, an error will be returned if the new Duration conflicts with another Appointment.
- Once the details are correct, click Book. Your Diary screen will then be refreshed showing your newly booked Appointment.
- Open your Diary for the relevant date range, and then click to Edit the Appointment.
- You are then presented with the Edit Appointment screen where you can change the Duration, Location, Appointment Type, Equipment, Notes and Status. You can also Move the Appointment from this screen, or Book Another Appointment for this Client.
After the Appointment details, the Client details are displayed for reference.
Edit the Appointment details and then click Save.
- The details will then be saved and you will be notified.
- Follow the guide to Edit an Appointment up to step b., without modifying any details. Instead, click Move and then select your date range in the same way as booking a new Appointment.
Once you have found a suitable slot, confirm these new details on the Move Appointment screen and click Save.
- The Move will then be confirmed and the new Appointment Details screen will be displayed.
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. 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! 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. Diary
See: Appointments Diary Equipment
This is one of the PPS Look up Tables used on the appointments diary. You can assign equipment to an appointment. This is entered on the appointment details screen. Equipment is a look up table and you set up the entries yourself. This can be used to indicate if special practice equipment needs to be used for an appointment. To set up your standard list of equipment items by select from the PPS Menu: Tools – Look up Tables, and select Equipment from the Appointments Diary Tables section. You do not have to use the Equipment entry when booking appointments if you do not need to. 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. Move
See: Appointment - Move Notes
See: Client - Default Notes Entry Open
Some screens in PPS have an “Open” button on the toolbar, this is very similar to the Modify button as it will “open” the selected record for “modification”. PPS
PPS is the acronym for “Private Practice Software”. Room
See: Treatment Room 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.
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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. 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. Status
See: Client Status
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