|
PPS maintains an audit of all updates made to the database in several key areas. The audit details captured allow the PPS system administrator account to make audit enquiries to see which PPS user has carried out which updates to the database, and precisely when.
To access the audit screen you must navigate to your PPS Menu > Tools > Database Maintenance > View Database Audit.
The default audit file will be automatically selected when the screen is opened. This can be changed to select a previously archived audit file which is available to choose on a monthly basis. In the most recent versions of PPS, you can also select the “All” selection to search the entire audit database. You may need to log out of your normal PPS account and re-log in as the System Administrator to continue.
The Audit screen allows you to make certain selections to ensure your search results are specific, all of which are optional – They are firstly the selection of a specific client, specific date range and 24 hour time range.
There is then the ability to select a specific ‘Table’ – This refers to the various areas of the systems data. As an example you can select the “Activity” table to search for a client’s booking confirmation or the “Appointm” table to search for a client’s appointment that may have been deleted. As another example, the “Uprofile” table will show you such things as when a PPS user has logged in, changed their account details or ran specific reports.
With the “Type” box you can define between data Acted upon, Deletion of data, Document information, Insertion of data, Letter specific data and finally updates to existing data. Further on from this you can define specific user initials – for instance John Smith will be “JS”.
Once you have chosen the criteria you want (if any!) you can click on the Go button. To see details of results you can tick the box entitled “Preview Record Details”. To revert to a previous search result you can click on the < Prev. button and finally the << Reset button can be used to set all selections to default.
Search results will yield information such as the client number, table, type, etc. It is worth noting that the ‘Processed’ and ‘Status’ columns refer solely to PPS Sync Server to signify if the data has been processed by Sync Server and the status will confirm whether it was synchronised to the other site or ignored.
Tip: If you are following a trail of data that may have reference to more than one client (for instance an updated appointment due to a client mis-selection) you can find the data regarding that detail and then locate the “Index Key” in the search results and copy this into the relevant “Index Key” search box. Doing this will show a full history of this activity which is timeframe dependant on the current audit selection. Administrator
See: System Administrator 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. Audit
PPS maintains an audit of all updates made to the database in several key areas. As further developments take place to PPS, these areas will be expanded to include database updates in all areas of PPS. Currently, audit details are recorded for the following areas: Appointments, Client Details, Clinical Notes, and Activities. The audit details captured will allow the PPS system administrator to make audit enquiries to see which PPS user has carried out which updates to the database, and precisely when. This audit enquiry option will be available in the near future. In the meantime, support staff at PPS are able to extract all the required information from your audit should a serious need arise. 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 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. Criteria
See: Report Wizard - Criteria 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. Find
See: Search History
See: Medical History Log
See: Client Log. Maintenance
See: Database Maintenance. PPS
PPS is the acronym for “Private Practice Software”. Preview
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. Revert
Some screens in PPS use a <Revert> button on the tool bar. This means that if you have made any changes to the details on this screen you can use the <Revert> button to cancel those changes and reset the screen back to the previously saved version of that record. Search
You can search for various records in PPS: Clients, Appointments, Third-Party contacts etc. Some screens include a <Search> button on the toolbar. The main PPS Client Search screen includes options to search on a variety of fields: for example Surname. This screen can be accessed from the Search Button on any of the client screens (main details, log, browse) or by clicking “Search” on the PPS Task Bar. The Search screen allows you to enter all or part of a value into a selected field, then when you press Enter a list of results that match what you have typed in is displayed. The most common information to search on is Surname. In the Surname field on the search screen, it is possible to enter all or part of the surname followed by a space, then all or part of the client’s First Name. This way you can narrow down your search results – useful with popular surnames. For example, you can search for Joe Smith simply by entering SMI J in the Surname field and pressing enter. All clients whose surname starts with SMI and whose First Name starts with J will be listed.
--br--
You can search for existing Client Appointments or Free Appointment Slots using the <Search> button on the Appointments Diary – see: Appointments Diary – Search for more details. 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. Status
See: Client Status Sync
See: PPS Sync Time
See: Activities – Time; Appointments – Time
|
Post a reply
