This Help guide explains how to back up your data from within PPS. It is recommended that you backup your data at least once per day and also you should copy the backup onto an external drive. This is to make sure that if your PC has any issues (hard drive crash, Virus etc) then you still have access to the backup on a separate disk (or storage device) and you can then easily restore the data onto your new computer (or repaired computer).
It is vital that you back up your data - if you do not have a backup and your computer fails, you may permanently lose all your records. It is your responsibility to make sure that you take regular back-up copies of your data.
- From you main PPS Screen go to Tools > Backup.
- In this example we will work on the basis that we are backing up your entire database. In step 1 you need to select all folders.
In step 2 you need to select <Encrypt the Backup file> and then <Copy Backup to another location or disk>.
- Now click on the ... button.
- You then locate your removable disk and click OK.
- Now Click Backup.
- The backup utility will now start the file compression and backup of your database.
- You will then receive confirmation that the backup has been successful.
- Finish by clicking Close.
Backup
A Back up is a simply a copy of your data. It is very important to back up your data. PPS provides you with an option to make a back up copy of your data. The back up of your data can be used in conjunction with the “Restore” option if your data ever needs to be restore after a computer failure. It is quick and easy to make a back up copy of your data. It is your responsibility to make a back up copy regularly – at least EVERY DAY - and store this AWAY FROM YOUR COMPUTER. To run the back up option in PPS, select from the PPS Menu: Tools – Back up. This screen has options to include data from the various folders as part of your PPS database. These include the main DATA folder, your Letters folder, Charts folder, etc. You can select to back up all of these folders, or as many as you want for each back up copy. Running the Back up option produces a single file – this is a ZIP file which is a common type of “compressed” file. You can select to encrypt the file which automatically issues a password with the file, so that the data contained within the file cannot be accessed except by the PPS restore program (this password is also specific to your own PPS system). You can select to copy the back up file to an external disk or drive. You can copy the back up directly to a CD provided that you have formatted the CD correctly first. To copy to a CD, you must use your CD Writer software to format the CD in such a way that you are able to simply “drag and drop” files in windows explorer (or my computer) directly onto the CD. Copy
When entering text into any field, you can highlight the text and use the standard Windows™ “Copy” option to place the text on the Windows clipboard. You can then paste the text back into any similar field. See also: Appointment – Copy. Data
Data is a general term that refers to all your records. In computer terms, data is any piece of information that you can change, so this includes your normal records (client records, billing, appointments, etc.) and other information such as letter layouts, invoice templates and so on. PPS allows you to “back up” your data, which means to make a second copy of all your data. See: Back Up; Database for more details. Database
The PPS Database can be stored in a separate location on your computer/network from the main PPS application files. This would apply to a PPS installation on a network where the PPS Application files are installed onto each computer, and the database is located centrally on the network. There is the option to change the database location as part of the initial installation of PPS, and there is also a separate “database only” installation available if the database is to be installed onto a computer such as a server where PPS will not be used on that computer – servers often reside in a “back office” and are not used as a desktop computer. Location
A Location in PPS is a physical clinic location. Older versions of PPS referred to treatment rooms as locations. Now Treatment Rooms are an additional field of information. You can set up locations to use in your PPS Appointments Diary. You can set up your diary for diary users/practitioners to be scheduled to work either in specific treatment rooms and/or locations on various days during the week. You do not have to use “Location” if you only work from one location. To set up locations, select from the PPS Menu: Tools – Look Up Tables, and select Location from the Appointments Diary Tables section. Here you can set up your various locations, and nominate a colour to each location to make each location clearly identifiable in the diary. PPS
PPS is the acronym for “Private Practice Software”. Restore
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. Select
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.
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