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Select Tools -> Appointment Diary Options -> General
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Default Appointment Duration
When setting up each individual’s diary, the default appointment duration will be used where no specific durations are set.
Daily List Refresh Rate
The Daily Appointments List (from the Appointments Menu) automatically refreshes with up-to-the-minute information on the days appointments: who has arrived, what charges have been raised, etc. This is especially useful where PPS is running on a network. The refresh rate determines the number of seconds that elapse before each refresh. The default setting is 60.
Diary Refresh Rate
The Appointments Diary can also automatically refresh. This means that in a network environment, if another user makes an appointment, it will automatically appear on your appointments diary. The default setting is 0 (never refresh).
Diary Day start and end times
These times are used to control the shaded unavailable areas on the diary and used to set up the default 5 day diary for new users.
Appointments with Clients not yet registered on PPS
By default the diary will allow you to make an appointment with a client not yet on your database. This is done by simply typing the name on the appointment rather than selecting an existing client. You can optionally select to not allow this to happen - always making sure that new clients are added to the system at the time the appointment is made. When this option is set, the appointments diary uses a smaller, briefer client entry screen to allow you to enter just the name, contact and address details of the client. The full client details can be entered later when the client arrives for their appointment.
Booking a new appointment for a different diary user
When Booking new appointments, and the diary user you are now booking for differs from the client's previous appointment, you can set PPS to give you a warning message. This can be useful if you prefer the same practitioner to always see the same clients.
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Address
See: Client - Address 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. Arrived
See: Appointment - Arrived 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! Daily Appointments List
The Daily Appointments List is a useful way of viewing all of today’s appointments (or appointments for a selected day) in a simple list. The list includes all of the basic appointment details (date, time, duration, client, etc.) as well as an indication of the appointment status (arrived, being seen, completed, DNA). In addition, you can also see if the appointment has been billed, and if clinical notes have been recorded. The Daily appointments list is accessed either from the PPS Menu: Appointments – Daily Appointments List, or by clicking Daily List on the PPS Task Bar. To change the date of the appointments displayed in the list, select a date from the calendar on the PPS Task Bar. You can also show the list for a selected practitioner only by selecting the required practitioner from the drop list in the top right corner of the screen. In addition to displaying appointments, the daily list will also show clinical notes records and billing details where these have been created and are not related to an appointment. The Daily List can be set to refresh automatically. This is useful when you are operating PPS on a network of more than one computer and another PPS use may be making updates to today’s details. To set the refresh interval, select from the PPS Menu: Tools – Appointments Diary Options, and set the Daily List Refresh Rate (leave the rate at zero for no refresh). 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. 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. Diary
See: Appointments Diary 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. Network
You can run PPS on your PC Local Area Network. If you need to run PPS across a “wide network” or across the internet, then you will need to talk to your PPS supplier for details of how to do this.
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If you would like to run PPS on your local network, then make sure that your PPS licence includes the appropriate number of “concurrent” users required (the number of users who can log into PPS at the same time). Extra concurrent licences can be purchased from your PPS Supplier. You are sent a new PPS Registration File each time you purchase more licences.
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In order to install PPS on a PC on your network, first make sure that the location that the main PPS database is installed is “shared” on the network, and allows “other users to update files”. Doing this ensures that the “network installation” of PPS can locate the database across the network and successfully log into the database.
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Also See: Installation New
Look up this under the type of new record – e.g. appointment - new 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. PPS
PPS is the acronym for “Private Practice Software”. 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. Refresh
See: Client Log - Refresh; Appointments Diary - Refresh; Daily Appointments List - Refresh; Accounts Screen - Refresh 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
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