See: Payments – Part Payments
A Payment in PPS is recorded when money is received from clients or third-parties. A payment must be allocated to an invoice – either immediately or in the future. If a payment is received in advance (a pre-payment) for consultations or treatment that has not yet been carried out, then the payment can be allocated to the invoice in the future when the invoice is raised. Payments are either recorded using a specific PPS screen to “record a payment”, or are automatically recorded when an invoice or charge is raised and “marked as paid”. If payments are received from third-parties, then these are recorded on the third-parties own accounts screen where the invoices to the third party will appear. If payments are received from clients, the these are recorded on the client’s own accounts screen.
Payment - Modify
You can modify details of an existing payment, or change which invoice (or invoices) the payment is allocated to. A payment record is shown in the PPS Accounts screen and in the Client Log screen. You can also modify a payment from the Modify Invoice screen. When you modify a payment, the Payment Allocation screen is displayed where you can change the details of the payment and allocation as required.
Payment - New
See: Payment – Record a payment.
Payment - Part Payments
Part payments are where an invoice is not fully paid. If a third-party invoice is part paid, then the balance due on the invoice can be re-directed to the client if required – see: invoice – split billing for more details.
Payment - Receipt
You can print a simple payment receipt. This is often used when a payment has been received and recorded in PPS, but not allocated to an invoice. The payment receipt is a simple A4 layout that includes the payment details and “received with thanks” text. If a receipt is required after a payment has been allocated to an invoice (or invoices) then the invoice can be printed and this will clearly show the payment details.
Payment - Record a Payment
You can record a payment is PPS in a variety of ways. Sometimes a payment is recorded for you, for example if you are raising an invoice and “mark” it as paid at the point that the invoice is created; or if you are completing an appointment or consultation and you simply mark the charge as paid. To record a payment you have received that is for an existing invoice (either client or third-party), this can be done in a variety of ways: 1) select from the PPS Menu: Accounts – Record a Payment; 2) click on “Record a Payment” on the PPS Task Bar; 3) from the PPS Accounts screen click <New> and select “record a payment” from the pop-up menu; 4) From the Invoice Details screen (displayed when modifying an existing invoice), click the <Payments> button and select to record a new payment; 5) from the Payments List screen – click <New>. All of these options will display the “Record a Payment” screen. From this screen, there are three steps to select the correct account to record the payment for, to check the current outstanding balance and to record details of the payment and (optionally) allocate the payment.
PPS has a list of Payment Methods that you can set up and use. These include Cash, Credit Card, etc. You select from a list of payment methods when you are recording a payment. This important information enables you to reconcile your accounts records for each day, week, etc. as monies received via different methods will appear in different places and times in your bank statements, etc. You can set up your list of payment methods from the PPS Menu: Tools – Look up Tables. You can also select to include your most common payment methods in the Cash Desk Quick buttons.
Payment – Allocating
You can either allocate a payment as soon as it is received, or later. You will normally allocate a payment as soon as it is received unless it is a pre-payment for consultations or treatment that has not yet been carried out, in which case the payment can be recorded now and left as “un-allocated” on the account. It can be allocated later when the charge/invoice is raised. When you record a payment, you will either need to select which invoice (or invoices) the payment is allocated to, or PPS may do this automatically depending upon how the payment has been recorded, and which outstanding invoices exist on the account. If you are recording a payment, a “Payment Allocation” screen is used to allow you to select which invoice (or invoices) the payment should be allocated to. This screen does not always appear if the payment is automatically allocated to an invoice.
The Payments List screen is available from the PPS Menu: Accounts. This is a full list of all payments you have recorded – including payments that have been created by PPS Cash Desk, and when charges and invoices have been raised and marked as paid. You can select to record a new payment, or modify or delete a existing payment. There are options available to the left of the screen that allow you to select which payments to include in the list. These options can be helpful to view only payments from a selected source, or to only view third-party payments.
The Payments 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 Payments you have recorded. You can select to include just payments that have not been allocated or have been part allocated, 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.
A Personal Action is a PPS Activity record. You can use a personal action as a personal reminder, or “to-do” item. A personal action can optionally be related to a client or a third-party contact. You can create a “Personal Action” in a variety of ways: 1) select from the PPS Menu: Activities – New Personal Action; 2) select from the PPS Menu: Activities – Activities List, then click the <New> button and select Personal Action. As with all PPS activities, you can select a Due Date and Time, priority, select which practitioner is responsible for the activity, and which system user is responsible for completing the activity. You can enter a heading and notes – these describe the activity, or detail your actions towards completing the activity. All activities have a selection of options to include the activity on the daily task list and the appointments diary printout. You can enter completion details when the activity is complete, or postpone the activity to become due at a later date.
See: Charts; Document Library
See: Appointments Diary – Setting Up
Point Of Sale
See: Cash Desk
The Post Code is used as part of the Client or third-party contact address. It does not have to be entered if you do not used postal codes in your area. You can search for a client or third-party contact using the address. The client search screen has a specific entry to enter all or part of the post code to search for. On the Client Browse screen you can select to view your client records in post code order.
PPS is the acronym for “Private Practice Software”.
PPS Expense is an additional module in PPS that can be used to record practice expenditure. You can enter one record per expense item including which expenditure category the item is for your accounts records. You can also indicate when an item was paid. To access PPS Expense, select from the PPS Menu: Accounts –Expenditure Management. This shows your list of existing Expenditure records where you can Add new records, or highlight and modify/delete existing records. You can use options to the left hand side of the expenses list screen to select to show Expenditure records that are paid/not paid, or to filter the list to only show certain types of records.
A message is a PPS activity type, and is part of an internal PPS messaging system that can be used between users of PPS on a network of more than one computer. This is a simple text message (that can be optionally related to a client) and can be sent from one PPS user to another, or all other users. When PPS is running on a network of computers in your practice, this means that instant messages can be sent between users on different computers. To send a message, select either from the PPS Menu: Activities – Send a Message, or click Send a Message on the PPS Task Bar. You can then type in the message, and select who the message should be sent to. If you send the message to All Users, then each user will receive their own copy of the message. PPS will check for messages every n seconds while you are logged into PPS. When you receive a message, a pop-up window appears informing you of the message, here you can choose to either read the message, or postpone it for a while where it will pop up again later. To set up how often PPS automatically checks for messages, select from the PPS Menu: Tools – Set up System Users, and select the user from the list, and click <Modify>. The User Profile screen includes a setting to determine how many seconds or minutes PPS checks for messages. 60 seconds is normally a good setting. Also See: E-Mail; SMS Message.
Registration is the process of “un-locking” PPS to allow you to use the Live database in PPS. The demonstration database has a limit to the number of records that can be added. This limit is 50 records in each part of the system (50 clients, 50 appointments, etc). The live database has no limit. If you have a registration file, you can use the PPS log in screen to register PPS, or if you are currently logged into the demonstration database, you can use the “PPS Registration” option of the “Tools” menu. The PPS Registration file has you own details stored in it as the registered PPS user, in addition it contains your PPS serial number and details of the options within PPS that you are allowed to use (such as clinical notes etc.). The PPS registration file also controls how many users can log into PPS simultaneously when PPS is installed on a network. Your PPS registration cannot be transferred to another PPS user without the written consent of Rushcliff Ltd. Your PPS registration can only be used on one installation of PPS for “live” use. You can use your PPS registration on a back up copy of your live system provided that you are not using this system to operate its own live database.
PPS Sync in the process of running two or more PPS systems and keeping the databases up-to-date between these systems by synchronising their data. This has a variety of uses including taking a laptop computer away from the practice, making updates to the laptop whilst the main copy of PPS at the practice is still being updated, then synchronising both systems together so that both are up-to-date later on. PPS Sync is a special feature of PPS and includes its own documentation and installation instructions. Please refer to your PPS supplier for more details.
Practice Expenditure Report
The Practice Expenditure 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 PPS Expense records you have created. You can select to include just purchases that have not been Paid or have not been Paid. 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.
A practitioner in PPS is a system user. To add a practitioner to PPS, you need to add a new system user, and indicate that they are a practitioner as part of their user details. When a user is a practitioner, they appear on the list of practitioners to select to allocate to most PPS records. PPS allocates a practitioner to most types of records so that you can see which practitioner is responsible for that record, also you can break down most report in PPS by practitioner.
See: Commission; Practitioner Commission Report
Practitioner Commission Report
The Practitioner Commission report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Accounts Reports section”. This report shows commission due to your practitioners. The commission is calculated from both the Standard practitioner commission rate (entered as part of the User Profile) and entries in the Commission rates table. You can select to produce the report based upon either charges raised, Invoices raised or payments allocated to invoices – depending upon how you pay your commission to your practitioners. You can not produce the report for payments that you have recorded but not yet allocated to invoices as the commission rates are dependant upon charges you have included on your invoices. 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.
See: Reports – Report Output
See: Client – Prime Contact Details
You can print various types of information in PPS including client details, clinical notes, Invoices, letters, and a wide variety of reports. All printing in PPS is done using your standard Windows printer driver for your selected printer. Many screens in PPS have a <Print> button that is used to print details for that part of the system. See also: Reports – Report Output.
See: Clinical Notes – Public/Private; Custom Forms – Public Private
Processing – Invoice
See: Invoice Processing
The Main Client Details screen in PPS includes a “Profile” section. This is where you store specific information about each client including their “source of introduction” and “occupation”. You can set up your own profile details. This allows you to specify your own field headings which suit the type of details you need to store suitable to your business area. To set up the client profile fields select from the PPS Menu: Tools – Options, and select the Custom Client Fields tab. see: Options – Custom Client Fields for more details.
Profile – User
See: User Profiles
See: Clinical Notes – Public/Private; Custom Forms – Public Private
See: Calendar Dates