Daily Appointments List
The Daily Appointments List is a useful way of viewing all of today’s appointments (or appointments for a selected day) in a simple list. The list includes all of the basic appointment details (date, time, duration, client, etc.) as well as an indication of the appointment status (arrived, being seen, completed, DNA). In addition, you can also see if the appointment has been billed, and if clinical notes have been recorded. The Daily appointments list is accessed either from the PPS Menu: Appointments – Daily Appointments List, or by clicking Daily List on the PPS Task Bar. To change the date of the appointments displayed in the list, select a date from the calendar on the PPS Task Bar. You can also show the list for a selected practitioner only by selecting the required practitioner from the drop list in the top right corner of the screen. In addition to displaying appointments, the daily list will also show clinical notes records and billing details where these have been created and are not related to an appointment. The Daily List can be set to refresh automatically. This is useful when you are operating PPS on a network of more than one computer and another PPS use may be making updates to today’s details. To set the refresh interval, select from the PPS Menu: Tools – Appointments Diary Options, and set the Daily List Refresh Rate (leave the rate at zero for no refresh).

Data
Data is a general term that refers to all your records. In computer terms, data is any piece of information that you can change, so this includes your normal records (client records, billing, appointments, etc.) and other information such as letter layouts, invoice templates and so on. PPS allows you to “back up” your data, which means to make a second copy of all your data. See: Back Up; Database for more details.

Data Conversion
PPS version 4 has a data conversion option to convert your data from PPS version 3.2. This option is installed as an option on the Windows Start menu (but not on the desktop). The data conversion option allows you to copy over your PPS version 3.2 records into PPS version 4. This is something you will need to do if you are currently using PPS version 3.2 and want to upgrade to version 4. Because PPS version 4 has a “demo” or “training” database, (see: Demonstration Database)you may want to use version 4 in “trial” mode for a while whilst still using version 3.2 until you are fully rehearsed and ready to convert your records from version 3.2. Once you have converted your records, it is recommended that you keep version 3.2 on your computer but do not make any further updates to it, because from now on you will be using version 4.

Database
The PPS Database can be stored in a separate location on your computer/network from the main PPS application files. This would apply to a PPS installation on a network where the PPS Application files are installed onto each computer, and the database is located centrally on the network. There is the option to change the database location as part of the initial installation of PPS, and there is also a separate “database only” installation available if the database is to be installed onto a computer such as a server where PPS will not be used on that computer – servers often reside in a “back office” and are not used as a desktop computer.

Database Maintenance
PPS has an option on the Tools menu for database maintenance. This includes a Re-index All Data Files option and an Appointments Archive option. The Re-Index option reorganises your data files to ensure optimum speed of access to your records during normal PPS use. This option also identifies and fixes a range of minor database corruptions that are sometimes caused by computer failures, power cuts, etc. The Appointments Archive option allows you to archive your older appointments diary records. Once you have archived your diary, then the archived appointments can be accessed both through the PPS Client Log for each client, and using an Archived Appointments List option of the PPS Menu: Appointments. Your appointments diary does not show archived appointments, so you would normally only archive appointments old enough for you not to need to refer to them at all in the diary, for example appointments more than one year old.

Database Synchronisation
See: PPS Sync

Date Selection
Nearly all “date” type fields in PPS allow you to select from a drop-down calendar. This is done using the small down-arrow button to the right of the date field. You can also double-click an empty date field to enter today’s date. Date Selection is used as part of PPS Reports and Statistics to define a period for which to produce your report. This is done using a “From” date and a “To” date – these dates are “inclusive”. The date range for your report will define the scope of records that are included in the report.

Day Of Week
Day of week is a report breakdown option. When you select to break down your report results by day of week, then the report will show details and a sub-total for each day of the week. The days of the week are shown as the day names (Monday, Tuesday, etc.) and will appear alphabetically (Friday first, Wednesday last) on the report.

Defer
See: Activities - Postpone

Delete
Delete is the term used to remove any record or file in PPS. Most “data entry” type screens will include a Delete button on the toolbar. You can use this button to delete the currently displayed record. There are various restrictions placed on deleting records in certain parts of the system. For example you cannot delete a client record if accounts records exist for that client. The System Administrator can also decide which PPS Users are allowed to delete which type of records. This is set up as part of the User Profile for each user – see: Access Control for more details.

Demonstration Database
PPS has a demonstration database that you can use to practice using the system without affecting any “live” records. There is a limit of 50 records in each part of PPS that can be added to the database. If you reach this limit, then you will need to delete some records and use the PPS Menu: Tools – Database Maintenance – Re-index all Data Files option to clear the database down. There is also the option to reset the demo database back to its original state (i.e. with just a few example records set up). Contact your PPS supplier for more details of how to do this.

Detail/Summary
See: Report Output

Details
This is a generic term used to describe the information stored in any particular part of PPS. For example Main Client Details is the information you enter to this screen. In addition, there are several “notes” type fields that allow you to enter further “free text” details against a record – these are also sometimes referred to as Details.

Diagnosis
When starting a new Treatment Episode as part of your clinical notes records, you can enter Diagnosis details. This can be useful for reporting purposes to help analyse the type of problems you are treating. There is a “Diagnosis Codes” table where you can set up your standard list of Diagnosis entries. To set up this table, select from the PPS Menu: Tools – Look Up Tables, and select the Diagnosis table from the Clinical Notes section. To make a Diagnosis entry as part of your clinical notes, from the PPS Consultation screen either use the <Update> button towards the top of the screen – this updates the Treatment Episode details for this consultation, or when completing the consultation enter the diagnosis details in the Treatment Episode details screen (can be accessed using the <More> button in section 1) of the Consultation Complete screen. The Diagnosis can be selected as a Breakdown option on many reports – especially clinical notes type reports.

Diagrams
See: Charts

Diary
See: Appointments Diary

Diary Event
A Diary Event is a special type of appointment that allows you to book several “attendees” or Clients. This could be a group session you are running or a teaching session perhaps. An Event appears as a normal appointment in the diary. To add a diary event from the Appointments Diary, use the <Event> button on the Diary Toolbar. When adding an event to the diary, you enter or select the normal range of information like an appointment such as date, time, duration, diary user, etc. but in addition, you can set up the “attendee” section which allows you to specify the maximum and minimum attendees, and to select to add attendees to the event. These can be from your client records, or just a name that you type in.

Diary Statistics Report
The Diary Statistics 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 statistics based upon your appointments diary including your occupancy levels, number of DNAs, etc. The report is broken down by practitioner (diary user). 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.

Diary User
A Diary User is the term used on the PPS Appointments Diary for the person for whom the diary is for. This will normally simply be the Practitioner. PPS does not use the term Practitioner on the diary because you are able to have a diary for any PPS user, and these may not always be practitioners.

Digital Photographs
See: Charts; Document Library

Discharge Status
When completing a Treatment Episode as part of your clinical notes records, you can enter Discharge Status details. This can be useful for reporting purposes to help analyse the type of problems you are treating and their outcome. The Discharge Status will normally be an entry such as: “Treatment Completed”, or “Referred on for alternative treatment”. There is a “Discharge Status” table where you can set up your standard list of Discharge entries. To set up this table, select from the PPS Menu: Tools – Look Up Tables, and select the Discharge Status table from the Clinical Notes section. To make an Discharge entry as part of your clinical notes, from the PPS Consultation screen either use the <Update> button towards the top of the screen – this updates the Treatment Episode details for this consultation, or when completing the consultation enter the Discharge Status details in the Treatment Episode details screen (can be accessed using the <More> button in section 1) of the Consultation Complete screen. The Discharge Status can be selected as a Breakdown option on many reports – especially clinical notes type reports.

DNA
PPS uses the acronym DNA (did not attend) as a generic term for all appointments where the client did not attend. Some of you may only be used to using the term DNA for certain types of “failures to attend” but PPS uses DNA for all types. You can mark an appointment as DNA on the diary. This then allows several further options: You can allocate a Reason for Non-attendance, create a charge for the non-attendance, and select to Re-Open the appointment slot. For more details, see: Appointment – DNA.

Doctors
See: Contacts (Third-Party) – Contact Types; Client –Third-Party Contacts

Document Attachment
A Document Attachment is any Windows™ document that you want to attach to your client records. You can attach a document to your clinical notes Consultation record. You can also attach a document simply to a client record. Both of these will appear in the Client Log screen under the Documents folder in the bottom left of the screen. For more details on attaching documents, see: Document Library.

Document Library
The PPS Document Library is a way of attaching any external Windows™ document to your client records. You can attach documents either to your consultation records, or directly to the client. All attached documents appear in the PPS Client Log screen. Documents you have attached as part of your clinical notes records also appear in the consultation summary section of the consultation screen. To attach a document as part of your clinical notes, from the Consultation screen you can use the <Attach Document> button near the top of the screen. When you attach a document as part of your consultation record, the document still appears as its own entry in the client log screen but can be accessed either via the paperclip icon that appears in the consultation summary next to the consultation, or from the “Documents and Letters” selection in the top right corner of the consultation screen. To attach a document just to a client and not a consultation record, you can either use the Attach Document option of the PPS Menu: Activities, or select Attach Document from the PPS Task Bar. To access a document that you have already attached, select the document record from the client log screen and select <Open> from the client log toolbar. Once you have opened the existing document record, you can delete it from there.

The Document Library screen allows you to select the “source” file that you want to attach. It is highly recommended that this file is saved into the “Documents” folder contained within your main PPS Database folder. This means that any user on your network will be able to access the document irrespective of which computer on the network they are on. The Documents folder is contained within either the “Livedata” or “Demodata” folders in the main “PPS-Database” folder. You can confirm or select the client for whom you want to attach the document, enter a heading and any further notes required, and you can preview the document in a separate window.