As you may have read in the mainstream media, the NHS has spent billions of pounds trying to develop a centralised computer system; a campaign which is still underway. However, for a private practice the process should be much simpler and far less expensive. Here Tom Hunt, managing director of PPM Software, the provider of the software suite ‘PPM’ - Private Practice Manager, presents his step by step guide to embarking on this journey.
Although an individual private practice operates on a much smaller scale than the NHS, you still don’t want to waste a single penny investing in the wrong computer and associated applications.
The first step is to establish what level of computerisation you need. In order to do this, you should answer the following questions:
What do you want to do with the computer? Is it just for Microsoft Office? Do you want to implement a Practice Management System? Do you want to store images? Do you want to run other applications and if so which ones? Do you need a high resolution display? Do you want the ability to expand in the future?
You then have to ask the following:
Do you require more than one person to work simultaneously? Is a peer to peer network sufficient or do I need a server? (A peer to peer network just means you connect two or more PCs together without a server.)
Next - How much printing is required? Do you want to be able to scan in documents? Do you need to send faxes?
With regard to these needs, a key question is, ‘how much physical space do you have at your rooms?’ If space is limited, it may be better to buy an ‘all in one’ machine that does all of the above without the need for any peripherals.
Next you should ask, ‘do I, my colleagues (if applicable) and my secretary require access to the computer from a remote location, such as home, hospital or other location via the internet?’
If the answer is yes, can you connect to the internet at all of these locations and is the speed adequate?
When all of these questions are answered you are in a position to decide exactly what you need to implement to meet your needs now and in the future.
Some theoretical examples
A single consultant with simple needs: All that is required is a basic PC with whatever applications are required.
Multiple consultants with one secretary and simple needs: As above, a simple low cost system would be sufficient.
Single or multiple consultants with two secretaries and no remote access needs: A peer to peer network would be required, with as many PCs as are needed, probably one for each consultant and one for each secretary.
Single or multiple consultants with two or more secretaries and remote access needs: from at least three locations by at least three people simultaneously: Install a server connected to two or more PCs.
The above are just three of the possible permutations but they do act as a good basic guide to what may be required.
However, if you don’t want the expense of purchasing, setting up and maintaining the server and ensuring the security of your data then there are companies who will host your applications on their servers.
In any event, you should engage the services of someone you trust to discuss your needs and provide an objective opinion.
When it comes to the actual purchase, whoever you choose must be able to support your system. If you buy via mail order or the Internet, then take out a next day service contract to meet this need.
Some example IT support models
Single PC running Microsoft Office only: As PCs are very reliable these days you may well get away with using a local company on an ad-hoc basis.
Single PC running Microsoft Office and Practice Management Software: The provider of the practice management software will provide the support for their own system and hardware support can be procured on an ad-hoc basis.
Peer to Peer Networks or server: You should source the hardware and necessary software from a local supplier who can provide a next day, on site ‘fix’ for any IT problems you encounter. You are running a business and can’t afford for the system to be down for more than a few hours.
If you have Practice Management Software you need to ensure that the provider can work smoothly with your IT consultant in the event of a problem. You must not get into the situation where the hardware supplier says it is the Practice Management Software and vice-versa.
You should also bear in mind that a PC is now considered a commodity item that is replaced regularly.
Two final tips
Tip one: Never upgrade a Microsoft product for at least nine months after the upgrade is released. This will coincide with the second service release which should have fixed most of the bugs!
Tip two: If you are buying a new PC just after the launch of a new Microsoft product it may come pre-installed so you will be stuck with it. In this event, ensure you regularly check for updates and when available download them.
I believe that if you stick to these simple steps you can avoid the problems the NHS have encountered. However, if you have any questions, please call me on 01992 655940. Furthermore, readers of Independent Practitioner Today can obtain a free trial of ‘PPM’ – Private Practice Manager by quoting ‘IPT Offer’ when you call.
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