In PPS, labels can be printed either to an A4 sheet, or to a dedicated label printer such as the DYMO Label Writer. For A4 labels, Private Practice Software uses Avery L7162 or equivalent Address Label sheets containing 2 x 8 labels. For the DYMO Label Writer, Private Practice Software can use the following label sizes: 99012, 30252, 30374, 11354 & 11352 by default on PPS version 4.0.55 and onwards. If you have a different size to this, please contact your PPS provider for further details.
- To setup your DYMO printer to work with PPS, you will need to navigate to Tools > Options > General system options and select the printer and appropriate layout as per the section show below.
- PPS by default will work with 3 of the most common label sizes which have the codes 30252, 30374 and 99012. You can check your label code by looking on the reverse of an un-used label. If your label differs from the above, please refer to a later part of the guide which takes you through setting up a new layout based on the size of your labels. Alternatively labels can be bought from any high street stationary store or online distributor.
- To print a label out for a client or third party, you will firstly need to navigate to your Activities Menu > Prepare a Label.
- You may need to select the person responsible for the label by clicking down arrow and selecting the relevant entry. This will be pre-selected to the current PPS user by default.
- If the label is going to be prepared at a later date, select the Due Date and Time. Alternatively you can click "Due Date" next to the time and specify a time period. For example: 1 week, 3 months etc. Your selection here will update the Due Date and Time.
- Optionally select a different practitioner to be associated with the label.
- Select who the label is for. You can select a client in the normal way or select a third party by clicking the radio button and entering the name of the third party in much the same way as selecting the client. You can also select that the label is not a client or third party to allow you to enter you own details to print on the label.
- If you selected a client the client address will be displayed. In addition there are other client related labels that can be printed such as a Client Record reference label and Client Appointment Details. You can also select to print labels for any associated third-party addresses. For example: Insurance Company, Doctor etc.
- Click the relevant entry on the left of the label to show the address details. You can update the address/label contents if necessary by typing in the Label entry on the screen.
- You can optionally change the subject of the label and enter any other relevant information about the label in the Notes field. This subject will show in the Activities List, Task List and Client Log. You can also choose to include the activity in the Task List and/or when printing out the diary via the tick boxes below the notes field.
- To print to a Dedicated DYMO Label Printer, Click Print - Label Printer - the label will be printed immediately to the label printer. You must have set up your label printer, and style of labels firstly as described in section 1 above.
- To print to an A4 sheet, click - Print - A4 Sheet - to open the Label Print Selection screen where you have the choice of either printing the single label now or spooling it to print later one you have all rows on both columns filled up.
- ‘Print Label Now’ - Double click the relevant label position. The address will appear on the label. Click Print.
- ‘Spool To Print Later’ - Double click the relevant label position. The address will be added to the label sheet. Click Print when you have added all the labels you require. You can also print the label spool later from your PPS Menu > Activities > Label Print Spool.
- By default PPS will contain a template for labels to show the Client Address, Client Record and Future Appointments. If you need to show other information on your labels, you will need to create a new template. These can be created from the PPS Menu > Tools > Activity Templates.
- Once here, you will need to click on the Add button. This will bring up a blank activity template.
- In this example below, we will create a new label template to show all 3 telephone numbers for one of our clients. For your template, you will need to enter the Template Name, Subject and Label text as shown below, using a mixture of text and merge fields as required.
- You can then click on the button to complete your activity template. This will now be available from your Activities > Prepare a Label screen as shown below.
Activities
Activities in PPS are a way of keeping a record of contacts, telephone calls, letters, etc. that you have with your Clients or Third-Party contacts. Activities can all have a specific PPS User, and Practitioner assigned to them, and can be scheduled for completion in the future or immediately. Activities appear in the Client Log for each client, as well as on the Activities List and the Task List. A System of colours is used to denote activities that are: Due – Green; Not yet due – Orange; Completed – Purple and Overdue (task list only) – Red.
See Also: Activities – Activity Types Add
Look this up under the type of new record you want to add – e.g. Client - Add or Appointment - Add Address
See: Client - Address 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. 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! Code
See: Charge – Code; Diagnosis Code; Outcome Code Columns
See: Appointments Diary - Columns Company
Company is the “company name” element of a Third Party contact (as opposed to contact name). Third-party Contacts are individuals or organisations that can be associated with clients, for example Insurance Companies. You are able to set up your profile of third-party contacts yourself using the option from the PPS Menu: Tools – Options, and selecting the Client Contacts tab. Each type of contact (there are 9 in total) can be referred to via contact name, and Company name. An example is a Law Firm, where Contact Name would be an individual lawyer or solicitor, and the company would be the law firm. 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. Create
See: Add; Charge – Create 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 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. Labels
Labels in PPS are Address labels that you can print and use on envelopes if you do not use window envelopes. Labels are an activity type. When you prepare a label, it can either be printed now or later. PPS Prints to either a dedicated label printer such as the DYMO LabelWriter™ or standard A4 label sheet layout which is 2 across by 8 down. The Avery™ label code for this style of label sheet is L7162. PPS has a label print spool that can be used to print a whole A4 sheet of labels at once, by accumulating individual labels gradually until a whole page is full. Alternatively you can also print a single label on an A4 sheet in any position, so you can run a single A4 sheet through your printer several times printing one or two labels in selected positions each time. To prepare a single label to print now or later, select from the PPS Menu: Activities – Prepare a Label. You can also print many labels at once by selecting “Labels” as the output from a PPS Report. To do this, select from the PPS Menu: Reports – PPS Reports & Mail Merge, then select a suitable report that will produce a list of client names and addresses to prepare labels for such as Client Lists. Run the report through the Report Wizard, and in the report output options select Main Merge. Then on the Mail Merge output screen select Labels. You can also print appointment details on a label when booking a new appointment. 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. Log
See: Client Log. Notes
See: Client - Default Notes Entry 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”. Practitioner
A practitioner in PPS is a system user. To add a practitioner to PPS, you need to add a new system user, and indicate that they are a practitioner as part of their user details. When a user is a practitioner, they appear on the list of practitioners to select to allocate to most PPS records. PPS allocates a practitioner to most types of records so that you can see which practitioner is responsible for that record, also you can break down most report in PPS by practitioner. PrintYou 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. Printing
See: Print Private
See: Clinical Notes – Public/Private; Custom Forms – Public Private 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 Week
See: Appointments Diary – Setting Up
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