Raise Charge
See: Charges – Creating

Raise Invoice
See: Invoice – Raising

Reason for Consultation
This general term has been used specifically in older versions of PPS as an entry on the consultation screen. There are various new ways of defining this in information in PPS. You can use the Appointment Type entry against each appointment. You can also use one of several entries on the Treatment Episode details such as Diagnosis code or Treatment Category.

Reason for Non-Attendance

See: Invoice; Accounts - Printing

Record (Database Record)
A record is a single line entry in a database, or table – often referred to via the type of information for example client records, invoice records.

Record Payment
See: Payment – Record a Payment

See: Charts - Annotations

This is a Look up Table that is used on the Treatment Episode details. The list can be used to help you categorise your sources of referral for each treatment episode in order to make your clinical notes reports more meaningful. You can set up your list of referral sources by selecting from the PPS Menu: Tools – Look up Tables, and selecting Referral from the Clinical Notes Tables section. You do not have to use the Referral entry on your Treatment Episode details if you do not want to. The Referral entry selected for each treatment episode is stored separately to the Source of Introduction on the Main Client Details screen. This is so that you can not only monitor where your clients initially heard about your clinic from , but also where your repeat business comes from.

See: Client Log - Refresh; Appointments Diary - Refresh; Daily Appointments List - Refresh; Accounts Screen - Refresh

See Also : PPS Registration; Client – Registration

Reindex Data Files
This option is available from the PPS Menu: Tools – Database Maintenance. This option is used to perform routine maintenance on your records including archiving older activity records, and to re-build the index entries for all your records. The index entries are maintained as part of making sure that your information can be accessed quickly by PPS so it is good practice to run this option at regular intervals, perhaps once per week. The Reindex option can also fix some types of damage caused to your records by power failures or computer crashes. PPS keeps track of whether or not you properly closed down last time you finished using PPS. If it detects that you may not have closed down properly last time, it will suggest that you run the reindex option.

See: Activities; Appointment - Reminders

See: Appointment – Repeat; Diary Week – Repeat; Block Appointment - Repeat

Repeat Appointments
See: Appointment - Repeat

Report Output
See: Reports – Report Output

Report Wizard
The PPS Report Wizard guides you through your selections for all PPS reports. The report wizard screen can be accessed from any of the reports available on the PPS reports selection screen – from the PPS Menu: Reports – PPS Reports & Mail Merge. Select any report from any section and click <Open> - this shows the Report Wizard screen. The screen has five “tabs” along the top – these are the “five steps” of selections that you can make. Not all reports show all five steps, when one of the steps is not applicable it will be low-lighted – the screen will show step n of 4 instead n of 5. The five steps are: Select, Date range, Include, Breakdown, and Criteria – see: entries in this reference guide for each of these selections for more details, for example: Report Wizard – Date Range. When you have finished your selections in the report wizard, you can use the <Finish> button to proceed to the report output screen, or use the <Add to Favourites> button to add this report, including all your report wizard selections to your Favourites list.

Report Wizard - Adding to Favourites
If you have made your selections in the report wizard for a report that you would like to run regularly, then you can use the <Add to Favourites> button on the report wizard screen, and save this report including all your selections to your list of Favourite reports. Once the report is added to your favourites, you can run the report from the Favourites section of the PPS Reports screen. If you use the <Open> button to run the report, then any changes you make to the criteria for the report can be updated on your favourites list using the <Update Favourites> button which is displayed in place of the <Add to Favourites> button.

Report Wizard - Breakdown
On the Report Wizard screen, the Breakdown step allows you to determine if/how the report results are broken down into groups. There is a wide range of breakdown options available suited to each report. Each breakdown selection will include its own sub-totals. When you breakdown by more than one field, then the results are “nested” – for example if you choose to breakdown the results by Month then by Practitioner, you will see a sub-total for each practitioner for each month, whereas if you choose to breakdown the results by Practitioner then by Month, you will see a sub-total for each month for each Practitioner.

Report Wizard - Criteria
On the Report Wizard screen, the Criteria step allows you to specify further criteria to restrict which records are included in your report. There is a wide range of criteria available suited to each report. Select a criteria field, then a condition, then (if appropriate) a value – for example to limit your report to clients of a certain age, select Age, is equal to, 40. To process an age range, make two criteria entries where the first condition is equal to or greater than and the second is equal to or less than. The two entries will combine to give the criteria for your report thus: Age is Equal to or greater than 40, and Age is Equal to or less than 50. This will include only clients who are between 40 and 50 in your report. When using more than one criteria, as in this example, you can use either AND or OR to join the two criteria together. You must be careful when using OR – in the above example if you used OR then all your clients would fall into one category OR the other, as everyone is either above 40 OR below 50 – think about it!

Report Wizard - Date Range
On the Report Wizard screen, the Date Range step allows you to select a “start” and “end” date for the report. This page does include some “popular” date selections such as “last month” where clicking this will insert the correct date range for you. On some reports you also select where there is a choice of dates to apply your date range to, for example apply to “date paid” or “date invoiced”.

Report Wizard - Include
On the Report Wizard screen, the Include step allows you to select on some reports what information to include on the printout. For example on a client report, you can select to include the address, contact numbers, etc on the printout as well as the client name.

Report Wizard - Select
On the Report Wizard screen, the Select step allows you to select which records to select for the report. This varies per report but can include a practitioner selection to run the report for one practitioner only, or to select only to include “non-invoiced charges” for example.

PPS includes many different reports that you can run that present information accumulated from various parts of the system. There are two main reports options: Summaries and Statistics, and PPS Reports and Mail Merge. In addition to these two main options, there is a variety of other print-outs that you can produce from PPS that are not included in the category of reports. These include: Printing the Diary, Client Details, Medical History and Clinical Notes. You can access the PPS reports options from the PPS Menu: Reports. For more details about the Statistics & Summaries type reports, see: Statistics & Summaries. When you select the PPS Reports & Mail Merge option, a reports selection screen appears – this screen is divided into the various categories of reports that you can run. Most reports (certainly client-based reports) can also be used for mail merge purposes. Select a report from any of the categories and use either the Run option (see: Reports – Run) or the Open option (see: reports – Open). When you select Open, you will be guided through the Report Wizard (see: Report Wizard) to allow you to make your specific selections for the report before choosing a report output option (see: Reports – Report Output). See also: various entries in this reference guide under Reports for further details. For details of individual reports, see: the entry under the report name, for example Charges Report or Aged Debtors Report.

Reports - Favourites
See: Favourites

Reports - List Style Reports
There are several List Style reports that present your information in a formatted layout and include column sub-totals and totals as appropriate. The List Style reports in PPS include: Client Lists, Activity Lists, Invoice Lists, etc. These reports are available from the reports selection screen from the PPS Menu: Reports – PPS Reports & Mail Merge.

Reports - Open
To Open a report, select from the PPS Menu: Reports – PPS Reports and Mail Merge, then select a report from any category and click <Open>. When you “Open” a report, you go through the Report Wizard screen and make your selections for the report before clicking the <Finish> button. If there is a report that you regularly use, you can add this report – including all your report wizard selections – to your Favourites list. This way, next time you select the report, you can just use the “Run” option from the report selection screen rather than “Open”.

Reports - Report Output
Each time you run a report, you are presented with a selection of Output Options: Print, Preview, Mail Merge, To File and Close. The Print and Preview options show the report results in a pre-formatted layout designed to present the information in a suitable way based upon which report you are running. The preview option allows you to view the printed report on screen – you can use this to check through the report first (and check to see how many pages the report is) before printing. It may be the case that simply previewing the report gives you the information you need without the need to waste paper by printing the report to the printer. The Mail Merge output option takes you to a Mail Merge Output screen where you can select further output options for your mail merge – see: Mail Merge for more details. The “To File” option allows you to copy the report results to a file. This file can be in a variety of formats including CSV or Tab Text, or Excel. When you have saved the file, you can open the file using another application such as Excel to view the results in more detail.

Reports - Report Wizard
See: Report Wizard

Reports - Run
To Run a report, select from the PPS Menu: Reports – PPS Reports and Mail Merge, then select a report from any category and click <Run>. When you “Run” a report, you skip the Report Wizard and just enter a date selection for the report. This can be useful especially for a report that you have added to your favourites list, where all the report wizard selections have already been made.

Reports - Statistics Reports
There are several statistics reports that process and consolidate your records and present a statistical analysis of results. In addition there is also a specific “Statistics and Summaries” report option that allows you to prepare graphs for a variety of criteria (see: Statistics & Summaries for more details). The Statistics reports in PPS include: Treatment Episode statistics, Consultation statistics and Diary Statistics. These reports are available from the reports selection screen from the PPS Menu: Reports – PPS Reports & Mail Merge. Other more detailed reports are called “list style” reports.

You should Back Up your PPS data regularly. This means that if your computer breaks down, or you have a power cut and your PPS database is damaged, then you can restore from your most recent back up. It is not un-common for PPS users to forget to back up their data, then have a problem with their computer which can mean that their data is lost forever. If you back up your data at least once per day, then the most information you can lose is just one day’s work. If you need to restore your data, and you have used the PPS Back Up option to back up your data, then you can use the PPS Restore option to restore your data from your most recent back up. You can access the PPS Restore option from the PPS Menu: Tools – Restore. This screen allows you to select a previous back up file, check its contents and restore the information. Be warned that you should ONLY use this option if you have to, as this option WILL OVERWRITE YOUR CURRENT RECORDS with the records saved to the back up.

See: Error Messages

All PPS Accounts records concerned with billing, are part of your practice Revenue. In PPS terms this equates to Charges Invoices and Payments. All these constitute your practice revenue. Because each of these three records has their own date, you can view your revenue using PPS reports in a variety of ways this does mean that running a Charges report, Invoice report and Payments report for the same month will not necessarily show the same revenue figures because the Charge date may not be the same as the Invoice date, or the Payment date. Where the term “Revenue” is used in PPS – for example on the Statistics & Summaries screen, then PPS will explain which figures it will use for revenue – in this case Charges.

Some screens in PPS use a <Revert> button on the tool bar. This means that if you have made any changes to the details on this screen you can use the <Revert> button to cancel those changes and reset the screen back to the previously saved version of that record.

RFNA (Reason for Non-Attendance)
When a client does not attend an appointment, for whatever reason, PPS refers to this as a DNA. When you mark an appointment as DNA, you can optionally select a Reason for Non-Attendance. Selecting this has several advantages. Firstly your standard list of RFNA entries can be used when running reports to show the more common reason why clients fail to attend there appointment. Secondly each different RFNA entry can have a charge code associated with it – when selecting one of these whilst marking an appointment as DNA; you are prompted to raise the charge for the appointment (cancellation charge etc.). Finally the RFNA can determine whether or not the appointment slot is re-opened so that another client can be booked into the same slot. This is much better that simply deleting the DNA appointment to make room in the diary for the new slot, as you keep a permanent record that the client did not attend – if they fail to attend regularly you may wish to take further action. The list of RFNA entries is one of the PPS Look up tables and can be set up from the PPS Menu: Tools – Look up Tables, and select the “Reason for Non-Attendance” entry from the “Appointments Diary Tables” section.

See: Treatment Room