The Document Library function allows you to attach documents from your PC to client logs or consultations within your PPS database.
a. You can access the Attach Document facility either via the Activities menu or from the Consultation screen. The Activities menu will attach the document directly to the client log whereas doing it from the consultation screen will add it to the consultation record. In both cases the document can then be accessed at a later date when viewing that client.
b. Once you're in the Document Library screen ensure the correct client is selected and choose the practitioner to associate the attachment to and the date.
c. To associate the document to a Treatment Episode in the client's name select this from the dropdown. The document will then be listed in the Documents / Activities tab of the Treatment Episode.
d. Give the document a Heading, this will appear as the "title" of the document in the log screen and can be used to identify it. Enter any additional information in the Notes field.
e. You can then locate your document either from a URL or directly from your machine using the Source File options. Click the ellipses button to open a browse window and locate and select the file you want to attach.
Important: If you're a PPS Hosted user you'll need to ensure you're viewing your local drives in order to find and attach documents on your computer. You'll also need to ensure that text documents are in .doc format unless you have purchased a Word license as part of your Hosted contract.
f. Once you've chosen the file you want to attach you'll see a message similar to the one above. This is asking if you would like to create a copy of the file you're attaching to place in your PPS database. This allows the file to be accessed to all other users of your PPS system and it is necessary to do so if you sync with other PPS systems and want the file to sync to those other systems. Clicking No will not copy the file and it will only be accessible from your machine as long as the file remains in tact in it's original location and will not sync to other users/systems.
g. Once you've attached the file or if you open the record at a alter date from the log or consultation you'll have the following options:
E-Mail: Opens the Send E-Mail screen with the file already attached.
Remove: Delete this document record.
Open: Open the attach document. For editable documents such as .doc you will may be able to make amendments. You'll need to save these changes both to the file itself and to the PPS document record using the Save button.
Save: Save this document record. It's important to do this if any changes are made to the file itself or the record.
Cancel: Close the screen and Cancel any changes.
Find information on scanning into PPS here.