Labels in PPS are Address labels that you can print and use on envelopes if you do not use window envelopes. Labels are an activity type. When you prepare a label, it can either be printed now or later. PPS Prints to either a dedicated label printer such as the DYMO LabelWriter™ or standard A4 label sheet layout which is 2 across by 8 down. The Avery™ label code for this style of label sheet is L7162. PPS has a label print spool that can be used to print a whole A4 sheet of labels at once, by accumulating individual labels gradually until a whole page is full. Alternatively you can also print a single label on an A4 sheet in any position, so you can run a single A4 sheet through your printer several times printing one or two labels in selected positions each time. To prepare a single label to print now or later, select from the PPS Menu: Activities – Prepare a Label. You can also print many labels at once by selecting “Labels” as the output from a PPS Report. To do this, select from the PPS Menu: Reports – PPS Reports & Mail Merge, then select a suitable report that will produce a list of client names and addresses to prepare labels for such as Client Lists. Run the report through the Report Wizard, and in the report output options select Main Merge. Then on the Mail Merge output screen select Labels. You can also print appointment details on a label when booking a new appointment.
See: Contacts (Third-Party) – Contact Types; Client –Third-Party Contacts.
Leave / Leave All
When booking an appointment for a client, the client may have outstanding activities scheduled for the future (or other future appointments booked) that now need to be dealt with or cancelled because of the appointment you are now making. PPS checks this each time an appointment is booked. If there are any outstanding activities or appointments, you are shown a list of this and have the option to either “Leave” them or “Delete” them. If there are several outstanding, then you can click <Leave All> to leave them all alone – the future activities will remain scheduled.
Letter Layout Designer
This is the template that is used to print letters in PPS. PPS has its own simple word processor built in that you can use if you do not have access to use Microsoft® Word. You can change the basic template of the letter to use your own preferred fonts, and include your own practice logo if required. You will need to be careful of the type of changes that you make to the layout, as incorrect changes to the layout can cause letter printing to fail. In this case you may have to revert back to the original layout and try making your changes again. To change the letter layout, select from the PPS Menu: Tools – Letter Layout Designer. You can either select to modify the layout, or revert to the default layout. There is another option on the PPS Tools menu – Set up PPS Letterhead. This option can be used to enter your practice name/address/contact details without the need to change the letter layout using the layout designer.
Letterhead - Set up
When using standard PPS Letters, you can set up your own practice name/address/contact details. These will be printed on the standard PPS Letterhead if you are using PPS to print your letters rather than Microsoft® Word. If you are using Microsoft® Word, then these details are still used when printing Invoices, and some other printouts such as clinical notes prints. You can enter your name, address and contact details as required, and select to “include” these details when printing letters and invoices.
Letters are an activity type in PPS. You can select at any time to send a letter to either a client or a third-party. You can send a letter either by selecting from the PPS Menu: Activities – Send a Letter, or by selecting “Send a Letter” from the PPS Task Bar. In addition you can also select to send a letter as part of your clinical notes recording. When you send a letter, you have the choice of either selecting a standard letter from your list of standard PPS letters (see: Standard Letters), or by simply typing your letter using the PPS letter editor before printing and sending. Letters can either be sent now or scheduled to be sent in the future. If you are using Microsoft® Word to print your letters, then your list of standard letters (which can include very simple templates that simply have the client’s address/salutation details at the top) will include letters that you have set up in Word. If you are sending a letter as part of a Mail Merge output from a PPS Report, then this will be a PPS letter. To do a mail merge using a Word letter, you will have to produce a “File” output from the PPS mail merge output screen, and do the mail merge separately and completely in Word.
See: Charts - Annotations
List is the term used to describe information that either appears on the screen or on a report in rows and columns. The term List is also used in PPS as a list of items such as menu, or list of entries such as a look up table. See also: List style diary.
List Style Diary
The PPS Appointments Diary can be displayed in a variety of ways, with various numbers of rows, columns and viewed by diary user or by treatment room. You can also select to view the diary in two basic styles: List style and Diary style. The list style diary displays all your free appointment slots in a “list” in each column – each entry in the list is the next free slot. This way you can clearly distinguish free appointments from booked appointments by the “gaps” in the list. To select the list style diary view, from the Appointments Diary, select from the PPS Menu: Diary – Select Diary View.
PPS includes a “Demonstration Database” and a “Live database”. You can select which database to log into from the PPS Log In screen. You may have a different log in ID and password to access each database. You can only access the “Live” database in the “Registered” version of PPS.
See: Contacts (Third-Party) – Contact Types; Client –Third-Party Contacts.
A Location in PPS is a physical clinic location. Older versions of PPS referred to treatment rooms as locations. Now Treatment Rooms are an additional field of information. You can set up locations to use in your PPS Appointments Diary. You can set up your diary for diary users/practitioners to be scheduled to work either in specific treatment rooms and/or locations on various days during the week. You do not have to use “Location” if you only work from one location. To set up locations, select from the PPS Menu: Tools – Look Up Tables, and select Location from the Appointments Diary Tables section. Here you can set up your various locations, and nominate a colour to each location to make each location clearly identifiable in the diary.
You can select to “lock” PPS if you are moving away from the computer and you want to ensure that unauthorised users, or non-staff members cannot step in front of the screen and access your PPS records. To lock PPS, either select from the PPS Menu: File – Lock PPS, or simply press Ctrl-F1 on the keyboard. You will have to enter your PPS log in password to unlock PPS.
See: Client Log.
In order to access PPS, you have to “Log In” using a log in ID and a password. If you are the only (or main) user of PPS, then you will be the PPS System Administrator which means that you are responsible for setting up other users, and setting up their log in ID and password that they will use to access PPS. It is important for each user to have their own log in details as the user’s initials are used as part of the date/time stamp whenever a record is added or updated on the system. The log in ID can be up to 10 characters with no spaces, and the password can be up to 8 characters with no spaces. The log in ID and password are always in capital letters, so they are not case-sensitive.
Look Up Tables
Look up Tables are used in PPS to control the entries that are allowed in certain fields. This means that you can restrict what values are input to just those that you want recorded. For example, when adding a new appointment, the “Appointment Type” look up table can contain entries such as “Initial Assessment”, “New Patient” or “Hydrotherapy”. This helps when running reports as you can select to break down the results of your report by the look up table entry thus minimising the number of different entries (especially slight variations of spellings!).
Some Look Up tables will store additional default values. For example the “Appointment Type” table can optionally have a Charge Codes associated with each entry. When the selected entry is used for an appointment, the charge code will be automatically selected for you when you create the charge for the appointment.
Look Up Tables are set up and maintained using the PPS Menu: Tools – Look Up Tables.
You can control which of your PPS users has access to setting up and maintaining Look Up Tables as part of the PPS Access Control system.
Also see the entry under the name of each Look Up Table e.g. Occupation