Label Printing

In PPS, labels can be printed either to an A4 sheet, or to a dedicated label 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.

Label Layouts Setup for DYMO Label Writers

  1. 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.

  2. 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.

Printing a Label

  1. To print a label out for a client or third party, you will firstly need to navigate to your Activities Menu > Prepare a Label.

  2. 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.

  3. 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.

  4. Optionally select a different practitioner to be associated with the label.

  5. 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.

  6. 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.

  7. 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.

  8. 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.

  9. 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.

  10. 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.

  11. ‘Print Label Now’ - Double click the relevant label position. The address will appear on the label. Click Print.

  12. ‘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.

Creating a New Label Layout

  1. 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.

  2. Once here, you will need to click on the Add button. This will bring up a blank activity template.

  3. 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.

  4. 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.


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