Treatment Rooms and Locations
In PPS you can create multiple practice Locations as well as Treatment Rooms. This guide will take you through setting up and utilising each of these.
The creation and modification of rooms and location is done via Tools > Look Up Tables. Double click on either option as shown below to gain access to the screen where changes can be made.
Important: If you have more than one clinic location and will be using rooms within those locations, you'll need to ensure that all rooms are given unique names and do not share an identifier with rooms at your other locations.
Section 1 - Treatment Rooms
If you have more than one Treatment Room in your clinic you can create a list of them here, assigning diary colours and short codes where required. Use the Add button to create new Rooms or Modify to make changes to existing ones.
The arrows displayed to the right of the list of Treatment Rooms allow you to define the order of rooms when viewing/printing the appointments diary and from the numerous Treatment Room dropdown menus throughout PPS.
When adding or modifying the rooms you will be presented with the screen below. Give the room a name and, if applicable, a diary colour and short code. If you have multiple locations set up on your system then you can opt to allocate this room to just one of those using the dropdown available here. Read on to Section 2 to learn more about Locations in PPS.
If you do assign the room to a particular location then appointments and availability can be only assigned to the room when it is also booked into the matching location.
Now that you have rooms set up you can assign availability and appointments to those rooms and also view your diary based on room rather than practitioner.
In Tools > Set Up Appointment Diaries, when adding or modifying a session of availability you can choose to assign it to a particular room. This way, when viewing the diary by room you can see who is scheduled to be available in which room at that time. Setting a room in the availability will also mean that when a client is booked in with this Diary User at this time the booking will default to the room and/or location set here.
The example below shows and instance of an appointment being booked in to a particular room.
If you'd like to view your diary by room then right click on a diary slot and choose Select Diary View. From here you can enable Room view:
Section 2 - Locations
Appointment Diary Locations work in a very similar way to Treatment Rooms but allow you to define separate clinics locations instead of individual rooms within a set location. As with treatment rooms, locations can be modifed via Tools > Look Up Tables.
Use the arrows on this screen to re-order the locations in diary displays and dropdown lists. Use the Add and Modify options to make changes to Locations on your system.
When adding or modifying PPS locations you will be presented with the screen below where you can amend the details for the location. The details entered here, such as the address can be used in merge fields like <<THISAPPTLOCATIONADDRESS>> merge field to output location specific information to clients in letters, e-mails, SMS text message, etc. Find out more about merge fields here.
Once you've created Locations you can use them in the following ways:
- Set up rooms and assign them to the different locations you have. See Section 1 of this guide for details on how to do this.
- Control your user's access to different locations. You can restrict their access rights to only allow them to view information for particular locations on the system. See our Access Controls guide for information on how to do this.
- Assign appointments and charges to locations. This allows you to report on your system based on the different locations you have.
- Filter your diary display based on location. Use the filters at the top of the diary to do this:
Departments in PPS allow you to structure your practice management around multiple disciplines or divisions that may be present in your clinic setting.
To add or modify a department navigate to Tools > Look Up Tables. Under the Appointments Diary Tables options you'll find the Departments option, double click this to access your departments and add, modify, and remove them.
Departments can be assigned to your diary availability to assign specific rooms and practitioners to particular departments on any given day and help organise your bookings and dictate when and were particular appointments should be available. Departments can also be assigned to individual appointments, charges, and Treatment Episodes so you can report on appointments, treatments, and revenue based on your departments.