Reindexing The Database

PPS has an option on the Tools menu for database maintenance. This includes a Re-index All Data Files option and an optional 'Audit Archive' option. The Re-Index option reorganizes your data files to ensure optimum speed of access to your records during normal PPS use.

This option also identifies and fixes a range of minor database corruptions that are sometimes caused by computer failures, power cuts, etc. The Archive option allows you to archive your older audit records on a month by month basis.

Audit
PPS maintains an audit of all updates made to the database in several key areas. As further developments take place to PPS, these areas will be expanded to include database updates in all areas of PPS. Currently, audit details are recorded for the following areas: Appointments, Client Details, Clinical Notes, and Activities. The audit details captured will allow the PPS system administrator to make audit enquiries to see which PPS user has carried out which updates to the database, and precisely when. This audit enquiry option will be available in the near future. In the meantime, support staff at PPS are able to extract all the required information from your audit should a serious need arise.

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.

Maintenance
See: Database Maintenance.

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

Sync
See: PPS Sync

Tools Menu
Options on the Tools menu are listed alphabetically in this reference guide under each Section e.g. Look Up Tables.