Treatment Episodes

All clinical notes in PPS are stored within the framework of Treatment Episodes; each time you see a client, this is a Consultation – one or more Consultations form a Treatment Episode. This allows you to see a client several times within the same Treatment Episode. Depending upon the nature of your business, it may be the case that each time you see a client this is a separate treatment episode, so the episode is “Started” and “Completed” all within the same consultation.

It is possible to undertake more than one treatment episode for a client at the same time. If a client is currently in a treatment episode when you start a new consultation, you can select to start a new treatment episode from the Consultation Screen. If a client has more than one current treatment episode, then when you start a consultation, you can select which treatment episode that this consultation is for.

A Treatment Episode in PPS includes a range of details that you can enter to give you a wide range of options for your reporting and statistics analysis. In addition to the Start and End dates of an episode, you can also categorise your diagnosis, treatment, outcome and discharge details, as well as entering certain information about the presenting problem such as Acute/Chronic, Time Present, etc. This is designed to assist you with your follow up consultations, as these details are displayed at the top of the Consultation screen while you are entering your consultation notes.

Later in this guide we will also take you through the specific areas that will require to be filled in if you are using the treatment episode screen so that you can then run reports and statistics for your insurance company’s tender processes.

Creating a new treatment episode

  1. When creating or selecting a treatment episode, there are two ways to do this. Firstly is to select the “Treatment Episode” dropdown menu from the add/modify appointment screen and select the “Create New or Select Another...” option as show below.

  2. Or select the screen directly PPS by going to the PPS Menu > Client > Treatment Episodes whereby you will come across the following screen;

  3. Complete the consultation by clicking F12 - Consultation Complete or by pressing the F12 button on your keyboard. The consultation details will be saved and displayed in the consultation history in the bottom half of the screen.

  4. The Treatment Episode Details screen is then displayed. Here you can change the practitioner responsible for the treatment, name the treatment episode to something specific, select a start date if this is different from today, enter a referral date, source and also the referral contact.

  5. You can also allocate a referral letter and either send it now or schedule it to be sent at a later date.

  6. In the 2nd tab of the Episode Details entitled “Clinical Details” you can enter additional information about the treatment such as the objectives of the treatment you’re giving and the area of treatment. It’s self explanatory to a degree, however the more information that goes into this area, the more specific you can be on reporting later on and of course your client history.

  7. You can choose to automatically display the Treatment Episode screen (in order to make any updates) after each consultation has been completed by ticking the ‘Always Show this screen….’ box in the bottom left hand corner of the screen. Click Save to save the new treatment episode.

Note: Starting a new treatment episode will mark the client status as “Active”.

Updating the details of a treatment episode

  1. Once a treatment episode has been created for the client you can update the details later, when entering subsequent consultations, by clicking Update.

  2. You will then be greeted with the familiar Treatment Episode screen.

  3. You can then click on Save to save your changes to the treatment episode once you are done updating.

Completing treatment episodes

  1. A treatment episode is completed by either entering details in the bottom section of a Treatment Episode or from within the ‘F12 - Consultation Completed’ screen.

  2. You can enter the outcome, discharge status and treatment end date. You can also allocate a discharge letter and either send it now or schedule it to be sent at a later date. Click Save to complete the treatment episode. The treatment end date will default to this final consultation date.

  3. Once you have completed the treatment episode by inputting a treatment end date, you will be shown the above consultation completed screen. In here you can create your charges you wish to raise, and then either decide on continuing the treatment if this is required, or completing the treatment is your patient is fixed.

  4. To continue the treatment, simply state how many more consultations may be required, optionally select the next charge code to automatically display for when you complete their next consultation, and then click on Treatment Continues.

  5. If there is no more treatment needed, then simply click on Treatment Completed. The outcome/code and discharge status will automatically appear if it has been selected from the Treatment Episode Screen.

  6. When a treatment episode is complete, you have the option of marking the client status as “Inactive”. This can be a useful indicator to use for reports, where only your “Active” clients are then the ones you are currently treating.

Insurance Company Tender Information

Bupa and PPP have recently requested information to be shown on invoices, and also statistics to be sent to them via the reporting features of PPS. Please see the fields below (which have been inputted with text) that these insurance companies will require to see from report statistics.

  1. Billing / Admin Details

  2. Clinical Details

  3. PPS has reporting features on treatment episodes and consultation statistics and information which can be accessed from the PPS Menu > Reports > Reports & Mail Merge area.


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