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This help guide will take you through the procedure of restoring your PPS database in the event of a fatal system hardware crash, theft of PC or laptop, etc. This guide is also based on the assumption that you have a recent PPS Backup of your data that has been stored safely on an external memory stick, alternative computer or online backup facility that you have full access to.
To install a fresh new blank copy of PPS onto your new PC, you can either:
Use your original installation CD (provided it is reasonably up-to-date i.e. the same version of PPS you are still using).
Alternatively, you can install the software by downloading an up-to-date installation:
PPS Version 4 Setup Link
Important - During the installation, please make sure that the software installs successfully. Do not proceed any further if the software does not install correctly. It is also worth noting that if you have an older version of PPS (for instance V3.2) then this new install will not change anything with your older software and V4 will install itself as an entirely separate software package.
If you are on a pre-V4 version of PPS, you will need to contact Rushcliff directly.
Once the installation is complete, this essentially is a blank unregistered main copy of PPS.
To re-register your software, we will need to re-send you a brand new activation key. You will need to contact our Sales Team on 0845 0680 777 and choose Option 1, or alternatively e-mail sales@rushcliff.com for this information.
Once we have provided you with your serial number and activation key, you will need to register the software by opening up PPS, clicking on the ‘Livedata' database, and then clicking on the “Register” button.
Once the software is registered you will need to enter in a set of brand new credentials so that you may login to the software. This can be anything, as once you have restored your database, these details will be overwritten.
Once you are logged into PPS, you will need to go to your PPS Menu > Tools > Restore.
From here, select the PPS Backup file and then click on the ‘Extract' button. The system will now ask if you wish to overwrite all existing data with that from the backup. Say “Yes to All”.
Once your data has been successfully restored, you will need to fully log out of PPS and then log back in with your normal username and password (not the one used to login to the system for the first time after the re-install of the software)
This concludes the help guide. Backup
A Back up is a simply a copy of your data. It is very important to back up your data. PPS provides you with an option to make a back up copy of your data. The back up of your data can be used in conjunction with the “Restore” option if your data ever needs to be restore after a computer failure. It is quick and easy to make a back up copy of your data. It is your responsibility to make a back up copy regularly – at least EVERY DAY - and store this AWAY FROM YOUR COMPUTER. To run the back up option in PPS, select from the PPS Menu: Tools – Back up. This screen has options to include data from the various folders as part of your PPS database. These include the main DATA folder, your Letters folder, Charts folder, etc. You can select to back up all of these folders, or as many as you want for each back up copy. Running the Back up option produces a single file – this is a ZIP file which is a common type of “compressed” file. You can select to encrypt the file which automatically issues a password with the file, so that the data contained within the file cannot be accessed except by the PPS restore program (this password is also specific to your own PPS system). You can select to copy the back up file to an external disk or drive. You can copy the back up directly to a CD provided that you have formatted the CD correctly first. To copy to a CD, you must use your CD Writer software to format the CD in such a way that you are able to simply “drag and drop” files in windows explorer (or my computer) directly onto the CD. Change
See: Cash Desk; Modify 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. Copy
When entering text into any field, you can highlight the text and use the standard Windows™ “Copy” option to place the text on the Windows clipboard. You can then paste the text back into any similar field. See also: Appointment – Copy. 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. Important
You can flag information as “important” while recording your clinical notes. For more details see: Consultation – Important information. Installation
This is the process by which you put PPS onto your computer. You can install PPS either from an installation CD, or from a single installation file that you have downloaded from the PPS web site. If you are running a network system and are accessing PPS from more than one computer, you need to Install PPS onto each computer. Log
See: Client Log. PPS
PPS is the acronym for “Private Practice Software”. Restore
You should Back Up your PPS data regularly. This means that if your computer breaks down, or you have a power cut and your PPS database is damaged, then you can restore from your most recent back up. It is not un-common for PPS users to forget to back up their data, then have a problem with their computer which can mean that their data is lost forever. If you back up your data at least once per day, then the most information you can lose is just one day’s work. If you need to restore your data, and you have used the PPS Back Up option to back up your data, then you can use the PPS Restore option to restore your data from your most recent back up. You can access the PPS Restore option from the PPS Menu: Tools – Restore. This screen allows you to select a previous back up file, check its contents and restore the information. Be warned that you should ONLY use this option if you have to, as this option WILL OVERWRITE YOUR CURRENT RECORDS with the records saved to the back up. 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. Time
See: Activities – Time; Appointments – Time
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