Using Zaptag with PPS
This guide will show you how to set up your Zaptag account details within PPS and use the Zaptag functionality – uploading consultation notes, documents and letters to a patients’ online Zaptag account.
Before you can use the Zaptag functionality within PPS, you must contact Zaptag and request to be set up as a ‘Zaptag Provider’. You will need to provide them with a ‘Provider Key’ (your PPS licence number, beginning with 55) and your ‘Provider Name’ (the name of your company or clinic).
- The details you enter in PPS will need to match those you gave to Zaptag exactly.
- To set these details, go to Tools > Options > General System Options and click on the Clinical Notes tab:
- From here, click the Active tick box and enter your ‘Provider Name’.
- Click Apply to save these details.
In order to upload documents to Zaptag a patient’s e-mail address, first name, surname and date of birth need to be filled in. If they do not already have a Zaptag ID and account, this process will create one for them. They will then receive an e-mail with details of how to access the account online.
- Uploading Consultation Notes, documents and letters to Zaptag is done from the main Consultation screen within PPS. When you have set your details up as in Step 1 and set Zaptag to Active, the Zaptag button will appear when you load the Consultation screen.
- Click Zaptag and choose the Consultation notes you wish to add to this Zaptag upload from the options displayed.
- Click OK to go to the Zaptag screen. You will then be notified of how many PDF documents* need to be created in order to upload these details to Zaptag. Each document can take up to 30 seconds to be created so you should be patient.
If the system encounters any duplicate files – i.e. the document or letter has been printed as a PDF previously – then you will be given the option to overwrite the file or create a new version.
Note: In order to print PDF documents you will need to have the Bullzip PDF Printer driver installed. If you do not have this driver, contact the PPS Support Desk or view the Bullzip installation Help Guide.
- When all of the documents have been created/attached, you will be presented with the Zaptag screen. The top section of the screen will display the patient’s Zaptag User Details.
From here, you can Preview and, if necessary, Remove the documents that are part of the upload. If you choose to remove either a letter or Consultation notes, you will also be given the option to delete them – this refers to the PDF version of the letter or Consultation notes and so will not affect your main PPS records, it is merely for ‘tidiness’.
If all the documents required have been created and appear in the Document Details list, click Upload Documents to upload the documents to Zaptag.
- The Client Log will then contain records of which documents have been uploaded to Zaptag and when.
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 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! Clinical Notes
The Clinical Notes facility in PPS is available in the “Professional” version of PPS. This includes screens to record your Clinical Notes, manage Treatment Episodes, complete specific forms (Custom Forms) including body charts and your own questionnaires, etc. All Clinical Notes are structured into the framework of Treatment Episodes. Although some of you may be used to slightly different terminology, PPS uses “Treatment Episode” to define a specific course of treatment for a specific condition, and “Consultation” as the individual treatment sessions/consultations. Therefore each time you see a client – whether or not it is an initial consultation/assessment or a follow up treatment – this is known as a “Consultation”. You can have more than one current Treatment Episode per client if required. When you select to record clinical notes, PPS checks to see if there are any current (not completed) Treatment Episodes for the client. If there is more than one, you can choose which one to record your consultation notes for. Otherwise a new Treatment Episode will be started, and this consultation will be consultation number one for the new Treatment Episode. When you complete the consultation, you can enter set up the full details of the Treatment Episode including the name, number of consultations required, diagnosis details etc. See: Treatment Episode for more details. For more detailed information about recording clinical notes and consultations, see: various entries under Consultation and Custom Forms. 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. Consultation
PPS uses the term “consultation” to define each time you see a client, whether or not it is an initial session, or a follow up one. PPS has a clinical notes system that allows you to record Consultation notes each time you see a client, and these are all part of a Treatment Episode. If you see a client once, and their treatment is completed in one consultation, then the Treatment Episode will only have one consultation. If, alternatively, you see a client six times before the treatment for the presenting problem is complete, then the “one” treatment episode will have “six” consultations. To access the clinical notes system in PPS, either select from the PPS Menu: Client – Consultation, or click Consultation on the PPS Task bar. You can select an appointment, or client record first if required to give immediate access to the consultation screen for that client. Create
See: Add; Charge – Create Delete
Delete is the term used to remove any record or file in PPS. Most “data entry” type screens will include a Delete button on the toolbar. You can use this button to delete the currently displayed record. There are various restrictions placed on deleting records in certain parts of the system. For example you cannot delete a client record if accounts records exist for that client. The System Administrator can also decide which PPS Users are allowed to delete which type of records. This is set up as part of the User Profile for each user – see: Access Control for more details. 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. First Name
See: Client – First Name 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. Letters
Letters are an activity type in PPS. You can select at any time to send a letter to either a client or a third-party. You can send a letter either by selecting from the PPS Menu: Activities – Send a Letter, or by selecting “Send a Letter” from the PPS Task Bar. In addition you can also select to send a letter as part of your clinical notes recording. When you send a letter, you have the choice of either selecting a standard letter from your list of standard PPS letters (see: Standard Letters), or by simply typing your letter using the PPS letter editor before printing and sending. Letters can either be sent now or scheduled to be sent in the future. If you are using Microsoft® Word to print your letters, then your list of standard letters (which can include very simple templates that simply have the client’s address/salutation details at the top) will include letters that you have set up in Word. If you are sending a letter as part of a Mail Merge output from a PPS Report, then this will be a PPS letter. To do a mail merge using a Word letter, you will have to produce a “File” output from the PPS mail merge output screen, and do the mail merge separately and completely in Word. 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 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. Order
This term applies to the Order in which information is listed on the screen. Information in PPS is often listed in a “Grid” with rows and columns; you can often click on the column headings to change the order in which the information is displayed. There is also a Client Browse screen that includes an “order” selection to allow the client details to be displayed in a variety of orders such as Surname, etc. Patient
See: Client PPS
PPS is the acronym for “Private Practice Software”. Preview
See: Reports – Report Output 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. Save
PPS Uses a <Save> button on many screens. This will save the updates that you have made to this screen and store them permanently in your database. One some screens the <Save> button will also close the screen. Set Up
See: Medical History – Setting Up; PPS – Setting Up; Custom Form – Maintenance; Users – Setting Up; Letterhead – Set Up Surname
See: Client - Surname
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