Mail Merge
A mail merge is when you want to send a standard letter to several of, or all your clients in one go. You can produce a Mail Merge in PPS using PPS Reports. Most PPS reports have Mail Merge as one of the output options. As an example, you can use the Client List Report to produce a mail merge. This means that instead of printing your list of clients, the same list is used as the names/addresses list to merge with a standard letter to send to each client included on the report. This gives you great flexibility for producing mail merges, as it means that you can manipulate the selections and criteria for your report first to produce a very precise list of clients to be included in the mail merge. For example, you can select to write to clients you have recorded as having a certain pre-existing condition such as diabetes, or all Female clients within a certain age range and so on, giving you great opportunities to send fairly specific targeted mailings to chosen groups of your clients. You can also use the mail merge feature to send bulk e-mails to your clients using the same mail merge options. To produce a mail merge, select from the PPS Menu: Reports – PPS Reports & Mail Merge, then select a report to run that will give you the results you need for your mail merge, for example Client List report. Use the report wizard to make any specific selections for your report, for example “clients who you last saw more than six months ago” can be selected using “Last occurrence” on step 1, and a date range of “From” date=blank and “To” date = the date as of six months ago. When you have finished your selections, click <Finish>, then on the Report Output screen click <Mail Merge>. Then on the Mail Merge output screen you have the option to either select Letters & E-Mail where you can use the PPS Letter editor to send a standard PPS letter to your clients included in the report, or select to produce a File which you can use with another mail merge program such as Microsoft Word. Alternatively, you can use Labels to prepare a mailing label for each client in your list also.

Mailing Labels
See: labels.

Main Client Details
See: various entries under Client.

Maintenance
See: Database Maintenance.

Maintenance - Custom Form
See: Custom Form - Maintenance.

Management Reports
See: Reports.

Manager - Custom Form
See: Custom Form - Manager.

Mandatory
Mandatory is the term used in PPS Custom Forms when a question included on the form must be answered. If you are setting up your own forms, you can decide if each question is mandatory or not.

Marker
See: Charts - Annotations.

Medical History
You can set up your own medical history questionnaire, then complete the questionnaire for each client as appropriate. The questionnaire is set up in the form of a Yes/No answer questionnaire. For each question, you can select to be alerted if Yes, or No is answered (as appropriate) to each question. To set up your medical history questionnaire, select from the PPS Menu: Tools – Set Up Medical History. To complete a medical history questionnaire for a client go to the main client details screen: select from the PPS Menu: Client – Main Client Details, or click Client Details on the PPS Task Bar. From the main client details screen, use the <History> button on the client screen toolbar. Once you have completed the questionnaire, any questions that have been answered “adversely” you are informed of these in the Client Log screen, and in the Medical History drop down section of the Consultation screen. You can update the medical history details while reviewing them if necessary from either of these screens.

Merge Field
A Merge Field is used when preparing Standard PPS Letters, or sending a one-off letter to a client or third-party. There are a variety of Merge Fields to choose from including Name, Address, Date, Practitioner, etc. When a merge field is included in a standard letter (or you insert a merge field into a one-off letter) then the merge field entry is replaced with the “real” value for the selected client. Merge Fields are shown with the field name enclosed in double chevrons thus: <<SURNAME>>. When the letter is printed, this value is replaced with the actual client’s surname. You can insert Merge Fields when you are setting up standard PPS letters – see: Standard Letters for more details.

Microsoft® Windows™
Windows™ is the name of the “operating system” that you use on your computer. PPS can be installed and used on a computer that runs “Microsoft Windows”. There are several different versions of Microsoft Windows, for example Windows XP, Windows 2000 and Windows 2003. PPS can be installed and used on all Windows versions except Windows 95 which is an older version.

Microsoft® Word
Microsoft® Word is a Word Processing application. It is supplied as part of Microsoft® Office. PPS can use Word to produce individual letters to clients or third-parties. This can be done by setting up a PPS Standard Letter which is a “Word Document”. This standard letter can then be used when sending a letter to a client or third-party. See also: Standard Letters; Letters.

Modify
This is the term used throughout PPS to “change” any of your existing records. PPS has buttons on many screens with a <Modify> prompt. Clicking this button will normally take you onto a further screen that allows you to modify the selected details. For more information about modifying various types of record in PPS, see the “modify” entry under the various section of this help guide, for example Invoices – Modify, Appointments – Modify, etc.

Move
See: Appointment - Move

Move Appointment
See: Appointment - Move

Multi-User
See: Network