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PPS now includes the ability to create “multiple standard charges” on your ‘List of Standard Charges’ screen. This new option allows you to set up a Standard Charge item which is actually a collection of other standard charges from your list. You assign a unique code and description to the multi-charge item and then select which standard charges (and quantities thereof) to be included.
This new feature allows you to put "packages" together which you perhaps sell as one unit but requires breakdown of individual items on the invoice. The help guide assumes that you are familiar with creating standard charges and stock items within the PPS Look Up Tables.
Note: This feature is only available in v4.0.67 of PPS and above. If you have a support contract then you are entitled to this update and any future updates on the day of release. PPS will automatically download this update and notify you when it has downloaded and waiting to be installed.
1. To create a Multi-Charge Item you must navigate to your PPS Menu > Tools > Look Up Tables > highlight ‘Standard Charges and Stock Items’ > click Open .
2. Within here you will need to define the ‘Description’ box to your unique multi charge description, along with creating a custom ‘Charge Code’, specifying a ‘Charge Type’ and ‘Category’.
3. To select a charge to insert into the ‘Multi-Charge Item’ you must click on the code column, as shown in the red circle above, type in part of an existing charge code and then click on the Insert button below, or simply hit ‘Enter/Return’ on the keyboard. You will be shown the following screen:
4. Search for and highlight the appropriate charge, and then click on the Select button. Repeat section 3 of this help document above until all the charges that you require have been inserted into the ‘Multi-Charges Item’. The total price of all items will display in the bottom right hand corner of the screen.
5. Items appearing on the list can also be order by using the up and down arrow buttons, along with being taken from the multi-charge item by highlighting the charge in question and clicking on the Remove button.
6. Once you have chosen the respective charges that will form your new multi-charge item, you are able to click on the Save button, which will populate the charge into the list of Standard Charges and Stock Items.
This concludes the PPS Help Guide 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. 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.
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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.
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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. Circle
See: Charts – Annotations Code
See: Charge – Code; Diagnosis Code; Outcome Code Create
See: Add; Charge – Create Form
See: Custom Form Invoice
An Invoice in PPS is an official bill that can be issued for payment by a client. In accounting terms an “Invoice” and “Receipt” is the same thing – a receipt is a printed copy of a “paid” invoice. The invoice has an invoice number and a date for tax purposes. PPS keeps a “ledger” of all invoices, and allows you to print an aged debtors report. An Invoice is formed from individual “line items” which in PPS are called Charges, so an invoice can only be raised after charges have been created. An invoice is “paid off” by recording a Payment and allocating the payment to the invoice. PPS is very flexible in terms of allowing either one charge, or an unlimited number of charges to appear on the invoice; also to allow either one payment to pay off one invoice, or one payment to pay off more than one invoice, or several payments to pay off one invoice. There are several ways to raise an invoice in PPS, some of these are fairly transparent in term of creating the charge, raising the invoice and recording the payment all in one step. Whichever method is used, PPS will always create proper Charge, Invoice and Payment records. 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. Look Up Tables
Look up Tables are used in PPS to control the entries that are allowed in certain fields. This means that you can restrict what values are input to just those that you want recorded. For example, when adding a new appointment, the “Appointment Type” look up table can contain entries such as “Initial Assessment”, “New Patient” or “Hydrotherapy”. This helps when running reports as you can select to break down the results of your report by the look up table entry thus minimising the number of different entries (especially slight variations of spellings!).
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Some Look Up tables will store additional default values. For example the “Appointment Type” table can optionally have a Charge Codes associated with each entry. When the selected entry is used for an appointment, the charge code will be automatically selected for you when you create the charge for the appointment.
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Look Up Tables are set up and maintained using the PPS Menu: Tools – Look Up Tables.
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You can control which of your PPS users has access to setting up and maintaining Look Up Tables as part of the PPS Access Control system.
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Also see the entry under the name of each Look Up Table e.g. Occupation Modify
This is the term used throughout PPS to “change” any of your existing records. PPS has buttons on many screens with a <Modify> prompt. Clicking this button will normally take you onto a further screen that allows you to modify the selected details. For more information about modifying various types of record in PPS, see the “modify” entry under the various section of this help guide, for example Invoices – Modify, Appointments – Modify, etc. Notify
Within the PPS Activities system, you can set any activity record to “notify” you when it becomes due. To do this, the activity must have a relevant “due date”, and optionally a “due time”. If an activity has a “due time” then it will become due at that precise time. PPS can be set up to notify you during the day of activities that become due at a precise time. You can set for each systems user how often PPS checks for messages and activities. If an activity does not have a “due time”, or the activity became due whilst you were not logged into PPS, then you will be alerted about all activities that are now due when you log into PPS. 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”. 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”. Repeat
See: Appointment – Repeat; Diary Week – Repeat; Block Appointment - Repeat Save
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. Search
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.
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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. 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. Set Up
See: Medical History – Setting Up; PPS – Setting Up; Custom Form – Maintenance; Users – Setting Up; Letterhead – Set Up Time
See: Activities – Time; Appointments – Time
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