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Setting up Appointment Diaries
The Appointments Diary Setup screen displays each PPS System User that is enabled for appointments diary availability on the leftmost column. Each corresponding column shows every week of the year displaying the first letter of each days name as an indicator that a specific practitioner or room is available on that day of that week.
Creating availability times is done by choosing to either adopt the diary user preference or the room preference firstly, then selecting and modifying a specific week by clicking ‘Modify’ or double clicking the free slot itself.
Each slot dictates a week on the appointments diary, which can be modified, deleted and repeated. To repeat a certain week for use with another diary user or room, the ‘Copy’ and ‘Paste’ buttons may be used.
Depending on the quantity of slots booked in, and the amount of rooms or users, the Zoom In and Zoom Out buttons can be used to provide a broader perspective of the setup.
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. 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. Diary
See: Appointments Diary Free Slot
See: Free Appointment 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”. 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. Quantity
When creating a charges record, or using PPS Cash Desk, you can enter a quantity with your charge details. Use this if you need to create a charge for more than one of the same item. The Quantity entry appears on the “Create a Charge” screen. On PPS Cash desk you can use the <Quantity>button for any charge item. To use a quantity of more than one, first enter the quantity, then press the quantity button, then enter the charge code. Other parts of PPS that create charges such as the Appointment Complete screen or the Consultation Complete screen always use a quantity of 1. this cannot be changed on these screens. Repeat
See: Appointment – Repeat; Diary Week – Repeat; Block Appointment - Repeat Room
See: Treatment Room Week
See: Appointments Diary – Setting Up
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