Clinic management software features, built for private practice

PPS Express is a practice management platform. The menu icon provides access to settings, help guides, and more. System settings allow customization of the appointments diary availability, booking confirmations and reminders, treatment details, standard charges, and user management for teams. The dashboard includes a clients tile and a diary tile. The clients tile allows adding new clients or managing existing ones. Each client record displays and allows editing of client details, medical history, and a client log showing all past interactions. The diary tile manages appointments. When multiple practitioners are present, the view can be filtered by practitioner. Navigation between dates is available via a calendar. Booking a new appointment involves selecting an available slot, adding a client, and filling out treatment details. Clicking an existing appointment allows changes, starting a consultation, or recording a payment. Starting a consultation allows naming the treatment episode and setting a consultation limit. Notes can be entered via free text, voice dictation (on microphone-enabled devices), or forms. Forms can use default templates or custom-built ones. Custom forms can be sent to clients to complete online, supporting registration, pre-treatment assessments, and similar workflows. Forms support image and chart inclusion with annotation and note-adding capabilities. The consultation menu provides options to attach documents or images and start a video consultation. Payment options include invoice now, pay later, record a payment, or card payment via the integrated Dojo payment service. Built-in reports cover key performance indicators. The client list report tracks newly registered clients and supports demographic grouping for marketing. Accounts reports show revenue, outstanding invoices, and related financial data. Appointment reports cover diary occupancy, patient trends, and clinic time utilization. A knowledgebase and support team are available for additional help. A free 30-day trial is available.

PPS is a practice management platform. The demo covers the following features and capabilities. The appointment diary is flexible and customisable. Users can manage locations and departments, switch between multi-practitioner views and single-practitioner weekly views, and select empty slots to book appointments. When booking, users can add new client details or search existing client records, select a treatment, and the diary adjusts to accommodate the appointment length. Booked appointments can be modified, have their status updated, or have a form sent from the diary. Online bookings are surfaced as notifications in the diary, where appointments and new client records can be managed. Online forms can be sent to clients to complete before their appointment, suitable for new client registration or pre-treatment intake. A holding list manages clients waiting for specific appointment types, dates, times, or practitioner availability, with notifications triggered when a suitable slot becomes available. Group sessions can be managed for classes or events. Time blocks can be added to the diary for breaks or meetings to prevent double bookings. The toolbar is customisable for quick access to frequently used tools. Each client record includes a client log showing all interactions within PPS, filterable by activity type such as billing or appointment history. The client details screen stores contact information including phone numbers and emails, which are used to send booking confirmations and reminders. Third-party contacts such as GPs and insurance details can be recorded. Notes can be added to client records, including critical notes that appear each time the record is accessed. Contact preferences control what messages and updates a client receives from the clinic. Consultation records show a history of treatment notes, forms, and documents associated with previous visits. Notes can be typed or dictated. Forms can be used during treatment sessions, and custom forms can be built using question types including radio buttons, drop-down menus, and pain scales. Body charts and images with annotations can be added to treatment records. Video consultations are supported. Supporting documents and images can be attached to build a full treatment history. Tools such as symbols, text sets, and preset headings assist with note-taking. Completed notes can be signed off to prevent further edits, and notes can be made private to restrict access to selected users. Billing is initiated at the end of an appointment, with charges automatically raised based on pre-configured treatments and charge settings, editable at the point of billing. PPS integrates with payment provider Dojo. Follow-up appointments or reminders can be scheduled after billing. Additional account management includes insurance billing, banking, reconciliation, and expenditure management. Activity templates can be created for appointment confirmations, reminders, marketing emails, and other communications. Templates are customisable and can be set to send automatically for booking confirmations, reminders, and follow-ups, or managed manually via the activities list. A reports wizard provides access to a range of reports that can be customised to suit practice needs. Frequently used reports can be saved as favourites for regular KPI tracking. User management allows administrators to control which staff members have access to PPS and restrict access by job role.

PPS Online Appointment Booking has been upgraded. The new home page displays what clients see when booking appointments through the online facility. The interface is designed to integrate into websites with customizable colors to match clinic branding. Custom welcome text can be added to guide clients through the booking process. Clinics can select which booking options to make available to clients. Terms and conditions can be added to inform clients of clinic policies. Clients must read and agree to terms before proceeding with their booking. Clients are presented with a list of available treatments including treatment durations. For clinics with multiple locations, clients can choose a specific clinic or search for appointments across any location. Clients select from a list of available practitioners. A calendar displays all available appointment dates. After selecting a date, all available appointment time slots for that day are shown. Appointment fees can be displayed if the clinic chooses to enable this option. Throughout the booking process, all selected details are displayed alongside the booking window. Clients can modify their selections at any point by clicking on the element they wish to change. Clients have 5 minutes to confirm their appointment booking and secure the reservation, preventing incomplete bookings from blocking the diary. Clients enter their personal information and confirm to proceed. Online payments can be enabled, allowing clients to pay for bookings using card details, Apple Pay, or Google Pay depending on their device. Card payment processing is handled through an integrated payment screen via Dojo. The payment process keeps users within the same appointment booking window. After confirming the booking, clients see a summary of their appointment details. Completed bookings appear in the PPS diary.

PPS Express clinical notes documentation covers how to record consultation notes, complete assessments, use treatment forms, and sign off notes. There are multiple ways to start recording treatment notes in PPS Express. The most common is through the appointments diary, where clicking a booking and selecting "start consultation" attaches the consultation to that appointment. Alternatively, clicking the consultation tab on the dashboard allows you to search for or add a new client directly. You can also access consultations through the client details or client log by navigating to Clients from the dashboard, finding or adding a client, and either starting a consultation from the top of the client window or initiating one from an appointment record in the client log tab. When starting a new consultation, you choose to begin a new treatment episode or load an existing one. Treatment episodes group notes, documents, and related information for one episode of care. A new episode can be given a name and a consultation limit. The full treatment history for the client is visible in the left panel, and previous notes, forms, documents, and images can be reviewed there. Treatment notes can be entered as free text or dictated using a device microphone. Forms can also be used by clicking "new" to open a list of available default forms or custom forms tailored to a practice's workflows. Form question types include free text fields, drop-down menus, pain scales, checkboxes, and radio buttons. Forms save automatically at intervals. Forms can be sent to clients to complete online before their appointment. Forms can be signed off when complete to prevent future edits, which is logged in the PPS audit trail. From the three-dot menu in the top right, you can attach documents or images. Documents are selected from files on the device. Images can be taken directly using the device camera and saved to PPS without storing a copy on the device. Headings and notes can be added to documents and images for easier future review. The same menu includes an option to start a video consultation for remote sessions. PPS Scribe AI is a clinical notes assistant available from this menu. It records the consultation as it happens and generates formatted notes at the end. PPS Scribe AI is free for all users for up to three consultations per week. Paid plans for higher usage start at £12 per month. When a consultation is complete, the three-dot menu provides access to billing. If appointment types and standard charges are configured, the charge for the session is automatically populated in the completion window. Additional charges can be added or the default charge adjusted using the search fields. Payment method is selected and payment recorded. Users with the integrated payment provider Dojo can connect a terminal to take payment directly. After billing, the user returns to the diary to book the client's next appointment.

Introducing PPS Automations: how to set up, manage and monitor customisable automations in PPS Express to streamline the working day. To start, click the menu button in the top right hand corner of PPS Express and select system settings. A new 'Automations' option appears in the system settings menu. The configuration tab is where automations are customised. Example automations are included and can be expanded to view suggestions. Automations can automate day to day tasks, including welcoming new clients to a clinic and automatically sending the correct online form when a client books an appointment. To add a custom automation, click create. First, select a trigger, which is the action that starts the automation. There are four triggers to choose from. Next, select an action, which is the activity that takes place each time the trigger is fulfilled. There are three actions to choose from. The configuration section updates with further options depending on the selected action. For example, selecting 'send an online client form' requires choosing the online form to send and the activity template that accompanies it (the email template containing the link to the online client form). After selecting the trigger and action, apply filters to create customised automations per practitioner, per location or per department. In the next step, give the automation a clear name and add a description recording its intended purpose and desired result. Use the overview screen to review the selections before making the automation live. Use the toggle button to make the automation live. Testing the new automation as soon as it is live is recommended to confirm it works as desired. Select create to add the automation to PPS. All automations are listed in the configuration tab. From there, automations can be toggled on and off, edited or deleted. Indicators in the configuration tab show how often automations succeed or fail. The failures tab tracks failed automations, showing which automation failed and the reason. If the issue can be resolved, use the 'edit client' button to open the client details screen, then review, update or add the information required for the automation to run. After addressing the cause of the failure, the automation can be run again manually. Once automations are in use, the dashboard shows an overview of all automation activity and includes a shortcut to automation settings. Users can log in to PPS Express to add custom automations. Those not yet using PPS Express can start a free trial.

To manage user permissions and access controls, you must be the System Administrator. Open the menu in the top right hand corner to access the settings menu. Navigate to System settings where you control platform-wide configurations and user management. Enter the Users section to manage team member accounts and permissions across your organisation. Select an existing user or create a new user profile. In the User Profile window, navigate to the Access tab. This takes you to the access controls panel. Use the search bar to find a specific setting or scroll to browse all User Access Controls available. Each section may have several levels of access that can be granted to the user: access only, the ability to add new data, the ability to modify existing data, the ability to delete data, the option to print data, the option to export data, and an option to activate Own only which limits the user's access to data directly related to their PPS user. Not all areas of PPS have the same applicable access controls. If you use both PPS and PPS Express, any permissions settings apply to the same user across both systems.