PPS v4.0.67 is currently available for general release; this guide will take you through updating your PPS system to the latest release as long as you are using v4.0 of the software and have a valid Support Contract.
PPS is designed for you to update the system yourself however it may be easier or more convenient for the PPS Support team to do it for you. We are able to do this for a one off fee, for multi site systems the charge is per site. Please call +44 (0) 845 0680 777 or email support@rushcliff.com
Please make sure that before you follow the below update process you have fully backed up your PPS system data. You can use the Backing Up article for assistance.
Note: This includes those using PPS with a call handling centre.
It is vital that you co-ordinate the update to all of your systems via your other sites and/or call handling bureau whilst PPS Sync Server is NOT running. The steps to follow are:
- Stop PPS Sync from running on all your systems.
- Update each of your PPS systems to the new version which will automatically update your PPS Sync Server application to the latest version as well.
- Confirm all locations have updated their system and re-indexed their database as described in the walk through below.
- Start PPS Sync on all systems.
If you are not able to update all of your systems at the same time then it is recommended that you wait until this is possible. If you are a PPS Sync user and you do not update all systems in a strict manner, this can result in system and version incompatibility which may result in data integrity issues.
If you are on version V4.0.49 or earlier then please contact the PPS Support team on +44 (0) 845 0680 777 and select option 2 as you will require our help with updating your system. At the time of publishing this article, this is a FOC service providing that you have a valid PPS Support Contract.
Note: If you are on PPS v4.55 or onwards then you can skip to step 'e' as any new updates to PPS will download automatically for you, and will wait to be installed when you are ready.
- Firstly you will need to navigate to your PPS Menu > Help > Check for Updates.
Note: If you are using PPS on a network, you can update from any PC. If you are prompted to enter an IP address, enter: "94.185.130.138,52112" then click OK.
- The following screen will now appear. This will tell you the version you are currently on, and which version you can update to. On the right hand side you should see the Download button if you have not already download the latest update – click this to start your download.
- You will now be presented with the above screen. Click on Download via HTTP to continue.
- A warning message will pop up explaining that once you click OK, to leave the PPS system alone until the pop up box shows below pops up.
- Once the above box pops up, click on OK.
- Please make sure all system users are logged out of PPS. Then click on Install.
- Then click on Yes to update.
- You will now be asked to confirm the update file and then click on Install.
- Click OK.
- The click on OK again. PPS will now shut down. PPS should now re-open at the login screen. If this doesn’t not happen after a few seconds then just open up PPS again in your usual manner.
- Once you are at the login screen, proceed to login and it will tell you that your PPS version is out of date - Click on Exit.
- The above box will pop up - Click on OK.
- You can now login to your PPS system. Once you do it will then perform database updates. Once done the pop up box shown below will appear.
- Click OK.
- Once you have logged in, if you navigate to your PPS Menu > Tools > Database Maintenance > Re index Data Files. Click on OK to re-index all files. You will then be asked if you wish to archive your older files. You can say No as this task is not essential to the update process and let it run through the re-index.
This concludes the PPS Update Help Guide
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. 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. EMail
E-Mails in PPS are part of the PPS Activities system. You can send E-Mails directly from within PPS. This is dependant upon your computer being configured to use Microsoft® Outlook or Outlook Express to send e-mails. To send an e-mail, either select from the PPS Menu: Activities – Send an E-Mail, or click on Send an E-Mail on the PPS Task Bar. You can also select the <New> button from the Activities List. The Send an E-Mail screen allows you to select either a client (the client you are currently working with is automatically selected) or a third party. You can type in the subject and body of the e-mail message, and you can attach a document to the e-mail. Like all PPS Activity records, the e-mail can be scheduled to send later if required by setting the due date/time.
See also: Client – E-Mail Address Maintenance
See: Database Maintenance. 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 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”. 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. Sync
See: PPS Sync Time
See: Activities – Time; Appointments – Time
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