PPS Reports


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.

Summary Reports

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.


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