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Select Tools -> Set Up Appointment Diaries
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A screen is displayed listing all the diary users that have been previously set up under the ‘Set Up System Users’ options in the Tools menu.
The grid is divided into individual weeks for each practitioner. The letters in each cell of the grid show which days of the week the contain appointments.
When you add a new diary user, they will set up with a 9 to 5 diary for the current week only.
You can navigate the weeks by selecting a different year and using the scroll bar at the bottom of the grid.
You can change the size of the grid by clicking the <Zoom In> and <Zoom Out> buttons.
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To modify a week, highlight the relevant cell and click <modify>. The Appointments Availability screen is displayed showing the available blocks of appointments for that week.
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Modifying an appointment block
You can alter the settings of each block by double clicking on it. The Set up Diary Slot window is displayed. You can assign a location if you have more than one clinic and a treatment room if you have more than one room in the same location. (Both clinic locations and treatment rooms require setting up prior to this. See Look-up Tables.)
You can add a description to the appointment block (again these require setting up within the Look-up tables first). For example you may wish to create separate Morning and Afternoon sessions or a session dedicated to new patients.
Set the start and end time of the appointment block and finally set the appointment duration. Leaving the appointment duration blank will pick up the default appointment duration.
Having separate appointment blocks is also useful if you have some set times where your appointments durations are different. Appointment times and durations can also be changed when making the appointment.
Deleting an appointment block
To delete an appointment block, double click it and then click <Delete>
Creating a new appointment block
To create a new appointment block, for example when creating morning and afternoon sessions, double click an empty area for that day. The Set Up Diary Slot window will be displayed. Click <Save> to save your settings.
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Adding further weeks
You have three ways of setting up other weeks for each practitioner.
Repeating the same week
You can repeat the current week by clicking <Repeat>. You will then have the option to repeat the week for a number of weeks in one go. If the practitioner works in a weekly rotation then you can choose the repeat the week every 2nd, 3rd or 4th week.
Copy and Pasting
You can ‘copy’ a specific week by highlighting it, clicking <Copy>, highlighting the new week and clicking ‘Paste’.
Manually Creating a new week
You can manually change a week by selecting it and clicking <Modify>.
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Add
Look this up under the type of new record you want to add – e.g. Client - Add or Appointment - Add 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. Change
See: Cash Desk; Modify 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. Create
See: Add; Charge – Create 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. Diary
See: Appointments Diary Grid
See: Client – Browse Letters
Letters are an activity type in PPS. You can select at any time to send a letter to either a client or a third-party. You can send a letter either by selecting from the PPS Menu: Activities – Send a Letter, or by selecting “Send a Letter” from the PPS Task Bar. In addition you can also select to send a letter as part of your clinical notes recording. When you send a letter, you have the choice of either selecting a standard letter from your list of standard PPS letters (see: Standard Letters), or by simply typing your letter using the PPS letter editor before printing and sending. Letters can either be sent now or scheduled to be sent in the future. If you are using Microsoft® Word to print your letters, then your list of standard letters (which can include very simple templates that simply have the client’s address/salutation details at the top) will include letters that you have set up in Word. If you are sending a letter as part of a Mail Merge output from a PPS Report, then this will be a PPS letter. To do a mail merge using a Word letter, you will have to produce a “File” output from the PPS mail merge output screen, and do the mail merge separately and completely in Word. 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. 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. 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. 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. Repeat
See: Appointment – Repeat; Diary Week – Repeat; Block Appointment - Repeat Room
See: Treatment Room 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 Time
See: Activities – Time; Appointments – Time Tools Menu
Options on the Tools menu are listed alphabetically in this reference guide under each Section e.g. Look Up Tables. Week
See: Appointments Diary – Setting Up
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