Occupation
This is one of the PPS Look Up Tables. It is entered on the Main Client Details screen. It is a list of your client’s occupations. You do not have to enter the occupation if you do not want to. The occupation can be used to breakdown various reports by, and the occupation can often be useful information to know if the client’s occupation can affect the treatment you provide. You can access the Occupation Look up table to add your own entries – select from the PPS Menu: Tools – Look up Tables.

OK Button
Many screens in PPS use an “OK” button as a way of closing that screen, this will save any details you have entered to that screen. The OK button is often used alongside a Cancel button which will close the screen without saving your changes.

Open
Some screens in PPS have an “Open” button on the toolbar, this is very similar to the Modify button as it will “open” the selected record for “modification”.

Options
PPS has a screen on the PPS Tools menu called Options. This screen can be used to set up a wide variety of system settings that affect the way that PPS works. You can make your changes to these areas and press the OK or Apply button to save your changes. The Options screen has four tabs along the top: General, Custom Client Fields, Set Up Client Contacts, and Clinical Notes. See the entries under each of these sections for more details, for example Options – General.

Options - Appointments Diary
See: Appointments Diary Options

Options - General
This screen is accessed from the PPS Menu: Tools – Options, and select the “General” Tab. These settings affect the way that PPS works. This screen allows you to change the following settings: PPS Generated Numbers: These are numbers that PPS issues to new clients, third-party contacts and invoices. You will normally only need to set up these numbers once when you are setting up PPS. Tax Settings: here you need to select if your company is registered for Sales Tax (VAT), and you can set up what your local sales tax is called – the default is “VAT”. You can also set up your list of tax codes. You will need to save your updates to tax codes using the <Save Your Updates> button as they are saved separate to the rest of the details on the screen. You can also set up how often PPS checks for a back up being made – you are prompted if you do not make a backup within this period. You can select for PPS to display a “faded” light blue background to the screens, or a simple light blue background. You may need to switch this option off if you are using PPS over an internet connection, as the number of colours used across an internet connection is lower and the faded background will appear in “bands” rather than a smooth fade out. You can also select for the Client Log screen to show its transaction list either in colour or black. “Colour” shows various entries in the colour appropriate to their status – i.e. a completed appointment in purple, a non-invoiced charge in green etc. When you have made your changes, press the <Apply> or <OK> button to save your changes.

Options – Clinical Notes
This screen is accessed from the PPS Menu: Tools – Options, and select the “Clinical Notes” Tab. The entries on this screen are the headings that are used when you are recording clinical notes. The Consultation screen in PPS allows you to store notes in six different fields, you can set up the first five fields, and the sixth field is called “General”. If you do not want to use all five fields, leave the ones blank that you do not need to use. When you have made your changes, press the <Apply> or <OK> button to save your changes.

Options – Custom Client Fields
This screen is accessed from the PPS Menu: Tools – Options, and select the “Custom Client Fields” Tab. With this screen you can customise the various fields that you can use on the main client details screen. All of these fields bar the first two are optional and you can set up these to your own requirements. When you have set up your required headings, these will appear in the “Profile” section of the main client details screen. Each time you add a new client record, you can select to automatically include any of these fields in the “summary” profile information that appears on the client log screen and the consultation “profile summary”. This can be changed per client as you add each new client record. When you have made your changes, press the <Apply> or <OK> button to save your changes.

Options – Set up Client Contacts
This screen is accessed from the PPS Menu: Tools – Options, and select the “Set up Client Contacts” Tab. With this screen you can customise your third-party contacts that are allocated to your client records. PPS has 9 different third-party types – each of which is shown on this screen. The purpose of this screen is for you to choose how you locally refer to these contact types, and how you want to use then in PPS. For example, in the UK “Doctor” is referred to as GP (General Practitioner), this is your family doctor and you may refer to this in another way locally. The same applies to all other contact types. You can enter a “collective term” for each type, an individual contact name, and a company name. Not all contact types will use a contact and company name – enter one or the other as appropriate. The Text and Numeric entry allow you to store additional details along with ach third party, as an example, for an insurance company you may also store policy number and policy excess. The “format” column allows you to specify how the number entry is made. Select the Notes column for each contact type if you want to also include a Free Text notes entry each time you assign a third-party of this type to a client. Each time you add a new client record, you can select to automatically include any of these entries in the “summary” profile information that appears on the client log screen and the consultation “profile summary”. This can be changed per client as you add each new client record. When you have made your changes, press the <Save Your Updates> button to save your changes – these changes are not otherwise saved when you use the <OK> or <Apply> button.

Order
This term applies to the Order in which information is listed on the screen. Information in PPS is often listed in a “Grid” with rows and columns; you can often click on the column headings to change the order in which the information is displayed. There is also a Client Browse screen that includes an “order” selection to allow the client details to be displayed in a variety of orders such as Surname, etc.

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

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

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

Outstanding (Activities)
Activities that are either now due or due in the future are referred to as “outstanding”.

Overdue
See: Activities – Status