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Walk In List View Options
Within the Walk In List screen, the viewing options will show all room and diary user information by default - this can be changed by selecting specific rooms and diary users. The current PPS user logged in will also be displayed, and the room they are in will also be selectable from the drop down menu if they are set up on the system as a diary user.
Status Selection
Patients added to the list will always show up as the colour green to define that they have newly arrived - the 'legend' to the colour definitions are shown on the left hand side menu. This can optionally be used to breakdown the list to specific clients with a particular status. Below this, there are further options to define between clients who have walked in, and clients that have pre-booked.
The height of the columns on the walk in list can be adjusted to suit your viewing requirements by clicking and dragging on the row denominator.
Clients on the Walk In List
Patients are added to the list using the 'New' button. This will prompt the book in screen to pop up allowing the user to fill in their specific information regarding the client - for instance, who  they are seeing, and in which room they may be seeing them in. Clients currently on the list are then called, which will automatically mark them as 'Being Seen'. Doing this then allows the client to either be marked as completed, or if required, re-assigned to a new practioner or room, if the current appointment selection made for them with a specific practioner, location or room is not available.
At any time patients can be marked as not attending - this is used to pre-booked appointments whereby clients do not turn up. This will give further you options to give reason(s) why the patient did not turn up, and also the ability to re-open the appointment slot for other clients.
Average Waiting Times
Over the course of a day, the walk in list will work out the average wait time calculated from when the client is booked in compared with the time the client is marked as ' being seen'. As more and more clients are booked in, the average time is calculated from each individual clients waiting times, to give an overall average for that day. Optionally using the appointment status and booking in selections offers the choice to see at the current time , how long all of the clients have have been seen/mark as completed have waited, compared to all the current clients still 'waiting to be seen' have waited so far.
By default, the walk in list will display the current date, but this can be changed to see previous or future days. The walk in list will automatically refresh itself as defined in your appointment diary options screen, however using the refresh button manually will instantly do this. 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. Arrived
See: Appointment - Arrived 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. 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! Columns
See: Appointments Diary - Columns Diary
See: Appointments Diary 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. 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. Patient
See: Client PPS
PPS is the acronym for “Private Practice Software”. Refresh
See: Client Log - Refresh; Appointments Diary - Refresh; Daily Appointments List - Refresh; Accounts Screen - Refresh Room
See: Treatment Room Set Up
See: Medical History – Setting Up; PPS – Setting Up; Custom Form – Maintenance; Users – Setting Up; Letterhead – Set Up Status
See: Client Status Time
See: Activities – Time; Appointments – Time
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