System User Details
To set up PPS Users the current user must first be Logged In to PPS as the System Administrator. This shows a list of current users which can modified or deleted, with the ability to create new PPS users.
When adding or modifying a user, this will then open up the User Profile screen where the System Administrator can enter details about the user. The screen has 5 main sections.
Section 1 is the User’s full name, their Title (can be used when sending letters or printing invoices etc.), discipline (this can be used as part of the report criteria which is useful if a clinic supports several disciplines), Register No. (can be used to print on invoices).
Section 2 is used to determine if the user is a Practitioner, and if they have an appointments diary – not all users may be practitioners, nor have an appointments diary – a receptionist for example. You can also set up a commission rate that the practitioner receives. This commission rate can be superseded by entries in the Practitioner Commission Rates tables.
Section 3 sets up their log in ID and password, plus how often this user should be forced to change their password.
Section 4 sets how often PPS automatically checks for messages/activities for this user when they are logged in.
Section 5 controls the Access settings for the user. When clicking on the Access Settings button, the access settings screen is displayed to allow the System Administrator to select which parts of PPS this user has access to.
System Administrator
The System Administrator in PPS is the “prime” user – normally the first user who installed the software – and is responsible for setting up each of the other required PPS Users, including setting up which parts of PPS each user has access to. The system administrator automatically has full access to all parts of PPS, including clinical notes that have been “made private” by other practitioners.
You should never forget the Log In details for the system administrator, as you need these to be able to change the log in details for all your other PPS users. Keep the log in details stored somewhere safe in case you forget them!
Activities
Activities in PPS are a way of keeping a record of contacts, telephone calls, letters, etc. that you have with your Clients or Third-Party contacts. Activities can all have a specific PPS User, and Practitioner assigned to them, and can be scheduled for completion in the future or immediately. Activities appear in the Client Log for each client, as well as on the Activities List and the Task List. A System of colours is used to denote activities that are: Due – Green; Not yet due – Orange; Completed – Purple and Overdue (task list only) – Red.
See Also: Activities – Activity Types Administrator
See: System Administrator 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. Change
See: Cash Desk; Modify Clinical Notes
The Clinical Notes facility in PPS is available in the “Professional” version of PPS. This includes screens to record your Clinical Notes, manage Treatment Episodes, complete specific forms (Custom Forms) including body charts and your own questionnaires, etc. All Clinical Notes are structured into the framework of Treatment Episodes. Although some of you may be used to slightly different terminology, PPS uses “Treatment Episode” to define a specific course of treatment for a specific condition, and “Consultation” as the individual treatment sessions/consultations. Therefore each time you see a client – whether or not it is an initial consultation/assessment or a follow up treatment – this is known as a “Consultation”. You can have more than one current Treatment Episode per client if required. When you select to record clinical notes, PPS checks to see if there are any current (not completed) Treatment Episodes for the client. If there is more than one, you can choose which one to record your consultation notes for. Otherwise a new Treatment Episode will be started, and this consultation will be consultation number one for the new Treatment Episode. When you complete the consultation, you can enter set up the full details of the Treatment Episode including the name, number of consultations required, diagnosis details etc. See: Treatment Episode for more details. For more detailed information about recording clinical notes and consultations, see: various entries under Consultation and Custom Forms. 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. Create
See: Add; Charge – Create Criteria
See: Report Wizard - Criteria 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 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. 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. Notes
See: Client - Default Notes Entry 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”. 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. 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 Private
See: Clinical Notes – Public/Private; Custom Forms – Public Private Profile
The Main Client Details screen in PPS includes a “Profile” section. This is where you store specific information about each client including their “source of introduction” and “occupation”. You can set up your own profile details. This allows you to specify your own field headings which suit the type of details you need to store suitable to your business area. To set up the client profile fields select from the PPS Menu: Tools – Options, and select the Custom Client Fields tab. see: Options – Custom Client Fields for more details. 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
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