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1.
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Select Tools -> Set up Medical History
The Medical History Set Up Screen allows you to enter your own unlimited set of questions.
A default set of questions is already included within the Medical History. You can add further questions, change existing questions, re-order them, delete and print them.
If you have deleted any questions and/or changed their order then the question numbers can be re-assigned by using the Tools -> Database Maintenance -> Re-index Data Files option.
Medical History questions and answers can also be used as part of your selection criteria when creating reports and mailings.
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2.
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Adding a new Medical History Question
Click <Add Question>. A new question row will appear beneath the existing list of questions.
Question
Here you enter the text of the question. This text will be displayed each time a Clients Medical History is selected.
Summary Answer and If
The Summary Answer is the text displayed in the Medical History summary from the Client Log screen. You choose which questions are shown and when. For example, only display summary text to question 1, 'Diabetic' if the answer is 'Yes'
Review
You can specify how many elapsed weeks are needed before reviewing each of the questions. Enter 0 if the question does not need to be reviewed.
Notes
Notes works in conjunction to the Summary Answer. Just Click in the box to note what questions will appear within the Medical History summary. You can also define the circumstance in which the summary will be displayed. (i.e. whether the answer is either 'Yes', 'No' or 'N/A'.)
Although you can change the Medical History question at anytime, existing Client Medical Histories are not updated.
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3.
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Deleting a Medical History Question
Highlight the question and click <Delete Question> you will then be prompted to confirm the deletion.
Answers made to the deleted question on existing client medical history questionnaires will then become redundant.
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4.
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Changing an existing Medical History Question
Simply click into the cell on the grid where you wish to modify the question details.
If any of the questions are changed, existing Medical Histories taken are Not updated.
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5.
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Re-ordering Medical History Questions
Highlight the question you wish to move and click either <Move Up> or <Move Down>.
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6.
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Printing a Medical History Questionnaire
Click <Print>. A new window will be displayed where you can enter your own heading before printing or previewing it.
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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 Change
See: Cash Desk; Modify 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! Criteria
See: Report Wizard - Criteria 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. 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. Grid
See: Client – Browse History
See: Medical History 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. Log
See: Client Log. Maintenance
See: Database Maintenance. 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. Move
See: Appointment - Move Notes
See: Client - Default Notes Entry Order
This term applies to the Order in which information is listed on the screen. Information in PPS is often listed in a “Grid” with rows and columns; you can often click on the column headings to change the order in which the information is displayed. There is also a Client Browse screen that includes an “order” selection to allow the client details to be displayed in a variety of orders such as Surname, etc. 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 Reports
PPS includes many different reports that you can run that present information accumulated from various parts of the system. There are two main reports options: Summaries and Statistics, and PPS Reports and Mail Merge. In addition to these two main options, there is a variety of other print-outs that you can produce from PPS that are not included in the category of reports. These include: Printing the Diary, Client Details, Medical History and Clinical Notes. You can access the PPS reports options from the PPS Menu: Reports. For more details about the Statistics & Summaries type reports, see: Statistics & Summaries. When you select the PPS Reports & Mail Merge option, a reports selection screen appears – this screen is divided into the various categories of reports that you can run. Most reports (certainly client-based reports) can also be used for mail merge purposes. Select a report from any of the categories and use either the Run option (see: Reports – Run) or the Open option (see: reports – Open). When you select Open, you will be guided through the Report Wizard (see: Report Wizard) to allow you to make your specific selections for the report before choosing a report output option (see: Reports – Report Output). See also: various entries in this reference guide under Reports for further details. For details of individual reports, see: the entry under the report name, for example Charges Report or Aged Debtors Report. 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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