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Exporting Data from PPS into Excel
The reports section of PPS is a very important feature, whether it be for simple daily appointment statistics or monthly charges raised. However even though there is a vast amount of information to report on in many different ways, sometimes you will need to show information in a be-spoke fashion... – For example is you wish to export all of your PPS clients into your Microsoft Outlook e-mail account. Exporting data into a spreadsheet format is usually the route to take.
Creating your report
Firstly you will need to navigate to your PPS Menu > Reports > PPS Reports & mail merge.
You will then need to select your appropriate report to run which may already be a favourite or will need to be opened up and then finished. Details on creating specific reports can be found in our various reports guides from the Rushcliff.com website.
Exporting your Report
Once you have finished your report you will come to the following screen. You will now be faced with 2 options.
1. Exporting to ‘File’
Exporting to file allows you to use the information that is usually gathered and placed into a report, and place it automatically into a XLS spreadsheet, Database file or Text File in columns typical of the information you would see in a normal report of any kind.
To export to file, click on the File button which will pop up the screen below
For this example we will select the “XLS Excel V5.0 Spreadsheet” – This is the most common exported file type, however all other types will produce the same information in a similar fashion, the change only being the format type.Below are the examples of formats you can export to.
You will then be prompted to choose where to save the file and also what name you wish to give the file
Once done, click on Save
You will then get a confirmation message stating the file has been saved, and also where it has been saved. Click OK.
Finally you will be asked whether you wish to open the file or not. Click either Yes or No.
2. Exporting to ‘Custom Excel’
You will need to click onto the Custom Excel button from the ‘Report Output’ screen.
This in turn will bring you to the Custom Excel Output screen. If this is your first time exporting, then you will need to click on the Modify button. Any previous lists you have created will be available on this drop down menu for future use also.
Once you have clicked on the modify button, you will be brought the PPS Custom Field Selection Menu. This is the area where you decide what you want to show on your Excel report. The top left field selects the category of each main table, and then the bottom left field shows each separate selection available in that category.
In the above image, you can see that we have selected the “Client” table firstly and then clicked onto “FIRSTNAME” and then clicked the > button to transfer it to the select fields area, and then do the exact same way as “SURNAME” and also the “CLIENTNO” field from the “Appointm” table.
You will then have to select a name for the list in the “Saved Column List Name” field along with an “Excel Heading / Sheet Name”.
Note: Where there is a tick box for ‘including normal reports fields’, this will basically run off the fields that would usually appear in the standard reports that get printed off, which may not be what is required in this instance as the guide is taking you through specific fields to show.
You can also rename each field in the ‘Custom Column Heading’ if you wish to use a different field. For example in the image above we have highlighted the “Client – FIRSTNAME” field, then in the custom heading area we have typed “Client first name (optional) to show you how this works below.
Once done, click on the Save button.
You will then be taken back to the Custom Excel Output screen – click on the button to create your file.
Now that your file is created, you can save the file to the location of your choice.
Exporting Contacts into Microsoft Outlook
Note: Before continuing you will require your Column headings to have the same naming convention as your outlook version – please consult your MS Outlook help section if you are unsure. You can use the “Custom Column Heading” feature as shown previously in this guide to change the column headings.
If you wish to export your PPS clients into your Outlook, you can do this by creating your custom excel spreadsheet, and then re-saving it as a CSV file. (Comma-Separated values)
Once saved, you then simply need to go to your “Contacts” section of Outlook, then click on File > Import and Export.
Choose “Import from another program or file” and click Next
Then choose “Comma Separated Values (Windows)” and click Next
Locate the CSV file you created by using the Browse button
Finally select the destination folder and click next - Once you are certain you have the correct details click Finish. 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. Browse
“Browse” is the term used to view records in a list / column form, very much like a spreadsheet. PPS has a specific client browse screen that enables you to view your client records in a selection of different orders (surname, postcode etc.). In addition, several other PPS screens, such as the client search screen, use a “browse” to show you a list of records. Change
See: Cash Desk; Modify 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! Columns
See: Appointments Diary - Columns Create
See: Add; Charge – Create 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. 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. First Name
See: Client – First Name Important
You can flag information as “important” while recording your clinical notes. For more details see: Consultation – Important information. 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. 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. 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. 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. 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. PPS
PPS is the acronym for “Private Practice Software”. Report Output
See: Reports – Report Output 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. 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. 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. Statistics
See: Statistics & Summaries; Reports – Statistics Reports Surname
See: Client - Surname Time
See: Activities – Time; Appointments – Time
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