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Select Tools -> Look-up Tables -> Accounts Tables
To select the table, highlight it and click <Open>.
To createa new entry click <Add>.
To modifyan existing entry, highlight the entry you wish to modify and click <Modify>.
To deletean entry, highlight the entry you wish to delete and click <Delete>.
To exportyour look-up table/list, click <Export>. This is useful if you wish to print it.
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2.
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Standard Charges and Stock Items
This table is described earlier in this chapter.
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3.
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Payment Methods
This table is described earlier in this chapter.
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4.
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Practitioner Commission Rates
Commission rates can be applied to each combination of Practitioner and charge type. For example, the practitioner's commission for a consultation type charge may well be a lot higher than for a stock item type charge.
When creating a new commission rate you need to select the appropriate Practitioner, Charge Type and enter a percentage.
Practitioner commission rates default to the rate set up within user profiles if there are no specific entries within this table.
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5.
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Insurance Provider Codes
Each practitioner within the practice may have been allocated a provider code by a number of insurance companies. It maybe necessary to include this provider code on invoices and other correspondence.
When creating a new provider code select the appropriate Practitioner, insurance company and enter the code.
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6.
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Suppliers
Supplier Details are used with the Stock Controland Expenditure Management.
When creating a new supplier enter the name of the supplier, a unique id, the address, the tax code (VAT for this supplier), the tax registration number and expense type.
A unique id is required. For example: to distinguish between the same supplier at two different locations.
The expense type is used to categorise the item or items being purchased. For example: medical supplies, stationary etc.
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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 Address
See: Client - Address Charge
A charge is the first step for PPS billing. You have to create a charge before you can raise an invoice – a charge is a “line item” on an invoice. Charges can be either for various types of treatment, or for stock/sundry items you may sell. PPS has a “list of standard charges” that you set up yourself giving you quick access to your charges via a code, or description. There are several ways in PPS that you can create a charge, you can also skip very quickly from creating a charge to recording a payment and PPS creates the invoice for you as you go.
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You can create a charge in the following ways (which way you regularly use will depend upon the way that you prefer to use PPS): 1) from the PPS Menu: Accounts – Create a Charge; 2) from the PPS Taskbar click on Create a Charge (if you have the diary open then highlighting an appointment first will create the charge related to that appointment); 3) from the PPS Menu: Accounts – Charges List, and click the New button; 4) from the diary, highlight an appointment, right-click on the appointment and select the Client Charge option from the pop-up menu; 5) when completing a consultation record, the “consultation complete” screen allows you to create the charge; 6) when completing an appointment the “appointment complete” screen allows you to create the charge; 7) Cash Desk can be used to create charges. The first four options above will show the Client Charge screen. This allows you to select / enter all the appropriate charge details and save the charge, or go on to create an invoice for the charge. An invoice can contain more than one charge so you do not always want to create the invoice each time.
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Whenever creating a charge, you have the option to select who will be invoiced for the charge, this includes the Client, and any one of the Third-Part Contacts associated with the client. This is how to bill an insurance company directly, for example. If the client does not have a third party contact associated with them, then you can select one while creating the charge, and select to always associate this third-part with the client. This will update the third-party contact details for you on the Main Client Details screen. Code
See: Charge – Code; Diagnosis Code; Outcome Code Commission
You can set up various commission rates for your practitioners, if they earn different levels of commission for different types of treatments or stock items. You List of Standard Charges and Stock Items in PPS can be grouped into different “types” – this entry is available on the Standard Charges and Stock Items Look up Table. You can set up different commission rates for each Practitioner / Type combination. The Practitioner Commission Rates is a Look up Table where you can set up your various rates. The Practitioner Commission Report then uses these commission rates against all charges that have been created to show the commission due in any given period. See: Practitioner Commission Report for more details. Company
Company is the “company name” element of a Third Party contact (as opposed to contact name). Third-party Contacts are individuals or organisations that can be associated with clients, for example Insurance Companies. You are able to set up your profile of third-party contacts yourself using the option from the PPS Menu: Tools – Options, and selecting the Client Contacts tab. Each type of contact (there are 9 in total) can be referred to via contact name, and Company name. An example is a Law Firm, where Contact Name would be an individual lawyer or solicitor, and the company would be the law firm. Consultation
PPS uses the term “consultation” to define each time you see a client, whether or not it is an initial session, or a follow up one. PPS has a clinical notes system that allows you to record Consultation notes each time you see a client, and these are all part of a Treatment Episode. If you see a client once, and their treatment is completed in one consultation, then the Treatment Episode will only have one consultation. If, alternatively, you see a client six times before the treatment for the presenting problem is complete, then the “one” treatment episode will have “six” consultations. To access the clinical notes system in PPS, either select from the PPS Menu: Client – Consultation, or click Consultation on the PPS Task bar. You can select an appointment, or client record first if required to give immediate access to the consultation screen for that client. 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. 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. Expenditure
See: Practice Expenditure report; PPS Expense Include
This is a term used in the PPS Reports Wizard – on step 3 of the selections for your report. On most reports you can select to “include” a selection of details on the printed report. You can un-tick any items that you do not want to include. The “Include” options only apply when the report is printed or previewed – if you are exporting the report to a file or mail merge, then the “include” options do not apply. Insurance Provider Codes
When you bill insurance companies directly, most insurance companies give you a “provider code” that must be quoted on the invoice. This can be particular to a single practitioner, or to your practice. PPS allows you to set up insurance provider codes. These are done by selecting from the PPS Menu: Tools – Look Up Tables, and selecting “Insurance Provider Codes” from the “Accounts tables” section. You can add a provider code entry per practitioner/insurance company combination. If you have been allocated a practice-wide provider code from an insurance company, then add the same provider code for each of your practitioners for that insurance company. The insurance company must be set up first in your list of third-party contacts. To ensure that the provider code is included on the printed invoice, select from the PPS Menu: Tools – Invoice Options and select “insurance Company Invoices” from the list, then make sure that “Provider Code” is selected. 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. Open
Some screens in PPS have an “Open” button on the toolbar, this is very similar to the Modify button as it will “open” the selected record for “modification”. Payment
A Payment in PPS is recorded when money is received from clients or third-parties. A payment must be allocated to an invoice – either immediately or in the future. If a payment is received in advance (a pre-payment) for consultations or treatment that has not yet been carried out, then the payment can be allocated to the invoice in the future when the invoice is raised. Payments are either recorded using a specific PPS screen to “record a payment”, or are automatically recorded when an invoice or charge is raised and “marked as paid”. If payments are received from third-parties, then these are recorded on the third-parties own accounts screen where the invoices to the third party will appear. If payments are received from clients, the these are recorded on the client’s own accounts screen. 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. 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. Registration
See Also : PPS Registration; Client – Registration 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 Stock Control
PPS Includes a simple form of stock control. You can select that any of your list of standard charges is a stock item, and enter a stock amount, minimum quantity, re-order quantity and supplier. Each time a charge is created for a stock item, the stock is reduced by the quantity created with the charge. PPS does not automatically alert you when stock levels are low - you can however run a stock levels report to give an indication of current stock levels. The report can be produced just for those stock items that are now at or below minimum level. To set up stock items, see: Standard Charges and Stock Items. To run the Stock Levels Report, see: Stock Levels Report. Suppliers
PPS Expense is an additional PPS Module that allows you to record details of practice expenditure. As part of these records, you can also set up your list of suppliers. Suppliers are also optionally used when setting up your standard Stock Items. To set up your list of suppliers, you can either enter a new supplier as you are entering a new expense record for a supplier you have not used before, or you can set up suppliers by selecting from the PPS Menu: Tools – Look up Tables, and selecting “Supplier” from the Accounts Tables section. User Profiles
User Profiles describes information about each PPS user. This is any person who either needs to log in to PPS or is a practitioner in your clinic, or has a diary. For more details about User Profiles, see: Users – Setting Up.
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