Access Control
PPS includes full access control for each of the PPS Users that have their own Log In set up. To set up or change the access control settings for each user (you must first be logged in as the System Administrator) select the following: PPS Menu: 1) Tools – Set Up System Users. 2) Select a User from the list and press Modify. 3) press the <Settings> button in the Access Control section. The Access Control screen allows you to select which level of access is allowed to each part of PPS (such as Client details, Accounts, Reports, Appointments etc.). The settings for Access Level include: Adding records, Updating records, Deleting record, Printing, Previewing etc. This enables you to set up a detailed profile of access for each of your users.

Accessing PPS
See: Logging In

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.

Accounts - Charges
See: Charges

Accounts - Invoices
See: Invoices

Accounts - Payments
See: Payments

Accounts - Statement of Account
A Statement of Account can be printed for any selected client or third-party account. This will show all, or a range of, transactions on the client account, and an outstanding balance. The statement layout can be customised to suit your own layout requirements if required (see: Statement Layout Designer). The statement is designed to be printed and sent to the client (or third-party) as a reminder of an overdue account and will include a list of invoices outstanding, and (optionally) will include a list of payments received so far.

To print a Statement of Account, select the PPS Accounts screen using the PPS Menu: Accounts – Accounts, or by clicking Accounts on the Task bar. Select the required account (client or third party), select the <Print> button on the top toolbar and select “Print Statement of Account”. You can then select a date range if required before printing the statement. Before selecting the <Print> button, you can select if past items are included on the statement or just outstanding items using the <History> button in the bottom left corner of the Accounts screen. Before printing, you can also select to “Record Statement Print in Client Log”. This will create an Activity record in the client log showing that the statement has been printed.

Accounts Report
The Accounts report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Accounts Reports section”. The Accounts report provides a consolidation of your Charges, Invoices and Payments records all on one report. You can either select to produce a summary level report, or a detail level report that shows one line per transaction. PPS allows several charges to be included on one invoice, and several payments (if necessary) to be allocated to an invoice – because of this the transaction level report can include a large amount of detail. Each line item on the report shows the lowest level of detail necessary to provide the correct breakdown and sub-total options. If an invoice has three charges on it and the invoice has two payments allocated to it, then each of the charges shown on the report will be split between the two payments: giving six lines on the report; each charge showing the proportional payment amount against it. By preparing the report in this way, you have full flexibility to breakdown the report on a much wider variety of fields, as not all fields are just related to payments, or just related to charges. As with all PPS Reports, a wide range of breakdown and criteria options is available to enable you to group the report results with subtotals, or to only include certain selected records in the report. You can also select to export the results of the report to a file, or use the results as the basis of a mail merge if required.

Accounts – Aged Debtors
See: Aged Debtors Report

Accounts – Printing
The PPS Accounts screen is accessed from the PPS Menu: Accounts – Accounts. When you select the Print button on the Toolbar, you have a choice of printing options. You can print a Statement of Account, an Invoice or a Payment receipt. Note that Payment Receipt is only available when you have highlighted a “payment” type transaction in the transaction list (in the main portion of the screen). A Payment receipt is a simple full page printout that shows the value of the payment, the payment method, the date, and “paid with thanks”. It does not replace an invoice which shows full details of the charges included on the invoice and details of payments allocated to the invoice. The payment receipt is useful to print if a receipt is required for a payment received and the payment has not yet been allocated to any invoices. When an invoice is printed, it can show details of all payments received that have been allocated to the invoice. If the invoice is fully paid, it can be considered as a “Receipt” when printed.

Action
See: Personal Action

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

Activities - Activity Types
The various types of Activity records in PPS are: Letter, E-Mail, SMS Message, Personal Action (To Do item), Contact Note, Telephone Call, Message (internal message to another PPS User) and Label (mailing label). You can create an activity record from the PPS Menu: Activities, then selecting the relevant option, e.g. Send a Letter. You can also use the Task Bar to quickly create common activities such as Letters and E-Mails. For further details about each activity type, see the entry in this reference guide under each type e.g. Letters.

Activities - Archiving
Activities can be “Archived” when they are completed. This process takes place as part of running the Re-Index option of the PPS Menu: Tools – Database maintenance. You can decide how old your completed activities need to be before they are archived by using the PPS Menu: Tools – Options. Here you can specify the “number of weeks an activity has been completed for” before it is archived. Archived activities appear in the “Archived Activities List” from the PPS Menu: Activities, and not in the Activities List. Archived activities also still appear in the Client Log screen.

Activities - Due Date
All PPS Activities have a Due Date. This date is either “today” if the activity required completing immediately, or a date in the future when the activity will become due for completion. The Task List and the Activities List both respond to the Due Date by showing activities that are now due in Green, overdue in Red (task list only) and completed in Purple. On the activities list, you can select which status types to include in the list. If you need to Postpone an activity, this will reset the Due Date to a date in the future, and make a note of the original due date in the notes field. See Activities – Postpone for further details.

Activities List Report
The Activities List report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Activities Reports section”. The activities list allows you to list your activity records for a variety of selections including “activities now due” or “completed activities”. You can also select just to include selected activity types such as Letters. As with all PPS Reports, a wide range of breakdown and criteria options is available to enable you to group the report results with subtotals, or to only include certain selected records in the report. You can also select to export the results of the report to a file, or use the results as the basis of a mail merge if required.

Activities – Completing
Each activity type in PPS has an “Outcome” section at the bottom of the activity screen. To complete an activity, you simply need to enter the outcome details. When you type some text into the Outcome field, then the date and initials are entered automatically. On the PPS Task List, you can simply “tick” an activity as completed. On the pop-up notify window, you can complete an activity by selecting the <Dismiss> button.

Activities – Postpone
All of the PPS Activities screens allow you to postpone an activity. You can also postpone an activity that is shown on the “Pop-up” Notify window. To postpone an activity, use the small <Postpone> button located in the bottom left corner of the activity screen. You can select to postpone an activity for n minutes, hours, days, weeks, months, years. When you postpone an activity, an entry is made in the notes of the original due date and time. If you postpone an activity from the pop-up notify window, then the activity will pop-up again when it becomes due.

Activities – Priority
All PPS Activities can have a Priority assigned. This is used in the Task List and in the Activities List as a visual indication of which ones you have assigned a higher, or lower priority to. The priority settings available are 1, 2 and 3.

Activities – Status
Activity Status is whether an activity is due in the future, now due or completed. A System of colours is used to denote activities that are: Due – Green; Not yet due (future) – Orange; Completed – Purple and Overdue (task list only) – Red. You can select to include any or all of these types on the activities list. The task list will only show activities that are overdue, now due and completed today.

Activities – Time
An Activity can optionally have a “Due Time”. This means that at the exact “time” when the activity becomes due, you will be notified via a pop-up message on the screen. You can then select to process the activity, or postpone it. See Users – Setting Up for details of how to check for messages and activities.

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

Address Labels
See: Labels

Administrator
See: System Administrator

Aged Debtors Report
Aged Debtors are Clients or Third-Parties that owe you money. Based upon the date of an invoice, if the invoice has not been paid, then this is a debt owed to you. The longer the invoice remains unpaid, the older (or more “aged”) the debt. A common standard accounting system report is the Aged Debtors report.

The Aged Debtors report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Accounts Reports section”. An Aged Debtors report is a special type of report that shows all of your “Un-Paid” (or part paid) invoices. The report is divided into groups depending upon how outstanding, or overdue, the invoice is. The standard groups are: Current 0 to 30 days, 30 to 60 days, 60 to 90 days and over 90 days. You can change these intervals yourself when printing the report if required.

PPS can also produce aged debtors letters. These are normally used when the invoice has remained unpaid for a long period of time. The letter will typically give details of the amount that is overdue and (politely!) ask for payment to be made. PPS has the option of producing letters, or a report using the same menu option.

To produce an Aged Debtors report, or Letters, select from the PPS menu: Reports – Reports and Summaries, then from the Accounts Reports section select Aged Debtors Report / Letters. For more details on the selections you can make on this report, see: Reports – Aged Debtors Report.

All Treatments
See: Clinical Notes Summary

Allocate
See: Payments - Allocating

Alternative Address
See: Client – Prime Contact Details

Amend
See: Modify under the type of information you want to Modify e.g. Appointment - Modify

Annotating
See: Charts - Annotations

Annotation
See: Charts - Annotations

Annotation Marker
See: Charts - Annotations

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.

Appointment - Adding a New Appointment
See: Appointment - New

Appointment - Appointment Type
Each Appointment can optionally have an Appointment Type assigned to it. When adding a new appointment (or modifying an existing one), the appointment type can be selected from a “drop down” list of appointment types. You set up your own list of appointment types using the Look Up Tables option of the PPS Tools menu. Assigning appointment types to appointments has several advantages – firstly the appointment type can be displayed on the diary alongside the client details to show you what type of appointment the client is attending for. Secondly, the appointment type can be used to specify what charge is being made for the appointment. This can save some time when creating the charge for the appointment, as the charge code is already selected for you. Finally, appointment types can be used when running reports to show you a breakdown of the various appointment types – this can be useful for revenue or statistical breakdowns. See Appointment Types for a description of setting up appointment types.

Appointment - Arrived
You can mark an appointment as “Arrived”. This means that the client has arrived and is waiting to be seen. This is a very useful indicator if the practitioner is also using PPS in the treatment room, as their own diary, or daily appointments list screen can refresh automatically and they will see that the client has arrived. This is done using a “green” highlight on the diary (either a highlight LED next the appointment, or the client’s name changes colour – depending upon your preferred diary display options). To mark an appointment as Arrived, you can do one of 5 things (you choose your preferred method!). From the diary, you highlight the appointment and either: 1) double click the appointment and tick the “Arrived” box in the appointment details window, 2) right-click the appointment and select “Arrived” from the pop-up menu, 3) select the “Diary” option from the main PPS menu and select “Arrived”, 4) click on the “Arrived” button on the diary screen (towards the top right of the diary), or from the Daily Appointments list you can 5) highlight the appointment and click in the “Arrived” column (displayed as “Arr.” to save space!).

Appointment - Being Seen
You can mark an appointment as “Being Seen”. This means that the client has arrived and is now being seen by the practitioner. This can be used as an indicator on the diary screen where in a busy waiting room you can monitor where you are up to! Clients that are Being Seen are shown in a “green” highlight on the diary (either a highlight LED next the appointment, or the client’s name changes colour – depending upon your preferred diary display options). To mark an appointment as Being Seen, you can do one of 5 things (you choose your preferred method!). From the diary, you highlight the appointment and either: 1) double click the appointment and tick the “Being Seen” box in the appointment details window, 2) right-click the appointment and select “Being Seen” from the pop-up menu, 3) select the “Diary” option from the main PPS menu and select “Being Seen”, 4) click on the “Being Seen” button on the diary screen (towards the top right of the diary), or from the Daily Appointments list you can 5) highlight the appointment and click in the “Being Seen” column (displayed as “In” to save space!).

Appointment - Block
See: Block Appointment

Appointment - Completed
You can mark an appointment as “Completed”. This means that the client has arrived and is now being seen by the practitioner. This can be used as an indicator on the diary screen where in a busy waiting room you can monitor where you are up to! Clients that are Being Seen are shown in a “green” highlight on the diary (either a highlight LED next the appointment, or the client’s name changes colour – depending upon your preferred diary display options). To mark an appointment as Completed, you can do one of 5 things (you choose your preferred method!). From the diary, you highlight the appointment and either: 1) double click the appointment and tick the “Completed” box in the appointment details window, 2) right-click the appointment and select “Completed” from the pop-up menu, 3) select the “Diary” option from the main PPS menu and select “Completed”, 4) click on the “Completed” button on the diary screen (towards the top right of the diary), or from the Daily Appointments list you can 5) highlight the appointment and click in the “Completed” column (displayed as “Comp.” to save space!). Using any of the above methods apart from option 1) will display an Appointment Completed screen which allows you to quickly deal with the charge / payment for the appointment, and allows you to optionally select to book another appointment, or schedule a reminder for the future so that you can maximise the chance of this client re-booking. The Charge / Payment section of this screen will already display the charge code if a charge code was associated the with “Appointment Type” assigned to the appointment. The charge / payment options do not need to be used here if you prefer to either use Cash Desk to manage your billing, or you prefer to do all billing at the end of the day. If you do use the charge / payment options here, then you can very quickly create the charge and mark it as paid (by selecting the payment method). Full Charge, Invoice and Payment records are created when you do this, so you are not skipping any steps by using this method. If preferred, you can just create the charge here to invoice later, or raise the invoice to pay later and so on.

Appointment - Delete
There are several ways that you can delete an appointment from the diary. First you need to highlight the appointment in the diary by clicking on it with the mouse. Then you can do one of the following (you choose your preferred method!): 1) use the delete button on the diary toolbar, 2) right click on the appointment and select “delete” from the pop-up menu, 3) select from the PPS Menu: Diary – Delete, 4) use the F4 key on the keyboard. In addition to these options, you can also delete an appointment from the Client Log screen. Sometimes you will not need to delete an appointment, if the client is cancelling the appointment, or does not attend, you can mark the appointment as DNA instead. See: Appointment – DNA for more details.

Appointment - Diary User
The Diary User is the person for whom a client appointment is with. “Diary User” is used rather than “Practitioner” because any PPS system user can have a diary, not just Practitioners. To set up a system user as a Diary User, use the “Set Up System Users” option from the PPS Tools Menu. See: Users – Setting Up for more details.

Appointment - DNA
DNA is the generic term used for appointments where the client has not attended (this includes cancellations as well as failure to attend). When an appointment is marked as DNA, you can specify a “Reason for Non-Attendance” (RFNA). Depending upon the RFNA you can automatically re-open the appointment if required. You can also associate a Charge Code with any RFNA – See: RFNA for more details. When you mark an appointment as DNA it is shown with a “red” highlight on the diary (either a highlight LED next the appointment, or the client’s name changes colour – depending upon your preferred diary display options). To mark an appointment as DNA, you can do one of 5 things (you choose your preferred method!). From the diary, you highlight the appointment and either: 1) double click the appointment and tick the “DNA” box in the appointment details window, 2) right-click the appointment and select “DNA” from the pop-up menu, 3) select the “Diary” option from the main PPS menu and select “DNA”, 4) click on the “DNA” button on the diary screen (towards the top right of the diary), or from the Daily Appointments list you can 5) highlight the appointment and click in the “DNA” column. It is important to enter the RFNA as this will determine whether or not to re-open the appointment slot, or to make a charge for the DNA. You can also use RFNA when producing diary reports and statistics as a useful breakdown of why clients fail to attend.

Appointment - Duration
The appointment duration is the length of the appointment. This is measured in minutes and is normally determined by the length of the free appointment slot into which the appointment is booked (see: Appointments Diary – Setting up). The duration can be changed as required when adding or modifying the appointment. You will receive a conflict warning for any appointments that “overlap” because of the duration. You can use the “Appointment Type” look up table to set the appointment duration for you – see: Appointment Type for more details. The minimum appointment duration is 1 minute, and the maximum is the length of the free appointment slot – see: appointments diary – setting up.

Appointment - Equipment
You can assign equipment to an appointment. This is entered on the appointment details screen. Equipment is a look up table and you set up the entries yourself. This can be used to indicate if special practice equipment needs to be used for an appointment. You can also breakdown your appointments reports by “equipment”. See: Equipment for details of how to set up Equipment entries in the look up tables.

Appointment - Location
Location is the actual clinic location. This can be used when the appointments diary is used to book appointments for more than one clinic location (a satellite clinic, or another clinic as part of your group). In previous versions of PPS, location was used to indicate treatment room – now you can use treatment room as well as location. The Location is normally assigned when setting up the appointments diary. You can also select to view the diary for a selected location only if required. This is done by selecting from the Location drop list next to the date at the top of the diary screen. This drop list selection is only available when you have locations set up. You do not have to use the Location entry if you only have one practice location. For more details on setting up the location.

Appointment - Modify
You can modify any of the details of an appointment if required, including the date, time duration, diary user etc. To modify an appointment, first click on the appointment to highlight it and do one of the following (you choose your preferred method!): 1) double click the appointment, 2) click the Modify button on the appointments diary toolbar, 3) right-click the appointment and select “Modify” from the pop-up menu, 4) press the F3 key on the keyboard. In addition, you can modify an appointment from the client log screen. If you need to move the appointment to another date, time or diary user, then you can use the Windows clip board to copy/cut and paste the appointment, or you can drag the appointment with the mouse to a new position on the diary screen.

Appointment - Move
To move an appointment, you can either: modify the appointment and change any of the date, time, diary user or treatment room details as appropriate, or you can “cut” and “Paste” the appointment to a new position in the diary. You can also “drag” and “drop” the appointment with the mouse to a new position on the same diary page.

Appointment - New
To add an appointment to the diary, you first need to display the diary on screen. To do this, select from the PPS Menu: Appointments – Appointments Diary. Alternatively click “Diary” on the Taskbar, Once the diary is displayed, click to highlight the free appointment slot required then do one of the following (you choose your preferred method!): 1) double click the free appointment slot, 2) click the New button on the appointments diary toolbar, 3) right-click the free appointment slot and select “New” from the pop-up menu, 4) press the F2 key on the keyboard. When the New Appointment screen appears, the date, time, duration, diary user and (if appropriate) location and treatment room are automatically entered for you, so all you need to select is the client. To do this, simply enter all or part of the client’s surname and press the Enter key on the keyboard. If the appointment is with a new client, you can decide whether your appointments diary allows you to create appointments for new clients by simply typing in the client name to the appointment screen, or by having to allocate a client record first. This is done using the PPS Menu: Tools – Appointments Diary Options. You can allocate an Appointment Type to the appointment. This can be used to determine the duration of the appointment, and also can have a default charge code assigned to it, so that when the appointment is completed and the charge created, the correct charge can be easily created. See: Appointment Type for more details. You can enter general notes against the appointment if required. Also you can select to repeat the appointment if required – see: Appointment – Repeat for more details.

Appointment - New Client
If an appointment is with a new client, you can decide whether your appointments diary allows you to create appointments for new clients by simply typing in the client name to the appointment screen, or by having to allocate a client record first. Set up this option from the PPS Menu: Tools – Appointments Diary Options. If you are allocating a client record, then a small client details screen is used for you to enter the client name & contact details and when the client arrives for the appointment you can use the main client details screen to enter their remaining details. If you are simply entering the client name then when you need to access other parts of PPS (such as Accounts) by highlighting the appointment first then clicking another option (such as Create a Charge), then PPS will prompt you at that stage to either select a client from your existing list where the name is similar to the one you have typed in on the appointment, or you can create a new client record if you do not have this client in your records already.

Appointment - Notes
You can add notes against an appointment, either when you add an appointment, or when you modify an appointment. The notes entered are “free text” general notes. You can select to display any notes entered (the first 30 characters) on the actual diary alongside the client name. To select to display notes, use the option from the PPS Menu: Tools – Appointments Diary Options.

Appointment - Print
See: Appointments Diary - Print

Appointment - Re-Open
You can select to re-open an appointment slot if the appointment that is currently in that slot is marked as DNA (did not attend). Each time you mark an appointment as DNA, you have the option to re-open the slot. You can select to automatically re-open the appointment slot depending upon which RFNA (reason for non-attendance) you select. This is set up in the RFNA look up table – see: RFNA for more details.

Appointment - Ref
The Client Ref field is an entry that you can use if you have your own system of reference numbers for your clients. The client ref is entered on the main client details screen. When you select a client for an appointment, the client ref is displayed on the appointment screen.

Appointment - Reminders
When an appointment is added, you can set up PPS to prompt you to create a reminder. The reminder will be a PPS activity record such as a telephone call, or letter and will be scheduled to take place n days before the appointment. The purpose of this type of reminder is to prompt you to remind the client that they have an appointment with you in n days time. You can set up your reminder threshold using the PPS Menu: Tools – Appointments Diary Options. You will only be prompted to set up a reminder if the appointment is more that n weeks in the future. You can also schedule a future reminder when an appointment is completed. This reminder will be a PPS activity record such as a telephone call, or letter and will be scheduled some time in the future. The purpose of this type of reminder is to prompt you to contact the client to remind them to make an appointment.

Appointment - Repeat
A repeat appointment is a series of appointments repeated at a selected interval for a selected period of time. You can also repeat Blocked Appointments. When adding or modifying an appointment, the appointment details screen has a <Repeat> button that is used to define the series of repeat appointments. This screen has a wide variety of options for repeating the appointment every day, week, month, etc. (or every “other” week and so on). You can select how often the appointment is repeated, and for how long. You can also select what to do if the repeat interval you have selected means that the appointment falls at the weekend. Once you have booked a series of repeat appointments, you are able to delete them all in one go if required simply by deleting any one of the series; this generates a prompt for you to delete the whole of the series if required.

Appointment - Room
See: Appointment – Treatment Room

Appointment - Search for Client
When adding, or modifying an appointment, you can easily assign a client to the appointment by searching for the client using their surname. On the appointment details screen, there is a “Search for Surname” prompt – enter all or part of the surname here and press “Enter” on the keyboard. This shows the standard PPS client search screen will all matches for your entry shown. For example if you have entered SMI in the surname field, then the results will show all clients whose surname starts with SMI (Smith, Smiley, Smithfield, etc.). Alternatively, you can click on the client search button, and use the regular options for the standard PPS client search screen which include searching via the clients post code, address, reference, etc. If you know the client number, you can also enter the client number directly onto the appointment details screen.

Appointment - Surname
See: Appointment – Search for Client

Appointment - Type
See: Appointment – Appointment Type; Appointment Type

Appointment Type
Each Appointment can have an Appointment Type assigned to it. This will typically be an entry like “Initial Assessment” or “Routine consultation”. This is a Look Up Table of entries that you set up. Assigning an appointment type to each appointment is optional. Set up your list of appointment types by using the following option of the PPS Menu: Tools – Look-up Tables, then select Appointment Type from the “Appointments Diary Tables” section. This allows you to add new entries, modify or delete existing entries, or export the list of current entries to an external file such as an Excel spreadsheet. For each Appointment Type entry in your list, you can assign a single one to be the default appointment type that is used when you add a new appointment (this simply saves you from selecting the same appointment type entry when adding the majority of appointments). You can also select a default Charge Code to be associated with the appointment type entry. This means that when a charge is created for the appointment, the charge code is entered automatically. This again is useful if the majority of your appointments are of the same type, and same charge. You can also select for each appointment type to have a default reminder period – useful if some of your appointment types are at six month intervals for example. Finally you can optionally nominate an appointment duration. This will ensure that each time you select this appointment type, the duration on the appointment will be adjusted if necessary in line with the setting for that appointment type.

Appointment – Copy
You can “copy” an appointment to the Windows™ Clipboard, then you can “paste” the appointment to a new position in the diary. This will duplicate the appointment but against the new appointment date, time, diary user, treatment room. To “copy” an appointment, firstly highlight the appointment that you wish to copy, then you can copy the appointment to the clipboard in one of the following ways: 1) use Ctrl+C on the keyboard, 2) from the PPS Menu: Edit – Copy Appointment. 3) right-click on the free appointment slot and select “Copy Appointment” from the pop-up menu.

Appointment – Cut
You can “cut” an appointment to the Windows™ Clipboard, then you can “paste” the appointment to a new position in the diary. When you “cut” an appointment, it is placed on the Windows™ clipboard and removed from the diary. You can then “paste” the appointment to a new location. To “cut” an appointment, firstly highlight the appointment that you wish to copy, then you can copy the appointment to the clipboard in one of the following ways: 1) use Ctrl+X on the keyboard, 2) from the PPS Menu: Edit – Cut Appointment. 3) right-click on the free appointment slot and select “Cut Appointment” from the pop-up menu.

Appointment – Paste
If you have “cut” or “copied” an appointment to the Windows™ Clipboard, then you can “paste” the appointment to a new position in the diary. To do this, you must first highlight the free appointment slot in the diary, then “paste” the appointment by in one of the following ways: 1) use Ctrl+V on the keyboard, 2) from the PPS Menu: Edit – Paste Appointment. 3) right-click on the free appointment slot and select “Paste Appointment” from the pop-up menu.

Appointment – Practitioner
See: Diary User

Appointment – Treatment Room
Treatment Room is the where the appointment will take place. This is an optional feature of the PPS Appointments diary. You can simply book an appointment with a diary user (Practitioner) if required. You can optionally set up your free appointment slots so that you know which treatment room the diary user is assigned to for each part of the week. This means that when you add the appointment, the diary user and treatment room are already selected on the appointment. There is also the option to display the whole diary via treatment room. If you prefer to display your diary in this way, then the diary is still set up via diary user, but each diary users’ appointment slot on each day of the week is assigned to a treatment room. When you display the diary by treatment room, only the appointment slots that have been assigned to a treatment room are shown. See: Appointments Dairy – Setting Up for more details.

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.

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.

See below for further detailed information relating to the various Appointments Diary functions in PPS.

Appointments Diary - Adding New
Appointments See: Appointment - New

Appointments Diary - Columns
The PPS Appointments Diary is displayed in Columns. You can specify both how many columns are available, and how many are displayed on the screen at once. To change the number of columns, you can click the small plus <+> and minus <-> buttons in the bottom left corner of the diary to increase or decrease the number of columns. You can also type in the number of columns in the box in-between the plus and minus buttons. The default number of columns – which is used each time you start up PPS – can be set using the Diary View Style options. The Diary View Style options also specify whether your columns will show each day of the week, your practitioners (diary users), or Treatment Rooms. If more than one Row is used, then the columns are displayed left to right on the first row, then left to right on the second row etc. If a smaller number of columns is specified than the columns that are available to display, then small blue <Left> and <Right> buttons are used to scroll the diary left and right to access all the available columns. For example, if four columns are displayed and the diary is set to display the whole week (i.e. Monday to Thursday is displayed) for a selected diary user, the remaining columns for the rest of the week (Friday, Saturday, Sunday) can be accessed by pressing the Blue Arrow in the bottom right corner of the diary.

Appointments Diary - Options
The Appointments Diary Options give you control over how the diary works, and how information is displayed in the diary. You can access the Appointments Diary Options from the PPS Menu: Tools – Appointments Diary Options. The Options screen that is displayed has 5 tabs along the top.

Appointments Diary - Options - Appointments Display
There are various options for which details to include when displaying appointments, how to display the client name, display options for the “list” style diary, and font selections.

Appointments Diary - Options - Diary Display Tab
You can change the “default” diary display – this is the display that will be used whenever you display the diary at the beginning of each day. The diary view style can be changed whilst using the diary, but this setting is the one that is remembered for the start of each day – see: Appointments Diary – Diary View Style for more details. You can also select which items are displayed in the diary columns for your free appointment slots. If you have several practitioners, you can select for the diary column for practitioners who are not working on a given day to be moved to the right of the diary columns display. This is very useful if you have lots of practitioners set up and several of then only work one or two days per week; on the days that they are not working, their column is moved to the right hand side of the diary display and the practitioners who are working that day are displayed in the first columns.

Appointments Diary - Options - General Tab
Options are: Default Appointment duration – this is the appointment duration used when no other duration is specified. The default value for this is 30 minutes. Daily List Refresh Rate – this affects the daily appointments list screen and Diary Refresh Rate – this affects the Appointments Diary. You only need to set a refresh rate if you are working on a networked system. Set at zero for no refresh rate. If the refresh rate is set, then the daily appointments list/diary will refresh every n seconds – when your screen refreshes, any changes to appointments such as new appointments, status such as arrived, completed, etc. will be automatically updated on the screen. Day Starts and Ends – Used to control the shaded areas of the “Diary” style diary display, also used as the start and end times for a new diary user when they are set up with a default diary. Appointments with Non-Clients - you can also specify if the Diary allows you to enter appointments for “non-clients”. This means simply typing in a name rather than searching from your existing client list. It is better to always enter appointments for existing client records – you are able to quickly add new clients when you add new appointments. This means that the client no is assigned when the appointment is made, and the remaining details such as address and profile details can be entered when the client arrives for their appointment. Warning for Previous Appointment with different Diary User – you can select whether the diary warns you if you are booking a client in with a different practitioner to their last appointment.

Appointments Diary - Options - Reminders Tab
When booking an appointment that is n or more weeks in the future, you can be prompted to create an appointment reminder. This is a reminder that will be scheduled for y days before the appointment and can be either a telephone call, letter, or e-mail. This is a way of quickly reminding your clients of their forthcoming appointment several days before hand – useful when the appointment was made weeks or months ago. The PPS approach to reminders such as these is that you create them at the time the appointment is made, then you do not have to worry about the reminder until it is due – where PPS then prompts you automatically to process/complete the reminder.

Appointments Diary - Options - Utilities Tab
This is a useful option to allow you to move appointments “in bulk” from one diary user and or treatment room to another. This can be for a specified date range. If you have a practitioner that is leaving the clinic, or away on leave, then all of their appointments between the selected dates can be moved to another practitioner.

Appointments Diary - Print
You can print the appointments diary is a variety of styles. You can also print a schedule of appointments for a selected client. To print the appointments diary, use the <Print> button on the diary toolbar. This shows a screen with two “tabs” at the top: one to print the diary; and the other to print a schedule of client appointments.

When printing the Diary, there is a range of options to select what to include on the printout against each appointment. You can also select to show Activities due that day (for each diary user) at the bottom of each column – this is dependant upon the “include on diary printout” box being “ticked” against each activity record. You can select a date range to print out and also a print style which has a variety of number of columns per page in either landscape or portrait format. There is also a monthly printout which has seven columns (days) and five rows (weeks).

When printing an appointment schedule, you must first select a client – the client for the currently highlighted appointment on the diary is selected automatically but can be changed. You can select to include All Future, All Past, All appointments, or appointments between a selected date range. The printout can be printed as a report (using the <Print> or <Preview> buttons), saved to a file (such as an Excel spreadsheet) or sent as a letter or e-mail to the client.

Appointments Diary - Refresh
The appointments diary can be set to refresh automatically. This is useful in a network environment where another PC has added an appointment it will be automatically displayed on your screen when the diary refreshes. There is also a <Refresh> button on the diary toolbar that can be used if you want to refresh the diary display at any time. To set up the automatic refresh of the diary, use the PPS Menu: Tools – Appointments Diary Options screen and set the refresh rate to n seconds. If you do not want the diary to refresh, then set this interval to zero.

Appointments Diary - Rows
You can select how many rows are displayed in the diary. This can be useful if you want to display more diary users on the diary at the same time without making the columns too narrow. To change the number of rows displayed, use the “Select Diary View” screen, available from the appointments diary screen either by right-clicking with the mouse on the diary or selecting from the PPS Menu: Diary and selecting “Select Diary View”. Note that the PPS Menu: Diary option is only shown on the menu bar when the appointments diary is displayed. For more details, see: Appointments Diary – Diary View Style.

Appointments Diary - Setting Up
Setting up the appointments diary is where you set up your available appointment times. This is done for each diary user, and for each week. There are options available to repeat the same week every week, or to “copy” and “paste” weeks as required. This allows the flexibility needed to work different hours on alternate weeks etc. To set up your appointments diary, use the PPS Menu: Tools – Set Up Appointments Diaries.

This displays a “Planner” style screen showing each of your diary user’s down the left hand side and weeks of the current year along the top. If the diary user you are looking for is not listed down the left hand side, then this user needs to be set up as a Diary User. To do this, select fro the PPS menu: Tools – Set up System Users, select the diary user from the list and click <Modify> then make sure that the box that says “Has an Appointments Diary” is ticked. Save your changes, and return to the Set Up Appointments Diary screen.

To set up a selected week for a selected diary user, simply click on the required week in the “planner” style grid and press the <Modify> button. This will display a new screen showing each day of the week. Your available appointments are shown as highlighted blocks or Slots in each day’s column. You can set up as many slots on each day as required – for example a morning slot and an afternoon slot. A Slot is a set of one or more appointments between a start time and an end time. For example the Monday morning slot may start at 08:30 and end at 12:30 and have 30 minute appointment durations. This means that this slot will show 8 free appointments on the diary for Monday morning. Note that the end time is the end time of the last appointment not the start time of the last appointment in the slot. To add new slots on a given day, simply double click in an empty space on that day, or to modify or delete an existing slot, double click on the slot and change the details, or use the delete button.

Once you have set up any week, you can highlight this week on the planner, and use the Copy/Paste buttons to duplicate this week for either another diary user, or another week. You can also use the Repeat button to repeat this week into the future – options here include every week, every other week, etc.

For more details and a step by step guide to setting up your appointments diary, see the PPS Help Guides.

Appointments Diary - Style
See Appointments Diary – View Style

Appointments Diary - Zoom
When using the “Diary” style display on the Appointments Diary rather than the “List” style display, there are two small zoom buttons towards the top right hand corner of the diary labelled plus <+> and minus <-> . These can be used to increase or decrease the size of the detail displayed in each column. Using the plus <+> button will zoom in – each appointment will appear larger but you will see less of the whole day in the column. Using the minus <-> button will zoom out – each appointment will appear smaller but you will see more of the whole day in the column.

Appointments Diary List Report
The Appointments Diary List report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Appointments Diary Reports section”. This report shows you appointments for a selected diary user, or all, and for a selected date range. You can select to include accounts details on the report, and select to show DNAs and New clients. As with all PPS Reports, a wide range of breakdown and criteria options is available to enable you to group the report results with subtotals, or to only include certain selected records in the report. You can also select to export the results of the report to a file, or use the results as the basis of a mail merge if required.

Appointments Diary – Search
The Appointments Diary has a Search button on the toolbar that can either be used to Search for an Existing Client Appointment, or to Search for a Free Appointment Slot. From the PPS Appointments Diary, Click on the <Search> button on the diary Tool Bar, then select from one of the search options on the Pop-up menu: See: Appointments Diary - Search for Existing Client Appointment; Appointments Diary Search for Free Appointment Slot for more details.

Appointments Diary – Search for Existing Client Appointment
To search for an existing appointment with a client, from the Appointments Diary use the <Search> button on the toolbar, then select “Search for an Existing Client Appointment” from the pop-up menu. When searching for an existing client appointment, you simply enter “All” or “Part” of the client name, then select to search for Future, Past, All, or Appointments between a specific date range. Finally you can optionally select to search for a selected diary user’s appointments only. Press the <Search> button and a list of appointments will be displayed that matched your criteria. You can highlight an appointment in the list and click <Select> - the appointments diary will turn to the correct page, and highlight the selected appointment.

Appointments Diary – Search for Free Appointment Slot
To search for an existing appointment with a client, from the Appointments Diary use the <Search> button on the toolbar, then select “Search for Free Appointment Slot” from the pop-up menu. There are a range of criteria you can choose to specify the appointment slot you are looking for, these include a selected day of the week, selected time of day, a selected diary user and so on. The more specific you make this, the fewer free appointments you are likely to be offered. You can use this option whilst talking to a client on the telephone to book an appointment; this could be a more efficient alternative to simply “paging” through the diary looking for free slots. When you have made your selections, click <OK> and PPS will search for all the free appointment slots that meet your criteria. If you have asked for a 60 minute appointment for example, then two consecutive free 30 minute slots will be included in the results. You can select a free appointment from the list, and click the <Make this Appointment> button – the diary will turn to the correct page, open up the “Add New Appointment” screen for the slot you have selected.

Appointments Diary – View Style
The Appointments Diary has a wide range of viewing options; this controls the number of columns/rows that are displayed, selections to display the diary in either “Diary” style or “List” style. “Diary” style shows the time of day in typical diary format down the left hand side and appointments show in blocks – their size displayed in line with the appointment duration. The “List” style diary shows a list of all your free appointment slots and appointments for each day – the free slots easily identifiable by the time of the slot (and optionally the duration).

You can also display the diary by either Diary User or Treatment Room. Your choice here will depend upon how you normally book your appointments – with Practitioners, or into Rooms. If you book your appointments into Rooms, then the diary will still need to be set up via Practitioners, as the practitioner is the starting point for appointment availability. When viewing the diary by treatment room, you can still select to show the practitioner assigned to that room in the diary column.

You can select to show either a single Practitioner or all Practitioners (vice versa for Treatment Rooms) on the diary. This combined with displaying a single day or several days (up to a week) means that you can choose any combination from a single Practitioner / single day to all Practitioners for a whole week.

Archive – Activities
See: Activities - Archiving

Archive – Appointments
See: Appointments - Archiving

Arrived
See: Appointment - Arrived

Association
See: Club; Company

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.

Authorisation Code
This is a code that is required by medical insurers to authorise payment for treatment. The code is entered when creating a Charge record, and can appear on the invoice that is sent to the third-party (see: Invoice Options). When an authorisation code is entered on a charge record, PPS remembers the authorisation code entered for that client/Practitioner, and will automatically use the same authorisation code next time a charge is created for the same client/Practitioner. When billing a third-party, a Provider Code may also be required to appear on the invoice. See: Insurance Provider Codes for more details.

Auto Preview
See: Client Log – Auto Preview; Client Browse – Auto Preview