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Appointments –> Appointments Diary or <Ctrl A> or Task Bar -> Appointments
The PPS Appointments Diary allows you to record all your client appointments, and manage your available appointment times. There are a variety of diary view styles to suit your needs including single day, whole week, single or multiple users.
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Select whether to print the diary by diary user or by location. Then select a specific diary user or location or leave blank to print all.
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Choose what information you wish to include for printing by clicking the appropriate tick boxes.
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Enter a date range and select to print the diary based on a 5, 6 or 7 day week.
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Select the print style. How many columns, portrait or landscape or a Month per page.
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Select All Diary Users for Each Day to print your diary users in turn for each day or select All days for each Diary User to print the whole selected date range for each Diary User.
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Choose whether to print just the booked appointments or all appointments.
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Finally you can enter your own heading for the report.
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When you have finished making your print selections you can preview the report, print it or export the information to an external file. For example: a text file, spreadsheet etc.
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Select the client by entering their surname and clicking <Search> or entering their client number.
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Select which appointments you wish to print: All Future, All Past, All or Between Selected Dates. You can also choose include DNA appointments.
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You can send the appointment list to the client by letter or e-mail by clicking <Letter/Email>. (See Activities -> Sending a Letter or Email)
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Finally you can enter your own heading for the report.
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When you have finished making your print selections you can preview the report, print it or export the information to an external file. For example: a text file, spreadsheet etc.
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Activities
Activities in PPS are a way of keeping a record of contacts, telephone calls, letters, etc. that you have with your Clients or Third-Party contacts. Activities can all have a specific PPS User, and Practitioner assigned to them, and can be scheduled for completion in the future or immediately. Activities appear in the Client Log for each client, as well as on the Activities List and the Task List. A System of colours is used to denote activities that are: Due – Green; Not yet due – Orange; Completed – Purple and Overdue (task list only) – Red.
See Also: Activities – Activity Types 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. Appointments Diary
The PPS Appointments Diary allows you to record your client appointments, and manage your available appointment times. There are a variety of diary view styles to suit your needs including single day, whole week, single or multiple users etc. You can access the PPS Appointments Diary from the PPS Menu: Appointments – Appointments Diary, or by pressing Ctrl-A on the Keyboard. You can also click on Appointments, or Diary on the Task Bar. The diary has a toolbar to give you access to common functions such as adding appointments, and when the diary is displayed, clicking on an item in the task bar, or selecting from the PPS menu will normally be related to the currently highlighted appointment. For example, if an appointment for Mrs Smith is highlighted, then clicking on the Accounts option on the task bar will show the accounts screen for Mrs Smith.
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A Practitioner on the PPS Appointments Diary is referred to as a “Diary User”. This is to allow the diary to be used by more people than just Practitioners in your practice. You can select to set up and use your diary either by Diary Users, or by Treatment Rooms – this can suit they way that you are used to booking your clients into the diary.
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See below for further detailed information relating to the various Appointments Diary functions in PPS. 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! Columns
See: Appointments Diary - Columns 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. EMail
E-Mails in PPS are part of the PPS Activities system. You can send E-Mails directly from within PPS. This is dependant upon your computer being configured to use Microsoft® Outlook or Outlook Express to send e-mails. To send an e-mail, either select from the PPS Menu: Activities – Send an E-Mail, or click on Send an E-Mail on the PPS Task Bar. You can also select the <New> button from the Activities List. The Send an E-Mail screen allows you to select either a client (the client you are currently working with is automatically selected) or a third party. You can type in the subject and body of the e-mail message, and you can attach a document to the e-mail. Like all PPS Activity records, the e-mail can be scheduled to send later if required by setting the due date/time.
See also: Client – E-Mail Address 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. 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. 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”. 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 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. Surname
See: Client - Surname Task Bar
The PPS Task Bar is a tool bar that is positioned down the left hand side of the main PPS screen. It contains a calendar that can be used to navigate the Diary and the Daily List, and has quick access to various parts of PPS via Icons, headings and Prompts that can be clicked with the mouse. If your screen resolution is too small, then the icons are removed and just the Headings and prompts remain. You can switch the task bar on and off by selecting from the PPS menu: View – Task Bar. Week
See: Appointments Diary – Setting Up
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