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These release notes are for information purposes only - All details shown below describe changes made after the PPS v4.0.63 release. All PPS Support Contract Holders are able to download and install the latest version of the software. If you wish to upgrade your software package and you do not have a Support Contract then please contact the Sales Department on 0845 0680 777 and choose Option 1.
Charges / Invoicing
Checks made when billing third parties include making sure that the third party being billed is staill associated with the client. Where this is not the case on the Appointment / Consultation Complete screen, a warning is being displayed but is allowing you to create the charge/invoice anyway. This has been changed so that you are no longer able to raise the charge to a third party which is no longer assoicated with the client.
Payments
Recording Payments - increased the space available for entering the payment amount on the "record payment" screen to allow for larger payments to be visible when typing in.
Activity Templates
When a document attachment is selected against an E-Mail Template, the document is now being attached to the email correctly when the template is used for automated reminders such as appointment reminders and follow-ups.
E-Mail
When sending an email to a Third Party. The email addresses available (and pre-selected) now include the third party "CC" email address.
Letters
Re-printing a copy of an existing letter using KingSoft Writer. If you use the Print button from the Send a Letter screen to print an existing letter this causes an error. This has been corrected.
If you do not have or use Microsoft Office, or KingSoft Office on your PC, you can now retrieve and open a letter previously created in Office using a nominated "Viewer" installed on your PC. To do this, open an existing letter from the Client Log screen and select the Open button. This will initially attempt to launch MS Office or Kingsoft Office and if this fails will using your Windows (or PPS Document Library) default application for .DOC or .DOCX files.
Merge Fields
New Merge Field available to allow access to the Charge Code associated with an appointment. The 3 merge fields available are <<NEXTAPPTTYPECHARGECODE>>, <<LASTAPPTTYPECHARGECODE>> and <<THISAPPTTYPECHARGECODE>>. These fields are not available on the merge fields menu but can just be typed in to your document.
System occasionally hanging when processing third party contact merge fields. This has been corrected.
Re-assigning User
In the Client Log screen, you can now right click on a future/current activity and re-assign the user responsible. To do this, right click on the "Practitioner/User" column.
SMS Messages
Changes to PPS to facilitate the purchase of SMS credits directly within PPS. This takes advantage of a preferential rate of UK£0.06p per message. There are new options on the SMS Account Set Up screen and the PPS Help menu to allow SMS credits to be purchased. Also your SMS account current no of credits is checked directly from within PPS so that warning messages can be displayed before committing to an SMS mailshot for instance.
Messages longer than 160 characters are occasionally being truncated to 160 characters. This has been corrected.
Printing the Diary
When selecting to Print the diary by Room for "All Rooms", the first room in the list is being skipped. This has been corrected.
When printing the diary and exporting the printout to Excel, this has not worked correctly in recent versions. This has been corrected.
Reminders
New option added to allow "up-coming appointment" reminders to be processed either at the start of the day (current setting) or at the same time as the appointment. this allows text messages of e-mails to be sent at the same time as the appointment. This option is also in preparation for a new PPS module that will allow background auto-processing of activities, appointment reminders and follow-ups.
Using the Diary
When marking an appointment as DNA, and the appointment is with a client not in your Database, you are currently required to select a client from your database before proceeding. This has been changed to be an option, so you can mark an appointment as DNA without assigning a client from your database first. The same thing applies to marking an appointment as Completed.
Using the Diary by Room
You can now set up and use your appointments diary by Room only. To date, you have been required to set up and allocate your free slots by Diary User. You can now set up your Diary by Room. You do not have to allocate a Diary User to the free slots. When booking appointments, you can also now book appointments just into a room. When an appointment is marked as "Being Seen" or "Completed" the diary user will be allocated to the appointment at that point.
Walk In List
When Pre-Booked appointments are marked as "Arrived" on the walk-in list, you now have the option to print a ticket in the same way as walk-in appointments.
When the Walk In List displays the list of Departments to filter, the departments selected is currently stored on the local PC. This has been changed to be stored against the User who is logged in.
Custom Forms / Previous Value
Error when right-clicking on a "fomatted notes" question to view previous entries. This has been corrected.
Number of Consultations Count
The count of "No. of consultations so far" no longer includes future appointments or DNAs.
Physiotec Exercise Software
Further changes to the PPS consultation screen in preparation for the incorporation of the Physiotec Exercise software.
Treatment Episodes
New feature: Treatment Milestones. You can now add your own text against the treatment episode to inicate any milestones during the treatment that need to be noted. PPS will prompt you when you reach a milestone. You can simply enter the milestone treatment numbers, or you can enter details of what needs to be done when a milestone is reached. For example you can enter 6=Review or 10-Invoice or just 6, 10, 12. The text can be entered in any format with a variety of notations.
New tab on the Treatment Episode screen to show history of all consultations and appointments associated with the treatment episode.
When counting the number of Consultations so far, appointments marked as DNA are being included. This has been corrected.
Word Documents
Occasional error when opening or creating Word documents from a custom form due to the database path location. This has been corrected.
Audit Viewer
Improvements to the audit viewer to all access to ALL historical audit files simultaneously. Also the list of historical files is now ordered in reverse chronological order.
Look Up Tables
Further to a recent correction, when exporting the Standard Charges and Stock Items table to Excel, this now works correctly.
Reason for Non-Availability table. When adding a new item an occasion error occurs when loading the screen. This has been corrected.
Look-Up Tables
Standard Charges and Stock Items - when selecting to export any look up tables from the Lookup list, the Excel option in recent releases has not worked - this has been corrected.
PPS Online Booking
Changes to PPS "Appointment Type" look up table in preparation for the release of PPS Online Booking (which is where patients can book appointments directly via you own web site).
System Maintenance
When reindexing PPS and PPS Sync Server is running on your system, a recent new option to have PPS pause Sync Server allows reindexing to take place without the need to stop Sync Server. Occasionally Sync Server is not re-starting after the reindex has finished. A 10 second retry has been added to the restart process to try and eliminate this problem.
Using PPS
New option available to show the current time in the PPS Task Bar calendar. The clock can be switched on using a setting in your local .INI file. Please contact us for details of how to set this.
You can now change the color of the PPS blue Task Bar to your own chosen colour scheme. To do this go to the Task Bar settings from your "set up system user" details.
The PPS and Rushcliff logos have been updated to a 3D feel.
Drop List selection Boxes in PPS will now generally be set to show a longer drop list of options. This means that for longer selection lists, more items are visible on the screen to select from without the need to scroll.
Custom Excel Output
When you use the Custom Excel Output to export report results, dates in MS Excel and Kingsoft spreadsheets are currently being displayed in US format. this has been corrected to show in your local date format.
Incorrect formatting of some currency fields into date format. This has been rectified.
Custom Forms Reports
When selecting criteria for your report, any values of "zero" are being ignored rather than treated as a zero value. For example if your criteria is "Risk Factor is Greater than 0", then running the report causes an error due to the 0 being discounted. This has been corrected.
Report Layouts
General changes to all PPS Report margins to improve printing for PPS Online users.
Statistics and Summaries
Error caused when selecting to breakdown your results by "Financial Year". This has been corrected. 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. 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 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 Allocate
See: Payments - Allocating 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. Arrived
See: Appointment - Arrived Attachment
See: E-Mail – Attachment; Document Library; Document Attachment Audit
PPS maintains an audit of all updates made to the database in several key areas. As further developments take place to PPS, these areas will be expanded to include database updates in all areas of PPS. Currently, audit details are recorded for the following areas: Appointments, Client Details, Clinical Notes, and Activities. The audit details captured will allow the PPS system administrator to make audit enquiries to see which PPS user has carried out which updates to the database, and precisely when. This audit enquiry option will be available in the near future. In the meantime, support staff at PPS are able to extract all the required information from your audit should a serious need arise. Being Seen
See: Appointment - Being Seen Breakdown
This is a term used on all PPS Reports. When you run a report, you can select to breakdown the results into groups or categories. Most PPS reports allow you to breakdown to two levels. The breakdown category will have it’s own heading and sub-totals on the report. For example, if you select to breakdown your report by Practitioner, then each practitioner will have their own heading on the report, with the report results shown for that practitioner underneath the heading. At the end of the report results for that Practitioner, there will be a sub-total line showing totals for that Practitioner. Typically an accounts/revenue report could be broken down by Month then Practitioner. This means that each Month will have its own section on the report (and its own sub-total line) and then within each month, the report will show one section per practitioner. Using a breakdown on most reports is optional. Calendar
See: Task Bar Change
See: Cash Desk; Modify 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. 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! Code
See: Charge – Code; Diagnosis Code; Outcome Code Complete
The term “Complete” is used in PPS for both Appointments and Consultations. You can select to Complete an Appointment – where is it marked in Purple, and you can then raise the charge, book another appointment, etc., and you can Complete a Consultation – where you can decide if the Treatment Episode is completed, or how many more consultations are required, you can raise the charge, produce a Discharge Letter etc. The term “Complete” is also used for Treatment Episodes that have an “End Date” entered – see: Completed Episodes. 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. 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. Create
See: Add; Charge – Create Criteria
See: Report Wizard - Criteria Custom Form
A Custom Form is part of the PPS Clinical Notes system. When you record a consultation record, you can also record one or more Custom Forms as part of that consultation. The term “Custom Form” is a very general term because there is a very wide range of uses for Custom Forms. They can be used for specific assessments, such as a “biomechanics” assessment, also for special questionnaires you may use as part of your consultation, or to record the results of specific examinations you carry out. A Custom Form can include as few or many questions/entries as you want, including using Charts for annotation purposes. There are a variety of question “types” available including Dates, Numeric, Text, Multiple Choice, etc. For more details about Custom Forms, see: various entries under Custom Form. Custom Forms
See: Custom Form 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. 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 DNA
PPS uses the acronym DNA (did not attend) as a generic term for all appointments where the client did not attend. Some of you may only be used to using the term DNA for certain types of “failures to attend” but PPS uses DNA for all types. You can mark an appointment as DNA on the diary. This then allows several further options: You can allocate a Reason for Non-attendance, create a charge for the non-attendance, and select to Re-Open the appointment slot. For more details, see: Appointment – DNA. Document LibraryThe PPS Document Library is a way of attaching any external Windows™ document to your client records. You can attach documents either to your consultation records, or directly to the client. All attached documents appear in the PPS Client Log screen. Documents you have attached as part of your clinical notes records also appear in the consultation summary section of the consultation screen. To attach a document as part of your clinical notes, from the Consultation screen you can use the <Attach Document> button near the top of the screen. When you attach a document as part of your consultation record, the document still appears as its own entry in the client log screen but can be accessed either via the paperclip icon that appears in the consultation summary next to the consultation, or from the “Documents and Letters” selection in the top right corner of the consultation screen. To attach a document just to a client and not a consultation record, you can either use the Attach Document option of the PPS Menu: Activities, or select Attach Document from the PPS Task Bar. To access a document that you have already attached, select the document record from the client log screen and select <Open> from the client log toolbar. Once you have opened the existing document record, you can delete it from there.
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The Document Library screen allows you to select the “source” file that you want to attach. It is highly recommended that this file is saved into the “Documents” folder contained within your main PPS Database folder. This means that any user on your network will be able to access the document irrespective of which computer on the network they are on. The Documents folder is contained within either the “Livedata” or “Demodata” folders in the main “PPS-Database” folder. You can confirm or select the client for whom you want to attach the document, enter a heading and any further notes required, and you can preview the document in a separate window. 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 Form
See: Custom Form History
See: Medical History 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. Invoice
An Invoice in PPS is an official bill that can be issued for payment by a client. In accounting terms an “Invoice” and “Receipt” is the same thing – a receipt is a printed copy of a “paid” invoice. The invoice has an invoice number and a date for tax purposes. PPS keeps a “ledger” of all invoices, and allows you to print an aged debtors report. An Invoice is formed from individual “line items” which in PPS are called Charges, so an invoice can only be raised after charges have been created. An invoice is “paid off” by recording a Payment and allocating the payment to the invoice. PPS is very flexible in terms of allowing either one charge, or an unlimited number of charges to appear on the invoice; also to allow either one payment to pay off one invoice, or one payment to pay off more than one invoice, or several payments to pay off one invoice. There are several ways to raise an invoice in PPS, some of these are fairly transparent in term of creating the charge, raising the invoice and recording the payment all in one step. Whichever method is used, PPS will always create proper Charge, Invoice and Payment records. 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. Location
A Location in PPS is a physical clinic location. Older versions of PPS referred to treatment rooms as locations. Now Treatment Rooms are an additional field of information. You can set up locations to use in your PPS Appointments Diary. You can set up your diary for diary users/practitioners to be scheduled to work either in specific treatment rooms and/or locations on various days during the week. You do not have to use “Location” if you only work from one location. To set up locations, select from the PPS Menu: Tools – Look Up Tables, and select Location from the Appointments Diary Tables section. Here you can set up your various locations, and nominate a colour to each location to make each location clearly identifiable in the diary. Log
See: Client Log. Look Up Tables
Look up Tables are used in PPS to control the entries that are allowed in certain fields. This means that you can restrict what values are input to just those that you want recorded. For example, when adding a new appointment, the “Appointment Type” look up table can contain entries such as “Initial Assessment”, “New Patient” or “Hydrotherapy”. This helps when running reports as you can select to break down the results of your report by the look up table entry thus minimising the number of different entries (especially slight variations of spellings!).
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Some Look Up tables will store additional default values. For example the “Appointment Type” table can optionally have a Charge Codes associated with each entry. When the selected entry is used for an appointment, the charge code will be automatically selected for you when you create the charge for the appointment.
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Look Up Tables are set up and maintained using the PPS Menu: Tools – Look Up Tables.
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You can control which of your PPS users has access to setting up and maintaining Look Up Tables as part of the PPS Access Control system.
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Also see the entry under the name of each Look Up Table e.g. Occupation Maintenance
See: Database Maintenance. Merge Field
A Merge Field is used when preparing Standard PPS Letters, or sending a one-off letter to a client or third-party. There are a variety of Merge Fields to choose from including Name, Address, Date, Practitioner, etc. When a merge field is included in a standard letter (or you insert a merge field into a one-off letter) then the merge field entry is replaced with the “real” value for the selected client. Merge Fields are shown with the field name enclosed in double chevrons thus: <<SURNAME>>. When the letter is printed, this value is replaced with the actual client’s surname. You can insert Merge Fields when you are setting up standard PPS letters – see: Standard Letters for more details. 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”. Options
PPS has a screen on the PPS Tools menu called Options. This screen can be used to set up a wide variety of system settings that affect the way that PPS works. You can make your changes to these areas and press the OK or Apply button to save your changes. The Options screen has four tabs along the top: General, Custom Client Fields, Set Up Client Contacts, and Clinical Notes. See the entries under each of these sections for more details, for example Options – General. 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. 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. 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 Reminders
See: Activities; Appointment - Reminders 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. Retry
See: Error Messages Room
See: Treatment Room 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. Send a Letter
See: Letter Set Up
See: Medical History – Setting Up; PPS – Setting Up; Custom Form – Maintenance; Users – Setting Up; Letterhead – Set Up Statistics
See: Statistics & Summaries; Reports – Statistics Reports Summaries
See: Statistics & Summaries Sync
See: PPS Sync Task Bar
The PPS Task Bar is a tool bar that is positioned down the left hand side of the main PPS screen. It contains a calendar that can be used to navigate the Diary and the Daily List, and has quick access to various parts of PPS via Icons, headings and Prompts that can be clicked with the mouse. If your screen resolution is too small, then the icons are removed and just the Headings and prompts remain. You can switch the task bar on and off by selecting from the PPS menu: View – Task Bar. Time
See: Activities – Time; Appointments – Time Treatment Episode
All clinical notes in PPS are stored within the framework of Treatment Episodes; each time you see a client, this is a Consultation – one or more Consultations form a Treatment Episode. This allows you to see a client several times within the same Treatment Episode. Depending upon the nature of your business, it may be the case that each time you see a client this is a separate treatment episode, so the episode is “Started” and “Completed” all within the same consultation. It is possible to undertake more than one treatment episode for a client at the same time. If a client is currently in a treatment episode when you start a new consultation, you can select to start a new treatment episode from the Consultation Screen. If a client has more than one current treatment episode, then when you start a consultation, you can select which treatment episode that this consultation is for. A Treatment Episode in PPS includes a range of details that you can enter to give you a wide range of options for your reporting and statistics analysis. In addition to the Start and End dates of an episode, you can also categorise your diagnosis, treatment, outcome and discharge details, as well as entering certain information about the presenting problem such as Acute/Chronic, Time Present, etc. This is designed to assist you with your follow up consultations, as these details are displayed at the top of the Consultation screen while you are entering your consultation notes. Word
See: Microsoft® Word
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