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PPS includes many different reports that any user can run that present information accumulated from various parts of the system. There is a variety of other print-outs that you can produce from PPS that are not included in the category of reports. These include: Printing the Diary, Client Details, Medical History and Clinical Notes. When you select the PPS Reports & Mail Merge option, a reports selection screen appears – this screen is divided into the various categories of reports that you can run. Most reports can also be used for mail merge purposes. Select a report from any of the categories and use either the ‘Run’ option or the ‘Open’. When you select Open, you will be guided through the Report to allow you to make your specific selections for the report before choosing a report output option.
Report Wizard
The PPS Report Wizard guides the current user through their selections for all PPS reports. The report wizard screen can be accessed from any of the reports available on the PPS reports selection the screen has five “tabs” along the top – these are the “five steps” of selections that you can make. Not all reports show all five steps, when one of the steps is not applicable it will be low-lighted – The five steps are: Select, Date range, Breakdown, Criteria and Print/Preview Options.
Report Wizard - Select
On the Report Wizard screen, the Select step allows the user to select which records to select for the report. This varies per report but can include a practitioner selection to run the report for one practitioner only, or to select only to include “non-invoiced charges” for example.
Report Wizard - Date Range
On the Report Wizard screen, the Date Range step allows the user to select a “start” and “end” date for the report. This page does include some “popular” date selections such as “last month” where clicking this will insert the correct date range. On some reports the user can also select where there is a choice of dates to apply your date range to, for example apply to “date paid” or “date invoiced”.
Report Wizard - Breakdown
On the Report Wizard screen, the Breakdown step allows the user to determine if/how the report results are broken down into groups. There is a wide range of breakdown options available suited to each report. Each breakdown selection will include its own sub-totals. When a user breaks down by more than one field, then the results are “nested” – for example if they choose to breakdown the results by Month then by Practitioner, they will see a sub-total for each practitioner for each month, whereas if they choose to breakdown the results by Practitioner then by Month, they will see a sub-total for each month for each Practitioner.
Report Wizard - Criteria
On the Report Wizard screen, the Criteria step allows the user to specify further criteria to restrict which records are included in their report. There is a wide range of criteria available suited to each report. Select a criteria field, then a condition, then (if appropriate) a value – for example to limit a report to clients of a certain age, select Age, is equal to, 40. To process an age range, make two criteria entries where the first condition is equal to or greater than and the second is equal to or less than. The two entries will combine to give the criteria for their report thus: Age is Equal to or greater than 40, and Age is Equal to or less than 50. This will include only clients who are between 40 and 50 in your report. When using more than one criteria, as in this example, you can use either AND or OR to join the two criteria together. You must be careful when using OR – in the above example if you used OR then all your clients would fall into one category OR the other, as everyone is either above 40 OR below 50...
Report Wizard – Print/Preview Options
This is where you can enter your own heading for the report and select relative fields to be included in the output.
Report Wizard - Adding to Favourites
If the current PPS user has made their selections in the report wizard for a report that they would like to run regularly, then they can use the ‘Add to Favourites’ button on the report wizard screen, and save this report including all of their selections to the list of Favourite reports. Once the report is added to their favourites, they can run the report from the Favourites section of the PPS Reports screen. If you use the ‘Open’ button to run the report, then any changes you make to the criteria for the report can be updated on your favourites list using the ‘Update Favourites’ button which is displayed in place of the ‘Add to Favourites’ button.
If your report is a particularly delicate one, you can restrict which PPS users it will be available to when adding to favourites by using the ‘Available to…’ selection.
Reports - Report Output
Each time a PPS user runs a report, they are presented with a selection of Output Options: Print, Preview, Mail Merge, To File and Close. The Print and Preview options show the report results in a pre-formatted layout designed to present the information in a suitable way based upon which report they are running. The preview option allows a user to view the printed report on screen – they can use this to check through the report first (and check to see how many pages the report is) before printing. It may be the case that simply previewing the report gives them the information you need without the need to waste paper by printing the report to the printer. The Mail Merge output option takes you to a Mail Merge Output screen where a user can select further output options for your mail. The “To File” option allows the user to copy the report results to a file. This file can be in a variety of formats including CSV or Tab Text, or Excel. When they have saved the file, they can open the file using another application such as Excel to view the results in more detail.
Custom Reports
Custom Reports are special reports that the Software Development Team can build to your requirements. If you would like to add reports into this section then please contact your Sales team to discuss.
The summary reports allow you to produce summaries of your database from a wide range of categories and breakdown options.
Report Wizard - Select
When you run the summary reports wizard, the reports selection screen appears which includes a lot more options than in other reports wizards. In this screen, you should select what you want to summarise in your report.
Example: If you want to see how many appointments which have been kept Vs. DNA, you would select the ‘appointments’ and ‘DNAs’ fields.
Report Wizard – Breakdown
Here you can break your results down by up to three categories. This will then group your results by the category stipulated.
Example: You could break your Appointments Kept Vs. DNA report down by diary user, to filter on the DNA rate by each practitioner.
Report Wizard – Category
The category option means you can restrict your report to view results relative to the chosen categories.
Example: Limit your report to view records only relative to a particular practitioner, diary user or department.
Report Wizard – Criteria
Use this tab to specify more precise criteria for your report. By using the criteria function, you can produce a much more defined summary report.
Example: If you only want to see appointments for male patients aged over 40, you would choose the ‘Age’ (field) ‘Equal to or greater than’ (condition) ’40’ (value) and ‘Sex’ (field) is ‘Male’ (condition).
Report Wizard – Date Range
Just as the category tab, you can restrict your results to view records which fall only in a particular date range.
Example: Select ‘today’ to view all appointments which were kept or cancelled restricted by today.
Report Results & Output Options
Clicking finish will produce a table with your data in. You will notice this is different to the output screen produced on the regular report wizard. This is because you can then see the information which your results are based on (such as the appointments which are included in your report) by double-clicking or pressing the ‘All Data’ button. You can also print these results or export them to Excel. Add
Look this up under the type of new record you want to add – e.g. Client - Add or Appointment - Add Breakdown
This is a term used on all PPS Reports. When you run a report, you can select to breakdown the results into groups or categories. Most PPS reports allow you to breakdown to two levels. The breakdown category will have it’s own heading and sub-totals on the report. For example, if you select to breakdown your report by Practitioner, then each practitioner will have their own heading on the report, with the report results shown for that practitioner underneath the heading. At the end of the report results for that Practitioner, there will be a sub-total line showing totals for that Practitioner. Typically an accounts/revenue report could be broken down by Month then Practitioner. This means that each Month will have its own section on the report (and its own sub-total line) and then within each month, the report will show one section per practitioner. Using a breakdown on most reports is optional. 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! Clinical Notes
The Clinical Notes facility in PPS is available in the “Professional” version of PPS. This includes screens to record your Clinical Notes, manage Treatment Episodes, complete specific forms (Custom Forms) including body charts and your own questionnaires, etc. All Clinical Notes are structured into the framework of Treatment Episodes. Although some of you may be used to slightly different terminology, PPS uses “Treatment Episode” to define a specific course of treatment for a specific condition, and “Consultation” as the individual treatment sessions/consultations. Therefore each time you see a client – whether or not it is an initial consultation/assessment or a follow up treatment – this is known as a “Consultation”. You can have more than one current Treatment Episode per client if required. When you select to record clinical notes, PPS checks to see if there are any current (not completed) Treatment Episodes for the client. If there is more than one, you can choose which one to record your consultation notes for. Otherwise a new Treatment Episode will be started, and this consultation will be consultation number one for the new Treatment Episode. When you complete the consultation, you can enter set up the full details of the Treatment Episode including the name, number of consultations required, diagnosis details etc. See: Treatment Episode for more details. For more detailed information about recording clinical notes and consultations, see: various entries under Consultation and Custom Forms. Copy
When entering text into any field, you can highlight the text and use the standard Windows™ “Copy” option to place the text on the Windows clipboard. You can then paste the text back into any similar field. See also: Appointment – Copy. Criteria
See: Report Wizard - Criteria 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. Diary
See: Appointments Diary DNA
PPS uses the acronym DNA (did not attend) as a generic term for all appointments where the client did not attend. Some of you may only be used to using the term DNA for certain types of “failures to attend” but PPS uses DNA for all types. You can mark an appointment as DNA on the diary. This then allows several further options: You can allocate a Reason for Non-attendance, create a charge for the non-attendance, and select to Re-Open the appointment slot. For more details, see: Appointment – DNA. FavouritesPPS offers a wide variety of reports for which you can select a broad range of selections, criteria and breakdown options. You have the option of adding any report, including your selections, criteria and breakdown options to a list of Favourites. To access your favourite reports, these are displayed alongside all other PPS reports and are accessed from the PPS Menu: Reports – PPS Reports & Mail Merge. This screen has a “favourites” section in the bottom right corner. To add a report to your favourites list, simply select any report from any section, and select the <Open> button for that section. The PPS Report Wizard screen appears allowing you to make your selections for the report – this screen has an <Add to Favourites> button (if you open one of your current favourite reports, the button prompt is <Update Favourites>). When you add a report to your favourites, you can add a Title and Description that will appear on the main PPS Reports menu screen. All your selections for the report are saved so that each time you run the report you do not have to make all your selections again. History
See: Medical History Include
This is a term used in the PPS Reports Wizard – on step 3 of the selections for your report. On most reports you can select to “include” a selection of details on the printed report. You can un-tick any items that you do not want to include. The “Include” options only apply when the report is printed or previewed – if you are exporting the report to a file or mail merge, then the “include” options do not apply. 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. Mail Merge
A mail merge is when you want to send a standard letter to several of, or all your clients in one go. You can produce a Mail Merge in PPS using PPS Reports. Most PPS reports have Mail Merge as one of the output options. As an example, you can use the Client List Report to produce a mail merge. This means that instead of printing your list of clients, the same list is used as the names/addresses list to merge with a standard letter to send to each client included on the report. This gives you great flexibility for producing mail merges, as it means that you can manipulate the selections and criteria for your report first to produce a very precise list of clients to be included in the mail merge. For example, you can select to write to clients you have recorded as having a certain pre-existing condition such as diabetes, or all Female clients within a certain age range and so on, giving you great opportunities to send fairly specific targeted mailings to chosen groups of your clients. You can also use the mail merge feature to send bulk e-mails to your clients using the same mail merge options. To produce a mail merge, select from the PPS Menu: Reports – PPS Reports & Mail Merge, then select a report to run that will give you the results you need for your mail merge, for example Client List report. Use the report wizard to make any specific selections for your report, for example “clients who you last saw more than six months ago” can be selected using “Last occurrence” on step 1, and a date range of “From” date=blank and “To” date = the date as of six months ago. When you have finished your selections, click <Finish>, then on the Report Output screen click <Mail Merge>. Then on the Mail Merge output screen you have the option to either select Letters & E-Mail where you can use the PPS Letter editor to send a standard PPS letter to your clients included in the report, or select to produce a File which you can use with another mail merge program such as Microsoft Word. Alternatively, you can use Labels to prepare a mailing label for each client in your list also. 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”. 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”. Practitioner
A practitioner in PPS is a system user. To add a practitioner to PPS, you need to add a new system user, and indicate that they are a practitioner as part of their user details. When a user is a practitioner, they appear on the list of practitioners to select to allocate to most PPS records. PPS allocates a practitioner to most types of records so that you can see which practitioner is responsible for that record, also you can break down most report in PPS by practitioner. Preview
See: Reports – Report Output 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. Printing
See: Print Report Output
See: Reports – Report Output Report WizardThe PPS Report Wizard guides you through your selections for all PPS reports. The report wizard screen can be accessed from any of the reports available on the PPS reports selection screen – from the PPS Menu: Reports – PPS Reports & Mail Merge. Select any report from any section and click <Open> - this shows the Report Wizard screen. The screen has five “tabs” along the top – these are the “five steps” of selections that you can make. Not all reports show all five steps, when one of the steps is not applicable it will be low-lighted – the screen will show step n of 4 instead n of 5. The five steps are: Select, Date range, Include, Breakdown, and Criteria – see: entries in this reference guide for each of these selections for more details, for example: Report Wizard – Date Range. When you have finished your selections in the report wizard, you can use the <Finish> button to proceed to the report output screen, or use the <Add to Favourites> button to add this report, including all your report wizard selections to your Favourites list. Reports
PPS includes many different reports that you can run that present information accumulated from various parts of the system. There are two main reports options: Summaries and Statistics, and PPS Reports and Mail Merge. In addition to these two main options, there is a variety of other print-outs that you can produce from PPS that are not included in the category of reports. These include: Printing the Diary, Client Details, Medical History and Clinical Notes. You can access the PPS reports options from the PPS Menu: Reports. For more details about the Statistics & Summaries type reports, see: Statistics & Summaries. When you select the PPS Reports & Mail Merge option, a reports selection screen appears – this screen is divided into the various categories of reports that you can run. Most reports (certainly client-based reports) can also be used for mail merge purposes. Select a report from any of the categories and use either the Run option (see: Reports – Run) or the Open option (see: reports – Open). When you select Open, you will be guided through the Report Wizard (see: Report Wizard) to allow you to make your specific selections for the report before choosing a report output option (see: Reports – Report Output). See also: various entries in this reference guide under Reports for further details. For details of individual reports, see: the entry under the report name, for example Charges Report or Aged Debtors Report. 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. 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. Summaries
See: Statistics & Summaries Time
See: Activities – Time; Appointments – Time
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