The Client Details screen is the place from which you can add, modify, and delete your PPS clients. Access this screen from the Client menu and choose Main Client Details. If you have a client already selected then their details will open, otherwise you'll be presented with the Client Search screen. Search for an existing client using the search fields or choose New to add a new client. More information on adding a new client to PPS can be found here.
At the top of the Client Details screen you'll find the following options:
New: Open a blank Client Details screen in which you can add a new client
Delete: Delete the currently selected client
Search: Search for a different client
Print: Print the Client Details of the selected client
History: Open the Medical History questionnaire for this client
Save: Save any changes you have made to the details of this client
Revert: Cancel any changes that you have made and not saved
Beneath these menu options you'll buttons which allow you to quickly navigate to the five different sections of the client details screen. We'll look at each of these sections separately in this guide.
In bold you'll find the client's name and 5 digit client number. Client numbers are automatically established each time you add a new client but you can control what the next new client number will be via Tools > Options > General System Options > General > PPS Generated Numbers.
From this top section you can modify the clients registered date and any reference number you may use. You can also assign this client to a particular practitioner, location, or department, and set a status. Clients set to Inactive, Deceased, or Archived will appear greyed out in any client browse or searches.
If you attach pictures to your client records then click the picture space and locate the image for this client via the Windows search function. If you're a Hosted PPS system then you'll need to ensure you're locating the image from your local drives.
Tip: Choose what fields are mandatory in the client details here via Tools > Options > General System Options > Set Up Client Preferences > Mandatory Fields
From here you can enter or modify the main details for this client including all contact information.
When entering a new client address, you can enter the post code into the first line of the address – this will search on your current client database for similar postcodes and populate as much of the address for you as possible (this feature applies to UK postcodes only). This search is only carried out on your existing client records and not on a national postcode database – so the more clients you have entered, the better the return of address details.
Enter a a salutation in the prime contact details section that can be used to address the client in correspondence using the <SALUTATION> merge field as an alternative to their first name. Find more information on merge fields here.
Click Other to add details of a Prime Contact that will be used in place of the client's own for letters, labels, and invoices. This is useful where documents of this nature should be addressed to an acting representative for the client such as a parent.
This section of the Client Details screen can be customised to suit your needs. Head to Tools > Options > General System Options > Custom Client Fields to set what fields should be here for all client details.
You can add fields of varying formats here and find details of how they appear and are configured. Use the tick boxes to the right hand side to set each of the fields as visible on the client log, mandatory, or visible on the minimal client details screen, accessible from the appointment.
Use this section to associate third parties to the selected client. Click Add Contact to select a third-party type and search for the third-party to link. This link can then be used to bill and contact third parties on behalf of the client. Find details on third-party billing in PPS here.
Use this section to record any information unique to this client. Anything entered in Default Notes Entry will appear on the client details screen and clients log. Accounts Notes show on accounts type screen for that client. Critical Information notes appear as a pop up whenever the client is selected and can have a date range if they should be postponed/expire. The general notes section is for general use. Ticking the box entitled Notes will cause any information entered here to show at the top of the client log.
Here you'll find the contact preferences for this particular client and you can make specific changes to the way they can be contacted from your system.
You can use the Appointment Preferences dropdown to allocate a default appointment type to this client which will be selected each time a new appointment is created for them. This can be changed at the time of booking if required.
In the final section you can configure any details regarding this client if you use a Jayex Display board in your practice. Configure your Jayex board to run alongside PPS via Tools > Options > Appointments Diary Options > General