BUPA Physiotherapy Tender PPS Reports

Accounts
The PPS Accounts system includes facilities for you to bill your clients, or third parties, record payments received, and manage all invoices that are overdue for payment. In addition, PPS also offers an additional module called PPS Expense that can be used to record details of practice expenditure. The Accounts system in PPS is not designed to be a full accounts system with ledgers, balance sheets, etc. but it can be used to supply revenue and expenditure information directly to another accounts system by way of exporting the information through reports. PPS Accounts billing is structured into three areas: Charges, Invoices and Payments. Firstly Charges must be created, then an invoice produced, then a payment recorded. A Charge, or charges simply become “line items” on an invoice, and a payment recorded is “allocated” to the invoice. PPS is flexible enough to accommodate all requirements for practice billing including third-party billing, split billing (between client and third party), recording several payments against one invoice, or recording one payment against several invoices. There are various points throughout PPS that enable charges to be quickly created and “paid off” in one step. This single step still produces the correct Charge, Invoice and Payment records.

Add
Look this up under the type of new record you want to add – e.g. Client - Add or Appointment - Add

Appointment
An Appointment is an entry in the Appointments Diary for a client. When you set up your diary, you are setting up the free appointment slots. You then book Appointments into these free slots. Each Appointment can be marked with a status, represented by a colour, to show that the client has arrived for their appointment (green), is currently being seen by the practitioner (orange) or the appointment is completed (purple). You can also mark an appointment as DNA (did not attend) and select a reason why the client has not attended – these are marked in red. When booking an appointment on the diary, this is normally done by highlight a free slot then selecting to add the new appointment. When doing this, the appointment details such as date, time, duration, diary user, treatment room, etc. are already known and you do not have to enter them.

Appointments Diary
The PPS Appointments Diary allows you to record your client appointments, and manage your available appointment times. There are a variety of diary view styles to suit your needs including single day, whole week, single or multiple users etc. You can access the PPS Appointments Diary from the PPS Menu: Appointments – Appointments Diary, or by pressing Ctrl-A on the Keyboard. You can also click on Appointments, or Diary on the Task Bar. The diary has a toolbar to give you access to common functions such as adding appointments, and when the diary is displayed, clicking on an item in the task bar, or selecting from the PPS menu will normally be related to the currently highlighted appointment. For example, if an appointment for Mrs Smith is highlighted, then clicking on the Accounts option on the task bar will show the accounts screen for Mrs Smith. --br-- A Practitioner on the PPS Appointments Diary is referred to as a “Diary User”. This is to allow the diary to be used by more people than just Practitioners in your practice. You can select to set up and use your diary either by Diary Users, or by Treatment Rooms – this can suit they way that you are used to booking your clients into the diary. --br-- See below for further detailed information relating to the various Appointments Diary functions in PPS.

Breakdown
This is a term used on all PPS Reports. When you run a report, you can select to breakdown the results into groups or categories. Most PPS reports allow you to breakdown to two levels. The breakdown category will have it’s own heading and sub-totals on the report. For example, if you select to breakdown your report by Practitioner, then each practitioner will have their own heading on the report, with the report results shown for that practitioner underneath the heading. At the end of the report results for that Practitioner, there will be a sub-total line showing totals for that Practitioner. Typically an accounts/revenue report could be broken down by Month then Practitioner. This means that each Month will have its own section on the report (and its own sub-total line) and then within each month, the report will show one section per practitioner. Using a breakdown on most reports is optional.

Change
See: Cash Desk; Modify

Charge
A charge is the first step for PPS billing. You have to create a charge before you can raise an invoice – a charge is a “line item” on an invoice. Charges can be either for various types of treatment, or for stock/sundry items you may sell. PPS has a “list of standard charges” that you set up yourself giving you quick access to your charges via a code, or description. There are several ways in PPS that you can create a charge, you can also skip very quickly from creating a charge to recording a payment and PPS creates the invoice for you as you go. --br-- You can create a charge in the following ways (which way you regularly use will depend upon the way that you prefer to use PPS): 1) from the PPS Menu: Accounts – Create a Charge; 2) from the PPS Taskbar click on Create a Charge (if you have the diary open then highlighting an appointment first will create the charge related to that appointment); 3) from the PPS Menu: Accounts – Charges List, and click the New button; 4) from the diary, highlight an appointment, right-click on the appointment and select the Client Charge option from the pop-up menu; 5) when completing a consultation record, the “consultation complete” screen allows you to create the charge; 6) when completing an appointment the “appointment complete” screen allows you to create the charge; 7) Cash Desk can be used to create charges. The first four options above will show the Client Charge screen. This allows you to select / enter all the appropriate charge details and save the charge, or go on to create an invoice for the charge. An invoice can contain more than one charge so you do not always want to create the invoice each time. --br-- Whenever creating a charge, you have the option to select who will be invoiced for the charge, this includes the Client, and any one of the Third-Part Contacts associated with the client. This is how to bill an insurance company directly, for example. If the client does not have a third party contact associated with them, then you can select one while creating the charge, and select to always associate this third-part with the client. This will update the third-party contact details for you on the Main Client Details screen.

Client
Client records are the hub of your PPS database. PPS refers to these records as “Clients” rather than “Patients” because PPS is used across a variety of business and clinical disciplines, some of whom use the term “client” and others use “patient”. A client record can have either minimal details entered, such as first name and surname, or can be a comprehensive range of details including full address/contact details, alternative addresses, DOB, sex, “known as”, full profile details including “source of introduction”, occupation (plus a range of entries you can set up yourself). In addition you can associate a variety of third-parties to clients such as doctors, insurance companies, etc. The more comprehensive the details you store for each client, the greater the opportunities to use these details in your reports and mail-merge operation. For example, by recording the “source of introduction” for each client (such as yellow pages, local advert, recommendation, etc.) you can run almost any report in PPS to show a breakdown by “source of introduction”, for example “practice revenue” by “source of introduction” will show where you earn the most money from – thus where you should concentrate most on your advertising!

Complete
The term “Complete” is used in PPS for both Appointments and Consultations. You can select to Complete an Appointment – where is it marked in Purple, and you can then raise the charge, book another appointment, etc., and you can Complete a Consultation – where you can decide if the Treatment Episode is completed, or how many more consultations are required, you can raise the charge, produce a Discharge Letter etc. The term “Complete” is also used for Treatment Episodes that have an “End Date” entered – see: Completed Episodes.

Consultation
PPS uses the term “consultation” to define each time you see a client, whether or not it is an initial session, or a follow up one. PPS has a clinical notes system that allows you to record Consultation notes each time you see a client, and these are all part of a Treatment Episode. If you see a client once, and their treatment is completed in one consultation, then the Treatment Episode will only have one consultation. If, alternatively, you see a client six times before the treatment for the presenting problem is complete, then the “one” treatment episode will have “six” consultations. To access the clinical notes system in PPS, either select from the PPS Menu: Client – Consultation, or click Consultation on the PPS Task bar. You can select an appointment, or client record first if required to give immediate access to the consultation screen for that client.

Create
See: Add; Charge – Create

Criteria
See: Report Wizard - Criteria

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.

Details
This is a generic term used to describe the information stored in any particular part of PPS. For example Main Client Details is the information you enter to this screen. In addition, there are several “notes” type fields that allow you to enter further “free text” details against a record – these are also sometimes referred to as Details.

Diary
See: Appointments Diary

Form
See: Custom Form

GP
See: Contacts – Doctors; Client – Third-Party Contacts

Important
You can flag information as “important” while recording your clinical notes. For more details see: Consultation – Important information.

Include
This is a term used in the PPS Reports Wizard – on step 3 of the selections for your report. On most reports you can select to “include” a selection of details on the printed report. You can un-tick any items that you do not want to include. The “Include” options only apply when the report is printed or previewed – if you are exporting the report to a file or mail merge, then the “include” options do not apply.

Line
See: Charts - Annotations

List
List is the term used to describe information that either appears on the screen or on a report in rows and columns. The term List is also used in PPS as a list of items such as menu, or list of entries such as a look up table. See also: List style diary.

Mail Merge
A mail merge is when you want to send a standard letter to several of, or all your clients in one go. You can produce a Mail Merge in PPS using PPS Reports. Most PPS reports have Mail Merge as one of the output options. As an example, you can use the Client List Report to produce a mail merge. This means that instead of printing your list of clients, the same list is used as the names/addresses list to merge with a standard letter to send to each client included on the report. This gives you great flexibility for producing mail merges, as it means that you can manipulate the selections and criteria for your report first to produce a very precise list of clients to be included in the mail merge. For example, you can select to write to clients you have recorded as having a certain pre-existing condition such as diabetes, or all Female clients within a certain age range and so on, giving you great opportunities to send fairly specific targeted mailings to chosen groups of your clients. You can also use the mail merge feature to send bulk e-mails to your clients using the same mail merge options. To produce a mail merge, select from the PPS Menu: Reports – PPS Reports & Mail Merge, then select a report to run that will give you the results you need for your mail merge, for example Client List report. Use the report wizard to make any specific selections for your report, for example “clients who you last saw more than six months ago” can be selected using “Last occurrence” on step 1, and a date range of “From” date=blank and “To” date = the date as of six months ago. When you have finished your selections, click <Finish>, then on the Report Output screen click <Mail Merge>. Then on the Mail Merge output screen you have the option to either select Letters & E-Mail where you can use the PPS Letter editor to send a standard PPS letter to your clients included in the report, or select to produce a File which you can use with another mail merge program such as Microsoft Word. Alternatively, you can use Labels to prepare a mailing label for each client in your list also.

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.

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.

PPS
PPS is the acronym for “Private Practice Software”.

Preview
See: Reports – Report Output

Print
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.

Referral
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.

Reports
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.

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.

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.

Statistics
See: Statistics & Summaries; Reports – Statistics Reports

This Treatment
See: Clinical Notes Summary

Time
See: Activities – Time; Appointments – Time

Treatment Episode
All clinical notes in PPS are stored within the framework of Treatment Episodes; each time you see a client, this is a Consultation – one or more Consultations form a Treatment Episode. This allows you to see a client several times within the same Treatment Episode. Depending upon the nature of your business, it may be the case that each time you see a client this is a separate treatment episode, so the episode is “Started” and “Completed” all within the same consultation. It is possible to undertake more than one treatment episode for a client at the same time. If a client is currently in a treatment episode when you start a new consultation, you can select to start a new treatment episode from the Consultation Screen. If a client has more than one current treatment episode, then when you start a consultation, you can select which treatment episode that this consultation is for. A Treatment Episode in PPS includes a range of details that you can enter to give you a wide range of options for your reporting and statistics analysis. In addition to the Start and End dates of an episode, you can also categorise your diagnosis, treatment, outcome and discharge details, as well as entering certain information about the presenting problem such as Acute/Chronic, Time Present, etc. This is designed to assist you with your follow up consultations, as these details are displayed at the top of the Consultation screen while you are entering your consultation notes.