See: Statistics and Summaries
See: Task Bar
Calendar Dates are dates that you want to highlight in your diary. These can be Public holidays, special dates such as birthdays and wedding anniversaries can also be included. You can set up a calendar date using the PPS Menu: Tools – Look up Tables, then select Calendar dates from the Appointments Diary Tables section. For each date, you can select whether or not the date appears every year – for example a birthday will but a public holiday may not be on the same day each year. For dates that are not on the same day each year, these will need to be input each year.
See Also: Delete; DNA; Cancel button
Cancel is the term used on buttons shown on screens, pressing the button will cancel any changes to details you may have made on that screen. You are normally prompted to confirm before your changes are cancelled. You can use the “Esc” escape key on the keyboard to operate the cancel button.
PPS Cash Desk is a “point-of-sale” type screen that can be used to quickly create charges, invoices and payments all in one step. You can access the Cash Desk screen directly from anywhere in PPS either from the PPS Menu: Accounts – Cash Desk, or by using the F11 key on the keyboard. When the screen displays, make sure that the client and practitioner are selected. If you launch Cash Desk by clicking on an appointment in the diary first, then these details will be shown already. The Cash Desk screen shows chargeable items (consultation fees or stock items) in the top right corner of the screen – There six “quick buttons” that show the first six items in your list. To access more items, use the <More> button. You can either click on one these buttons to select this charge item, or enter the charge code directly into the “Enter Code” field. When you have added as many charges as you want, then use the <Payment> button. The Six buttons in the top right now show your first six most common payment methods – use the <More> button to see further payment methods. Select the required payment method and confirm the payment amount. When you are done, you simply click the <Save> button, and select if you want to print and invoice/receipt. You can set up which charge code items appear in the list, and which payment methods appear in the list. To do this select from the PPS Menu: Tools – Look Up Tables, and select either the “List of Standard Charges and Stock Items” or “Payment Methods” table from the Accounts Tables section. Both of these have a “Cash Desk Order” entry that determines what order this item appears in the six quick buttons on the Cash Desk screen. You can also apply Discounts and use Vouchers on cash desk, and even use it to bill third parties, even after the client has paid a portion of the bill already.
See: Cash Desk; Modify
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.
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.
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.
Charges List Report
The Charges report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Accounts Reports section”. This report is a list of the charges you have created. You can select to include just charges that have not been invoiced or have been invoiced, etc. 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.
You can incorporate charts, diagrams and pictures into your clinical notes using PPS Custom Forms. These charts are graphical images that can be a variety of Windows graphics formats including bitmap (BMP), JPEG (JPG) and TIFF (TIF) file formats. The idea of using a chart as part of your clinical notes is that you can make annotations on the chart on screen using a variety of annotation tools and markers. This can assist in the clinical note taking process. You can either use your own charts, scanned images, x-rays, digital photographs or scanned-in diagrams, or you can use one of a range of standard body charts that are provided with PPS as standard. When using PPS Custom Forms, Charts are a specific “question type” on your form. You can incorporate more than one chart on a form if required. If you want to simply attach a chart, diagram or picture to your clinical notes without annotating it, then this can be done using the “attach document” facility – see: Document Library for more details.
Charts - Annotations
A chart can be used as part of a Custom Form. The chart is Windows™ graphics file and is either a fixed chart associated with that form, or can be selected each time a new form is completed. An Annotations toolbar is positioned to the left of the form and includes several options for annotating the form. You can use the mouse (or a pen/other pointing device attached to your computer) to annotate the chart using one of the annotation tools. The annotation tools are: Marker: you can select from a list of small graphical annotation markers. Select a marker from the list then click onto the chart in the location that you want the marker to appear. You can move the marker by dragging it with the mouse if it is not in the correct position. Free Draw: this annotation marker allows you to “click and draw” with the mouse (or other pen/pointer) directly onto the chart. Line, Circle, Rectangle, Cross: allows you to click and drag to “stretch” the marker on the chart. The marker can be re-sized afterwards by clicking and dragging on the small Red Box at one corner of the marker, or moved using the small White Box at the other end of the marker. You can also add text to any marker. Once you have added, or selected an existing marker by clicking with the mouse, you can enter annotation text using the “Text” entry underneath the annotations toolbar. There are various Font options to change the foreground and background colour of the text, and to change with “pen width” of the marker. To the bottom left of the chart, there is a button that allows you to delete an annotation marker – select the marker by clicking the marker with the mouse, then use the delete button. You can also show/hide all annotations – useful if you want to see the original chart more clearly without the annotations shown.
See: Charts – Annotations
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!
Client - Adding a New Client
See: Client - New
Client - Address details
The client address is available to enter, or update on the Main Client Details screen: from the PPS Menu: Client – Main Client Details, or by clicking the Client option on the PPS Taskbar. The address is divided into 3 initial address lines followed by Town, County Postcode and Country. You do not have to enter all (or any) of these address lines if you do not want or need to. The Town, County, Postcode and Country entries are kept separate to the rest of the address to enable you to search on these entries and use them as report breakdown options if required. When entering a new client address, you can enter the post code into the first line of the address – this will search on your current client database for similar postcodes and populate as much of the address for you as possible (this feature applies to UK postcodes only). This search is only carried out on your existing client records and not on a national postcode database – so the more clients you have entered, the better the return of address details.
Client - Browse
The Client Browse screen is a way of scrolling through all your client records in a spreadsheet style view. This screen allows you to select the “order” of the list, the default order is Surname. You can use the Search button on the Client Browse Toolbar, to search for a specific client record. You can also use the Open button to open the main client details screen for the currently selected client record. The Client Browse screen also includes an Auto-Preview feature, where the right hand portion of the screen is used to list full details of the currently selected client in the browse list. You can change the order of the columns in the browse by clicking and dragging the column header to a new position, you can also resize the columns by clicking and dragging the right margin of the column in the column header. Use the Save Settings button at the bottom of the screen to save your column positions/sizes.
Client - Critical Information
Critical Information is a specific entry that you can optionally make for each of your clients. This is used to warn you each time the client is selected. This special feature is designed to allow you to highlight specific information for certain clients and can be used for a variety of purposes from reminding you of special requirements for a client perhaps relating to a disability, to alerting you that the client’s account is very overdue, and not to book any further appointments until their account is settled. The critical notes entry is a free text entry that you type in. Critical Information is entered onto the Main Client Details screen, and is also displayed on the client log screen. Each time you select the client (such as when adding or selecting an appointment, creating a charge, sending a letter, etc.) an Alert Box appears showing the client name, and the critical information message you have entered.
Client - Delete
You can only delete a client from the Main Client Details screen. You cannot delete a client if the client has invoices raised, or payments received on their account. When you delete a client record, all their associated records such as appointments, activities, etc. are also deleted. You should not very often need to delete a client record unless perhaps the client has been entered in error or as a duplicate to another existing client record. For clients that have been on your database for some time, perhaps try changing their client status (on the Main Client Details screen) to “Inactive” instead. The System Administrator can allow access for certain users only to have the option to delete clients, see: Access Control for more details.
Client - E-Mail Address
The Client E-Mail address is entered on the Main Client Details screen. The E-Mail address can be used to send e-mails to the client directly from within PPS. For details of how to send an e-mail to a client, see: E-Mail.
Client - Modify
You can Modify any of the details for a client from the Main Client Details screen. Select this screen from the PPS Menu: Client – Main Client Details, or click “Client” on the PPS Task bar. To modify any details, simply make the required changes to the details on screen and press the Save button. If the changes require any further database updates to be carried out (for example when you change the client’s first name or surname then the rest of your client records are updated with the new name), you will automatically be prompted for these. The System Administrator can allow access for certain users only to have the option to modify client details, see: Access Control for more details.
Client - New
You can add a new client either from the Main Client Details screen, or from the Appointments Diary (at the point where you are adding a new appointment for a new client). To add a client record from the main client details screen, from the PPS Menu: Client – Main Client Details, then press the New button on the toolbar. This presents a blank client record, and you can enter as much or as little information as you want to – the minimum requirement would normally be the client’s name. When you have added all the details about the client that you want, press the Save button. The client will then be allocated with a PPS Client Number and the client record will now be in your client database. The System Administrator can allow access for certain users only to have the option to add new client records, see: Access Control for more details.
Client - Notes
The Main Client Details screen includes a “Notes” section at the bottom of the screen (you may need to scroll down the screen to see this, or click on the Notes tab at the top of the screen to shortcut down to the bottom of the screen). These are general notes that can be used for any purpose. You can select to include these notes (per client) in the Client Log screen summary section – thus whenever the client log screen is displayed, then the notes you have entered are clearly in the summary section.
Client - Prime Contact Details
You can select alternative prime contact details for a client if required. This includes either using a selected “salutation” for the client (this is how you address the client in a letter: Dear Mr Jones, or Dear Tom) or selecting an alternative address to send letters and invoices to. This can be useful when dealing with clients that are minors (or elderly/infirm), and you write to their parent/guardian/carer. When you click on the “other” prime contact option on the main client details screen, then an alternative address screen is displayed to allow you to enter the correct name/address for correspondence.
Client - Print
You can print a single page record of your client details. This includes all the details that you have entered on the main client details screen, plus includes entries you have made to the medical history screen. This print can be used to periodically give to the client whilst they are waiting for their appointment in order for them to confirm or change their details on your records. To print client details, use the Main Client Details screen, select the required client and use the Print Button on the Toolbar. You can then Preview, Print or Export the details to a file such as Excel.
Client - Profile
The Client “Profile” details is a section on the Main Client Details screen which includes the client’s source of introduction, occupation, and a further variety of entries that you can customise to your own requirements. To set up the remaining client profile fields select from the PPS Menu: Tools – Options. Then select the “Custom Client Fields” tab. The Profile information can be most useful for reporting purposes, as any of the profile entries are available for use as Breakdown or Criteria options on your reports. You can select (per client) to include any of the profile entries in the Client Log summary display. You can also specify whilst setting up the Custom Client Fields (Tools – Options) which entries are “ticked” by default when adding a new client record.
Client - Registration
There is no specific Client Registration option or screen within PPS – See: the various entries under Client for more details. Client Registration is the process of recording all required details about a client. This includes name, address and contact details, the “profile” information you want to record, any relevant third-party contacts, etc. Practices will often have a client registration form that they use already. The profile section of the PPS Client Details screen can be customised to a degree to match the details on your existing registration for if required.
Client - Status
There are several “Status” settings you can select for each client. These can be selected from the Main Client Details screen – near the top of the screen. The status settings are: Active, Inactive, Deceased, and Archive. You can use these status settings as part of the criteria selection for your reports, for example to include “Active” clients only. In addition, when preparing mail-merges (mail shots) to clients, you can select to exclude clients marked as deceased from the list of clients to send a letter/e-mail to. Clients marked as Deceased also appear in a lighter shade on the client search screen when listing the client records that match your search.
Client - Telephone Numbers
You can enter three alternative telephone numbers for each client: Home, Work and Mobile. These are either entered/updated on the Main Client Details screen, or on the smaller “add new client” screen that is used when adding an appointment for a new client. The telephone numbers are used when creating various Activity records (such as telephone calls and personal actions). This means that when you process/complete the activity record, the telephone number is conveniently displayed should you need to call the client.
Client - Third-Party Contacts
You can associate a variety of third-party contacts with each client. These contacts are stored in a separate list and are grouped into contact types such as Doctors, Insurance Companies, etc. The purpose of associating third-party contacts is that they can be used to send letters/e-mails to on behalf of the client, and also used for billing purposes. If you are sending a letter, the letter can include name/address merge fields for a third party contact type such as Doctors name/address. This means that when you send the letter, the doctor associated with the selected client will be the recipient of the letter. If the client does not have a doctor associated with them, then you can select one as you are sending the letter, and select to “always associate this doctor with this client” for future letters, etc. Each client can have an unlimited number of different types of third party contacts associated with tem. For more details about third-party contacts see: Contacts (Third-Party). When using a Third-Party contact for billing purposes, the third-party is selected at the point of creating the “Charge” record.
Client List Report
The Client List report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Client Reports section”. You can select to show additional details on the report such as Addresses, Contact numbers. You can also apply a wide range of criteria to the report that enables you to use the report to build general enquiries that can perhaps be used for mail merge or marketing purposes. For example you can select to include clients who you have not seen for six months. You can use the “first occurrence” and “last occurrence” options on the report to allow you to only include clients whom you “first” saw within the date range – e.g. clients who I saw for the first time last month, or clients you have not seen for a while e.g. clients who I last saw more than six months ago. 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.
You can access the Client Log screen either from the PPS Menu: Client – Client Log, or by clicking Client Log on the PPS Task bar. The PPS Client Log screen is a special screen that shows a comprehensive range of information for each client. Firstly the client name, address and contact details, then a summary of the information from the Main Client Details that you have selected to show on the Client Log screen, this includes profile, contact and notes details. The lower half of the Client Log screen shows a “journal” of all records you have created for that client. You can use the “folder” structure in the bottom left of the screen to show selected categories only. For example, if you click on the “Appointments” folder, then the list will only show appointments. Some of these folders have “sub-categories” – use the small + button next to the folder to open up any sub category folders. You can access any record shown in the “Journal” list by highlighting the record and selecting Open from the toolbar, or by double-clicking on the entry in the list. You can also switch on/off, an Auto-Preview pane, which will show details of the currently selected record in the list. Certain record types can be printed from the client log, such as Invoices and clinical notes records. Highlight the record in the list and click the Print button.
Certain records in PPS such as Appointments, Accounts, and Activities use colours to indicate their status. At the bottom of the Client Log screen there are several “Status” buttons that you can select to “filter” records shown in the list, for example you can select to include/exclude records with a Purple (completed) status. The default setting is to “include” these records, click each button to “exclude” these records from the list (you will notice that the tick then has a line though it).
The Clinical Notes facility in PPS is available in the “Professional” version of PPS. This includes screens to record your Clinical Notes, manage Treatment Episodes, complete specific forms (Custom Forms) including body charts and your own questionnaires, etc. All Clinical Notes are structured into the framework of Treatment Episodes. Although some of you may be used to slightly different terminology, PPS uses “Treatment Episode” to define a specific course of treatment for a specific condition, and “Consultation” as the individual treatment sessions/consultations. Therefore each time you see a client – whether or not it is an initial consultation/assessment or a follow up treatment – this is known as a “Consultation”. You can have more than one current Treatment Episode per client if required. When you select to record clinical notes, PPS checks to see if there are any current (not completed) Treatment Episodes for the client. If there is more than one, you can choose which one to record your consultation notes for. Otherwise a new Treatment Episode will be started, and this consultation will be consultation number one for the new Treatment Episode. When you complete the consultation, you can enter set up the full details of the Treatment Episode including the name, number of consultations required, diagnosis details etc. See: Treatment Episode for more details. For more detailed information about recording clinical notes and consultations, see: various entries under Consultation and Custom Forms.
Clinical Notes Summary
The Clinical Notes Summary is show in the bottom half of the Consultation screen. There are various Tabs along the bottom of summary to allow you to select which clinical notes records to include in the summary. These include This Treatment, All Treatments, This Consultation, All Consultations, and Summary. Use these tabs to show the required summary information. You can resize the summary section by either clicking and dragging the middle grey bar up and down with your mouse, or by clicking the Minimise, restore, maximise buttons in the top right of the summary section. This allows you to select how large the summary section is compared to the size of the entry where you type in notes for this consultation in the top half of screen. You can double click on any existing entry (consultation notes or custom form) in the summary section to call up the entry to either review further or make changes.
Clinical Notes – Printing
You can print your clinical notes either from the Client Log screen – by selecting either a Treatment Episode record or a Consultation record in the list and clicking the Print button on the toolbar, or you can print directly from the Consultation screen. When you click Print, then a Print Consultation Notes screen appears with options to print: 1) A Selected Treatment Episode – select the required episode from the list; 2) All Treatment Episodes – this is All notes you have recorded for this client; 3) Selected Consultation only – this is only available either from the consultation screen or if you first highlighted a consultation record in the client log; 4) Consultations between a date range. Once you have selected the required printout, you can click on the <Options> button towards the bottom of the screen to display further Printing Options. When you press the OK button, then your printout will be prepared. The printout is then displayed in an Internet Browser style window. From here you can choose to Print, or Print Preview the results on screen. The print Preview option has a Page Set Up option allowing you to define or change the Page Header and Footer details for the printout if required. When printed, the print includes your own name/address details (as entered in the Letterhead Set Up option of the PPS Menu: Tools) and the client’s name, address and DOB.
See: Contacts (Third-Party) – Contact Types; Client –Third-Party Contacts
See: Charge – Code; Diagnosis Code; Outcome Code
See: Appointments Diary - Columns
You can set up various commission rates for your practitioners, if they earn different levels of commission for different types of treatments or stock items. You List of Standard Charges and Stock Items in PPS can be grouped into different “types” – this entry is available on the Standard Charges and Stock Items Look up Table. You can set up different commission rates for each Practitioner / Type combination. The Practitioner Commission Rates is a Look up Table where you can set up your various rates. The Practitioner Commission Report then uses these commission rates against all charges that have been created to show the commission due in any given period. See: Practitioner Commission Report for more details.
Company is the “company name” element of a Third Party contact (as opposed to contact name). Third-party Contacts are individuals or organisations that can be associated with clients, for example Insurance Companies. You are able to set up your profile of third-party contacts yourself using the option from the PPS Menu: Tools – Options, and selecting the Client Contacts tab. Each type of contact (there are 9 in total) can be referred to via contact name, and Company name. An example is a Law Firm, where Contact Name would be an individual lawyer or solicitor, and the company would be the law firm.
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.
This term is used in PPS Reports – Statistics and Summaries and refers to Treatment Episodes that have an End Date entered. When used in reporting, the “number of completed episodes in a given period” will be the number of Treatment Episodes where the “End Date” is between the selected date range.
Condition (Report Criteria)
Condition refers to the way that criteria is applied to a report using the PPS Report Wizard. Any report from the PPS Menu: Reports – PPS Reports and Mail Merge can have additional criteria applied to make your selection of records to be included in the report more specific. To do this a Field is selected, for example “Source of Introduction” and a Condition is selected. This will be from a range of predefined conditions depending upon the field selected. A common example is “Is Equal To”, other conditions include: Greater than, Less than, Not equal to, Contains the text, is Blank. Conditions are normally used with a corresponding value to give a meaningful criteria example of: Source of Introduction is Equal to Yellow Pages. This example means that only clients whose source of introduction was Yellow Pages will be included on the report.
A conflict occurs in the PPS Appointments Diary when some aspect of an appointment conflicts with another one. This is typically where the times of two appointments overlap in some way. A conflict will only occur for where the two appointments are for the same diary user or treatment room. It is possible to allow conflicting appointments to be booked – you receive a warning message informing you of the conflict first and have the option to change the date and time of one of the appointments if necessary.
Consider (Any Day Of The Week)
When searching for a free appointment, one of the options is to choose which day of the week to look for, or any day of the week. To search for free appointment slots, use the <Search> on the Appointments Diary Toolbar, and select “Search for Free Appointment Slot”.
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.
Consultation - Date
The Consultation Date is the date of the consultation. When recording a consultation, the date defaults to today’s date. To change this from the Consultation screen, click in the consultation heading that says either “Today’s consultation with practitioner name” or “Consultation on dd/mm/yyyy with practitioner name”. Clicking on this heading allows you to change the date of the consultation.
Consultation - Delete
You can only delete a consultation record if it has not been “signed off”. To delete a consultation record, use the PPS Client Log screen: Highlight the consultation record you wish to delete in the client log list, and use the Delete button on the Toolbar. If a consultation has a Custom Form associated with it, you can optionally delete the custom form(s) as well. If you choose not to delete the custom form then the consultation record is not deleted as it is required as a “holder” for the custom form, but the notes you have entered for the consultation are removed instead.
Consultation - Important Information
When recording your consultation notes, you can mark specific information as “Important”. To do this, either: highlight the important text then right click – This will add the highlighted text to the Important Information for this consultation, or simply right click, then select “Important Information”. This will show an “important information text box and allow you to enter the text here. Once you have added “important information”, a green cross is shown to the right of the middle bar on the consultation screen, and an entry is added to the “Important” section in the top right corner of the consultation screen. Important details can be reviewed and marked as “No Longer Important” at any time by clicking in the “Important” section in the top right corner of the consultation screen and selecting the required entry from the list. Then you can either review the details or mark as “No Longer Important”.
Consultation - Modify
If you are modifying today’s consultation record, you can simply click on Consultation on the PPS Task Bar, or select from the PPS Menu: Client – Consultation. To modify a consultation record from an earlier date, select the consultation entry in the Client log screen then either double-click the entry, or click the Open button on the toolbar. To select an existing consultation record from the client log, first open the client log screen from the PPS Menu: Client – Client Log, or click on Client Log on the PPS Task Bar. Then select the required client – use the search button. Then find the required consultation entry in the client log list in the bottom half of the client log screen. You can only make changes to an existing consultation record if the consultation record has not been signed off. Make any changes required to the consultation notes, then press the Save button on the consultation screen to save your changes.
Consultation - New
A new consultation record can be made by either clicking on Consultation on the PPS Task Bar, or selecting from the PPS Menu: Client – Consultation. If you are using the Appointments Diary, then you can highlight an appointment first. This will ensure that the correct client record is selected to record the consultation for. If the selected client has more than one current Treatment Episode, then a small Treatment Episode Selection screen appears first in order for you to select the correct one. If you need to start a New Treatment Episode, then you can select the New Treatment Episode button from the consultation screen. You will see all your previous consultation notes, including all custom forms you have entered, in the bottom half of the consultation screen. You can use the Tabs along the very bottom of the screen to select which previous notes to review.
Consultation - Notes Fields
The consultation screen has six notes fields. You can select your won headings for the first five of these. To select your own headings select from the PPS Menu: Tools – Options, then select the “Clinical Notes” tab. The standard headings used when PPS is supplied are: Problem, Examination, Assessment, Treatment & Plan. You can change these to suit your own requirements. For example the Subjective, Objective, Assessment, Plan method of note taking is fairly common, so you could use these heading instead.
The notes fields all display as a single line of text (except General Notes which uses up the remaining space available in the notes section). Each of the notes sections will increase in size as more than one line of text is entered. If you press the Enter key while entering your notes, then you will move to the next notes field. If you want to “force” a “carriage return” or “enter key” into the notes then use Ctrl+M on the keyboard – this enables the use of carriage returns in the text and allows you to add further carriage returns if required using the enter key. Try to use as few carriage returns as possible in your notes, as the more you have, the longer the consultation summary display will be and you will have to scroll up and down the summary section more to read your previous notes.
Consultation - Practitioner
This is the practitioner who carried out the consultation. By default this will either be the current system user, or will be taken from the appointment if the consultation record is started by highlighting an appointment first. The practitioner is displayed in the White section near the top of the consultation screen alongside the date. TO change the practitioner if required, click on the current entry displayed in the white section, then this section changes to allow you to select the required practitioner from a drop down list.
Consultation - Preview
See: Consultation – Print.
Consultation - Print
You can Print your notes for an individual consultation, or for a range of consultations. The printout will include any Custom Forms that you have completed for the consultation. Consultations and entire Treatment Episodes can either be printed from the Consultation screen – using the Print button, of from the Client Log screen, by highlighting either a Treatment Episode record or a Consultation record and clicking the Print button on the Client Log toolbar. For more details see: Clinical Notes – Printing.
Consultation - Public/Private
You can select to make your consultation notes Private or Public. If you mark them as Private, the yourself (and the PPS System Administrator) are the only users who will be able to see the notes you have entered. Once you have made the notes private, you can make them public again if required. To make your consultation notes private, use the button along the middle of the consultation screen marked <Public> - this prompt changes to Private if the notes are made Private. You can also make Custom Forms private. Once marked as Private, the notes are also hidden from view in the summary section, although the consultation entry is listed in the summary section.
Consultation - Sign Off
You can Sign Off consultation notes. This means that no further changes can be made to the notes (not even by yourself or the System Administrator). Also notes that are signed off cannot be deleted. You can also sign off Custom Forms. To sign off a consultation record, use the button along the middle of the consultation screen marked Sign Off – this prompt changes to Signed Off and appears in Red if the notes have already been signed off. When notes are signed off – a background check is performed where a special algorithm is calculated and an audit is recorded to prevent the notes being tampered with by “hacking” into the database behind the scenes. PPS will inform you if notes have been tampered with.
Consultation - Summary
See: Clinical Notes Summary
Consultation - Update
See: Consultation - Modify
Consultation Statistics Report
The Consultation Statistics report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Clinical Notes Reports section”. This report shows simple statistics based upon the consultations you have recorded including number of consultations, number remaining, etc. 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.
Third-Party Contacts in PPS are all the individuals, or organisations you deal with that are not directly “clients”. These include Doctors (GPs), Hospital Consultants, Clubs, Insurance companies, etc. PPS allows to record details for third-parties because these can be used for billing or correspondence purposes. Third-Party Contact records can be accessed from the PPS Menu: Contacts, then select the type of third-party contact list from Doctor, Insurance, Club, etc. Third-party contact records are normally associated with a client record. There is a section of the Main Client Details screen that allows you to enter these details as appropriate. Once you have entered any third-party details against a client, then this third-party can be used whenever you create charges for that client, or you need to write to the third-party on behalf of the client.
See: Data Conversion
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.
Country is one of the Address fields on the main client details screen, and on the third-party contact details screen. If you normally deal with clients all in the same country, you do not need to enter these details. You can select Country as a breakdown, or criteria for most PPS reports, for example a breakdown of your practice revenue by Country.
County is one of the Address fields on the main client details screen, and on the third-party contact details screen. You can decide if you wish to enter this information when entering a client, or contact address. You can select County as a breakdown, or criteria for most PPS reports, for example a breakdown of your practice revenue by County.
See: Add; Charge – Create
See: Report Wizard - Criteria
Treatment Episodes are part of the PPS clinical notes system. A Current Episode is defined as one which has started, but is not yet complete. PPS uses the term “Current Episodes” in statistics and reporting. When you apply a date range to a report, “Current Episodes” will be “all treatment episodes where the start date is before the “to” date in your date range, and the end date is either blank or after the “from” date. In other words, all treatments that were in progress during your date range.
Custom Client Fields
See: Client – Profile
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 Form - Charts
Custom Form - Completing a Custom Form
You can complete a Custom Form as part of recording a Consultation record. You can have a range of forms available to suit your clinical note taking requirements. PPS is supplied with a small range of example forms, and you can create your own to suit your requirements (see: Custom Form – Maintenance). To complete a Custom Form, you must first start a new Consultation record. This is done either from the PPS Menu: Client – Consultation, or by clicking Consultation on the PPS Task Bar. From the consultation screen, there is a Custom Form button in the top half of the screen above the consultation notes entries. Click here and select the required Custom Form by double-clicking on the list. You control which forms are on this list – see: Custom Form – Maintenance. You can access a form you have already completed by double-clicking on any of the custom form entries in the summary section in the bottom half of the consultation screen.
Custom Form - Delete
You can either delete an entire form (from your list of available forms) or you can delete a single instance of that form that you have completed as part of your clinical note taking during a consultation. You can NOT delete a form from your list of available forms if any instances of that form have been completed as part of your consultation notes that has been signed off. To delete a single instance of a form (i.e. a form you have completed for a client during a consultation), you simply double-click the form entry in the summary section in the bottom half of the consultation screen to bring up the form (as if you were modifying the form), then use the delete button (red X). You can only delete this instance of the form provided that the form has not been signed off.
Custom Form - Maintenance
Custom Form Maintenance is where you set up and make changes to any of your Custom Forms. To access Custom Form Maintenance, select from the PPS Menu: Tools – Custom Form Maintenance. Here your forms are filed in folders by their “category”. This screen also allows you to set up your standard “questions” that are used on your forms (any question can be used on one or more forms). It is normally worth spending some time designing your form correctly before you start using the form to record with your consultation notes. In addition, is can be worth deciding on and setting up your list of questions first also before designing and creating forms. There is a section in the PPS Essential Guides that describes in detail how to set up your questions and forms.
Custom Form - Manager
The Custom Form Manager screen allows you to Load forms that have been sent to you from another PPS system, register forms that are not registered (i.e. have a record limit), and delete forms. To access the Custom Form Manager select from the PPS Menu: Tools – Custom Form Maintenance. Here your forms are filed in folders by their “category”. This screen also shows you which of your forms are “registered”. Forms you design yourself are automatically registered whereas forms that you have loaded, or not designed yourself may not be – see: Custom Form – Registration for more details.
Custom Form - Modify
You can either modify the layout of a form (from your list of available forms) or you can modify a single instance of that form that you have completed as part of your clinical note taking during a consultation. You can NOT modify a form from your list of available forms if any instances of that form have been completed as part of your consultation notes that has been signed off. To modify a single instance of a form (i.e. to change the entries you have made to a form you have completed for a client during a consultation), you simply double-click the form entry in the summary section in the bottom half of the consultation screen to bring up the form, then make any changes as appropriate. You can only make changes to your entries provided that the form has not been signed off.
Custom Form - New
You can either create a brand new form (as part of your list of available forms), or complete a single instance of one of your forms as part of your clinical note taking during a consultation. To create a brand new form, select from the PPS Menu: Tools – Custom Form Maintenance, and select the New button. You can only complete a single instance of a form as part of recording a consultation record. . From the consultation screen, there is a Custom Form button in the top half of the screen above the consultation notes entries. Click here and select the required Custom Form by double-clicking on the list. You control which forms are on this list – see: Custom Form – Maintenance. This shows a blank copy of the form for you to complete. Once you have completed the form, use the Save button to return to the consultation screen.
Custom Form - Print
You can print a custom form either while you are completing the form (it must, however be saved first), or by returning to the form from the consultation summary section of the consultation screen, and clicking the print button on the form. Forms can also be printed while printing consultation notes, or notes for a selection of, or all consultations for a treatment episode. If printing a form as part of either a consultation, or treatment episode printout, this can be done either from the consultation screen – Print button, or from the Client Log screen – highlight a consultation or treatment episode record and click the Print button on the client log toolbar.
Custom Form - Public/Private
When completing an instance of a Custom Form, you can mark the form as Private (the normal setting is Public). This means that you and the PPS System Administrator (if this is not you) are the only PPS users who will be able to access the form, and see the form details in the consultation summary on the consultation screen. You can set the form to be “public” again later if required.
Custom Form - Registration
The Custom Forms option in PPS is part of the PPS Clinical Notes system. Your PPS Registration file will determine if you are allowed to create and use custom forms. If you are not able to create and use custom forms, then this option can be purchased as an addition to PPS. Alternatively, individual pre-designed custom forms can be registered. To register an individual form, select from the PPS Menu: Tools – Custom Forms Manager, select the required for from the list and use the <Form Registration> option. This displays a screen that allows you to enter the Form Registration Key. Contact your PPS supplier for details of how to purchase an individual registration key. If you already have the registration key, then enter it here and press Save. The form will now be registered and can be used as part of your clinical notes.
Custom Form - Sign Off
When completing an instance of a Custom Form, you can Sign Off the form. This means that no further changes can be made to the form, and the form cannot be deleted. No “instances” of a form, nor the form itself can be deleted if any single instance is signed off. You also cannot “undo” signing off a form.
See: Custom Form
When entering text into any field, you can highlight the text and use the standard Windows™ “Cut” option to place the text on the Windows clipboard. You can then paste the text back into any similar field. See also: Appointment – Cut.