This guide will show you how to Add, Modify, Delete and re-Synchronise PPS Remote users from within PPS.
Pre-requisites to this guide are that you have a registered PPS Remote System and that you have updated to at least version v4.0.5425 of PPS.
The users you intend to create Remote usernames for need to be added as PPS System users. Tools > Setup Sytem Users > Add.
To access the Remote Admin screen, go to Tools > Remote Admin from the main menu in PPS.
Only the System Administrator is able to Add or Delete users or re-Synchronise the User details.
Individual Users are able to view their own current status (Active or Locked) and also able to Unlock their own accounts – after too many failed login attempts – and change their password.
- To Add PPS Remote Users, click New.
- Select the User to Add from your list of PPS Users, enter a suitable Remote User Name and select the User's Timezone. The Remote User Name will need to be unique. Then click Save.
- You will then be prompted to enter and confirm a password for this User – this can be changed at a later stage by the User through this screen in PPS, or online by going to Settings > Change Password when they are logged in.
- You will then see the newly added User in your list of PPS Remote Users on the main screen. From here, you can Modify or Delete the currently selected User.
The number of Users logins you have available is based on how many Users who are set to have Remote Access. You can set up as many Users as you wish and then alternate who has access at any one time.
- To Modify a PPS Remote User, select the User from the list of Users and click Modify. As the System Administrator you are then able to give or remove access to the Remote System and also change various settings.
- From here, you can change the User’s password (click Change Password) or view additional details (click > Details). The Details section also includes Statistics to do with this User’s online activity.
- To Delete a PPS Remote User, select the User from the list of Users and click Delete.
This process will not delete the User from your PPS user list, but will simply remove their PPS Remote details. If they had Remote Access, this login will become available again after the deletion.
- The LED icon to the left of the PPS Remote User ID notifies the System Administrator if they need to re-synchronise the User details. If any of the LEDs display in red, click Sync Remote Users and confirm.
This process replaces all PPS Remote User details in your local User table with the details held in the online PPS Remote table.
You may need to do this if you lose your PPS data for any reason.
Accounts
The PPS Accounts system includes facilities for you to bill your clients, or third parties, record payments received, and manage all invoices that are overdue for payment. In addition, PPS also offers an additional module called PPS Expense that can be used to record details of practice expenditure. The Accounts system in PPS is not designed to be a full accounts system with ledgers, balance sheets, etc. but it can be used to supply revenue and expenditure information directly to another accounts system by way of exporting the information through reports.
PPS Accounts billing is structured into three areas: Charges, Invoices and Payments. Firstly Charges must be created, then an invoice produced, then a payment recorded. A Charge, or charges simply become “line items” on an invoice, and a payment recorded is “allocated” to the invoice. PPS is flexible enough to accommodate all requirements for practice billing including third-party billing, split billing (between client and third party), recording several payments against one invoice, or recording one payment against several invoices. There are various points throughout PPS that enable charges to be quickly created and “paid off” in one step. This single step still produces the correct Charge, Invoice and Payment records. 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 Change
See: Cash Desk; Modify Create
See: Add; Charge – Create 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. Delete
Delete is the term used to remove any record or file in PPS. Most “data entry” type screens will include a Delete button on the toolbar. You can use this button to delete the currently displayed record. There are various restrictions placed on deleting records in certain parts of the system. For example you cannot delete a client record if accounts records exist for that client. The System Administrator can also decide which PPS Users are allowed to delete which type of records. This is set up as part of the User Profile for each user – see: Access Control for more details. 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. 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. Modify
This is the term used throughout PPS to “change” any of your existing records. PPS has buttons on many screens with a <Modify> prompt. Clicking this button will normally take you onto a further screen that allows you to modify the selected details. For more information about modifying various types of record in PPS, see the “modify” entry under the various section of this help guide, for example Invoices – Modify, Appointments – Modify, etc. PPS
PPS is the acronym for “Private Practice Software”. 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. Set Up
See: Medical History – Setting Up; PPS – Setting Up; Custom Form – Maintenance; Users – Setting Up; Letterhead – Set Up Statistics
See: Statistics & Summaries; Reports – Statistics Reports Status
See: Client Status Sync
See: PPS Sync Time
See: Activities – Time; Appointments – Time
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