In PPS, this is how you refer to someone in a letter. This applies to Clients and Third-Party contacts. You can enter the salutation on the Main Client Details screen for each of your clients – some clients you may prefer to use their title and surname and others that you know better you may use their first name. The same applies to Third-Party contacts where an individual’s name is used (instead of just a Company name). You can use “Salutation” as a “merge field” when setting up or sending letters. There is a Salutation field available for Clients, and one for each Third-Party contact types (insurance companies, clubs, etc.) When a letter is printed using the Salutation merge field, the field is replaced with the Salutation entry, if no entry is made into the Salutation field, then the Client Title and Surname is used to replace the merge field.
PPS Uses a <Save> button on many screens. This will save the updates that you have made to this screen and store them permanently in your database. One some screens the <Save> button will also close the screen.
See: Appointments Diary – Setting Up
You can search for various records in PPS: Clients, Appointments, Third-Party contacts etc. Some screens include a <Search> button on the toolbar. The main PPS Client Search screen includes options to search on a variety of fields: for example Surname. This screen can be accessed from the Search Button on any of the client screens (main details, log, browse) or by clicking “Search” on the PPS Task Bar. The Search screen allows you to enter all or part of a value into a selected field, then when you press Enter a list of results that match what you have typed in is displayed. The most common information to search on is Surname. In the Surname field on the search screen, it is possible to enter all or part of the surname followed by a space, then all or part of the client’s First Name. This way you can narrow down your search results – useful with popular surnames. For example, you can search for Joe Smith simply by entering SMI J in the Surname field and pressing enter. All clients whose surname starts with SMI and whose First Name starts with J will be listed.
You can search for existing Client Appointments or Free Appointment Slots using the <Search> button on the Appointments Diary – see: Appointments Diary – Search for more details.
See: Access Control
A term used when you choose something on the screen. Some PPS screens have a <Select> button, this normally means that you pick an option, or entry in a list, then click the <Select> button. This will “select” your chosen entry and proceed to the next screen, or return to the previous screen with your chosen entry selected.
Send a Letter
Send a Message
Send an E-Mail
See: Medical History – Setting Up; PPS – Setting Up; Custom Form – Maintenance; Users – Setting Up; Letterhead – Set Up
Show On Client Log
See: Client – Show on Client Log
See: Clinical Notes - Sign Off; Custom Forms – Sign Off
Each of your “blocks” of free appointments is organised into “slots”. Each slot can have a description that can appear on the diary – such as “New Patients”. To set up your list of Slot Descriptions, select from the PPS Menu: Tools – Look up Tables, and select Slot Descriptions from the Appointments Diary Tables section. Each of your Slots Descriptions can have a colour assigned to it to make the slot description heading more visible in the diary. To assign Slot Descriptions to your appointment slots, see: Appointments Diary – Setting Up.
PPS has the option to send an SMS message (or schedule one to be sent) as part of the PPS Activities system. SMS Messages are sent either by directly posting the message to an internet web site, or by sending a specially formatted e-mail to a preconfigured e-mail account; the provider of this e-mail account simply converts your e-mail message into an SMS message and sends it to the required recipient’s mobile phone. This facility requires that you have an account with a third-party SMS messaging provider – this option is available on the Tools menu in PPS. There is a small charge per message sent (the charge is similar or less than sending an SMS from your phone).
You can use the S.O.A.P. standard of note taking in PPS if required. SOAP is an acronym for Subjective, Objective, Assessment and Plan, and is a method of organising your notes in a constructive way. The various “notes” headings that you can configure on the PPS Consultation screen allow you to record your notes using this method if you want to. See: Options – Clinical Notes for more details.
Source of Introduction
This is one of the PPS Look up Tables. It is entered on the Main Client Details screen. It is a list of the various ways that a client was introduced to your Practice. You do not have to enter this information if you do not want to. The source of introduction can be used to breakdown various reports by, and provides a useful measure of where your business comes from. You can set up your list of different sources of introduction by selecting from the PPS Menu: Tools – Look up Tables, and selecting “source of introduction” from the Client Tables section. PPS also uses a “Referral Source” entry as part of recording your clinical notes. This may be the same as source of introduction for a client’s first visit, but may not be the same on subsequent visits. It is best to retain Source of Introduction on the main client details screen as where your client “first” heard about your practice.
See: Accounts – Invoices – Split Billing
Standard Charges & Stock Items
You can set up all your standard charges and stock items in a list, so that when creating charges, you can quickly select the correct charge item from the list. You can also assign codes to each item, so that you can quickly select an item via its code. Your standard charges are the different consultation fees that you charge, you may have a range of fees for different purposes such as an initial consultation, a follow up session, a full insurance assessment, etc. in addition, stock items are sundry items that you may sell in addition to the consultation services you provide. To set up your standard charges and stock items, select from the PPS Menu: Tools – Look up Tables, then select “Standard Charges and Stock Items” from the “Accounts” section. This shows you a list of your current items; you can use the <New> button to add a new item to the list. Once you have items in your list, then these can be selected from the list when creating charges. If you assign a “Code” to each item, then you can quickly select each item using the code when creating a charge.
You can set up Standard Letters in PPS that can be used when writing letters to either a client, or a third-party. These letters are like “templates”. They can include a combination of standard text, and merge fields. PPS includes its own proprietary simple Word Processor that you can use to print your letters, alternatively you can use Microsoft® Word directly from within PPS to produce your letters. A Standard letter can therefore be either a PPS letter, or a Word letter. Standard letters can be used for a variety of purposes. You can set up basic templates to use for referral, or discharge letters; these can contain the majority of the text required for the letter and you simply “fill in the blanks” each time to send this letter, or you can include optional whole sentences or paragraphs that you simply “delete as appropriate” each time you send the letter. To set up Standard Letters, select from the PPS Menu: Tools – Standard Letters, then either select an existing Standard Letter from the list and click <Modify>, or click <New> to add a new one. The Standard Letters screen allows you to either set up or select an existing Word Document as your letter, or to simply type in your text and use the PPS letter editor to send your letter. If you do not have Microsoft® Word, then use the PPS letter editor. When you have completed your letter text, make sure that you have entered a Name for the letter – this will be how you refer to the letter when selecting from a list of standard letters. You can also select to automatically be prompted to “follow this letter up” with either another letter, or a telephone call. This mean that each time you select to send this letter, you are prompted to schedule a follow-up activity. This can be useful if you want to keep track of your marketing activity and you have sent a letter to a selection of clients, PPS will schedule the telephone call for you to make to each of these clients for, say, two weeks time. You are then prompted in two weeks to process the telephone calls; as these have now become activities now due.
Statement Layout Designer
This is the template that is used when you select to print a Statement of Account from the PPS Accounts screen. You can change the basic layout of the statement 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 statement 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 Statement of Account layout, select from the PPS Menu: Tools – Statement 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 Statement layout using the layout designer.
Statement of Account
See: Accounts – Statement of Account
See: Statistics & Summaries; Reports – Statistics Reports
Statistics & Summaries
This is a special Summary Report generator that can be used to generate Statistics Graphs. This option is dependant upon you having MS Graph installed – MS Graph is supplied as part of Microsoft Excel (and some other Microsoft packages). You can access the Statistics & Summaries screen from the PPS Menu: Reports – Statistics & Summaries. This screen allows you to prepare your own range of graphs for a variety of selections. You can add as many graphs as you want and update these regularly using a “re-calculate” button. You can also print out the graphs if required, or copy and paste them into your own spreadsheet. The Statistics & Summaries screen has 4 steps for you to select. Step 1 is the different statistics categories you can select from, you can select combinations of these, but some graph types are better displayed if you only select one or two. In a bar chart, what you select here will be the different series of bars and is known as the value axis (Y). Step 2 allows you to break down your results by various categories. In a bar chart this will be the bands along the bottom of the chart and is known as the category axis (X). Step 3 allows you to restrict which records are included in the results, for example just Male clients, or clients for a selected Practitioner only. Step 4 allows you to enter a date range. This again restricts which records are included in the results to just those that match the date range. When you have made your selections in steps 1-4, you can either update the existing chart, or insert a new one using the buttons towards the bottom right of the screen.
See: Client Status
PPS Includes a simple form of stock control. You can select that any of your list of standard charges is a stock item, and enter a stock amount, minimum quantity, re-order quantity and supplier. Each time a charge is created for a stock item, the stock is reduced by the quantity created with the charge. PPS does not automatically alert you when stock levels are low - you can however run a stock levels report to give an indication of current stock levels. The report can be produced just for those stock items that are now at or below minimum level. To set up stock items, see: Standard Charges and Stock Items. To run the Stock Levels Report, see: Stock Levels Report.
Stock Levels Report
This report allows you to produce a list of your stock items. You can select to run the report only for those stock items that are “below or at” the minimum stock level, or those items which are above minimum level. You can also select to break down the results of the report by a selection of fields such as supplier. To run the stock levels report, select from the PPS Menu: Reports – PPS Reports and Mail Merge, and select “Stock Levels Report” from the “Accounts” reports selection.
See: Statistics & Summaries
Summary - Consultation
See: Clinical Notes Summary
See: Report Output
PPS Expense is an additional PPS Module that allows you to record details of practice expenditure. As part of these records, you can also set up your list of suppliers. Suppliers are also optionally used when setting up your standard Stock Items. To set up your list of suppliers, you can either enter a new supplier as you are entering a new expense record for a supplier you have not used before, or you can set up suppliers by selecting from the PPS Menu: Tools – Look up Tables, and selecting “Supplier” from the Accounts Tables section.
See: Client - Surname
See: PPS Sync
The System Administrator in PPS is the “prime” user – normally the first user who installed the software – and is responsible for setting up each of the other required PPS Users, including setting up which parts of PPS each user has access to (see: Access Control). The system administrator automatically has full access to all parts of PPS, including clinical notes that have been “made private” by other practitioners. You should NEVER forget the Log In details for the system administrator, as you need these to be able to change the log in details for all your other PPS users. Keep the log in details stored somewhere safe in case you forget them!System Users System Users are the individuals in your clinic. They are set up in PPS so that they can be identified as Practitioners, Diary Users and can each have their own Log In ID and Password to access PPS. Each System User can also be set up to enable access only to certain parts of PPS if required using the PPS Access Control system. System Users are set up by the PPS System Administrator – this is the prime user of PPS and the person responsible for setting up PPS and general system administration duties. To Set Up System Users, you must be logged in to PPS as the System Administrator. Once you are logged in as the system administrator, select from the PPS Menu: Tools – Set up System Users. This shows a list of current systems users (if you are not logged in as the system administrator, you will not see other users on this list apart from yourself). You can select to add a new user, or modify/delete users from the list. For more details, see: Users – Setting Up; Access Control; System Administrator.