Education and debate

ABC of Medical Computing: CHOOSING AND INSTALLING SOFTWARE

All computers, no matter how sophisticated, need programs or software to be able to complete the simplest task. Programs provide not only the functions that we have come to expect from modern computer systems but also the interface between you and the computer hardware. T here is a huge range of software on the market, and choosing the program that best meets your needs can sometimes be difficult. A useful point to remember is that well designed programs allow you to complete complex tasks easily and quickly. Having the right program often saves hours of work. This article concentrates on software for stand alone computers; software for general practices and for networks is covered later.

Examples of modern software.

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What type of software?

Category of software

First identify which type of software would be most appropriate for the task. In most cases the category of software needed is obvious, although the distinction between advanced word processors and desktop publishing programs has become somewhat blurred.

DOS or Windows?

Most programs are available in both DOS and Windows versions. Many organisations, including the NHS, have a large number of old computers that can run only DOS based programs. For simple letter writing and accessing the patient administration system (PAS), these older computers are more than adequate. Given the increased capabilities and user friendliness of Windows, however, most people with modern computers are moving to Windows based software.

Type of software to buy
Task                                   Software
Letter writing                         Simple word processor
Creating posters, handouts,            Graphic user interface word processor or
 leaflets, books                        desktop publishing
Diary, address book                    Personal information managers
Making slides or charts                Presentation software
Creating diagrams                      Graphics software
Using ready prepared images            Clip art library
Storing or retrieving information      Databases
Managing references                    Bibliographic software
Data manipulation or budget            Spreadsheets
 planning
Statistical analysis                   Statistics software
Practice accounts                      Accounting software
Accessing Medline, internet, etc       Communication software
Housekeeping                           Utilities programs

Stand alone program or suites

People often buy a single program such as WordPerfect but it makes sense to consider one of the software suites. These integrated packages include all the basic programs--word processor, spreadsheet, presentation graphics, and database--and may also include other useful software. The programs in a suite have the advantage of a common look and feel and will have been designed to work well together. They also represent very good value for money compared with buying each of the programs separately. The basic "Works" suites offer all the features most people need and cost less than pounds sterling100. If you want very comprehensive facilities you should buy one of the "Office" suites, but these are more expensive. Suites do not include specialist applications such as programs for statistical analysis, which have to be purchased separately. Many computers are sold with a suite of software, which may tip the balance in favour of one type of computer.

Suites of programs
Works suites
 Microsoft Works
 Perfect Works
 Lotus Works
 Claris Works
 IBM Works

Office suites
 Novell Perfect Office--WordPerfect, Quattro
  Pro, Presentations, Paradox
 MicroSoft Office--Word, Excel, Powerpoint,
  Access
 Lotus SmartSuite--AmiPro, Lotus 1-2-3,
  Freelance Graphics, Approach

Selecting the individual program

Many people worry about the benefits of one program over another, but the main programs have now evolved to the point where they have all the features most people are likely to need. The choice boils down to personal or departmental preference. Computer magazines regularly publish comparisons of programs, which give some indication of their relative features and merit. However, the best way of making sure that the software meets your needs is to try it.

Information sources about
software

Software reviews in computer magazines
Computer dealers
Computer exhibitions
Online services (Internet, CompuServe)
Information leaflets or demonstration disks
 from manufacturer
Demonstration/recommendation from a
 colleague
National Information on Software and
 Services (01225 826176)

Shareware and public domain programs

As well as commercial programs, you might like to consider using Shareware. This is essentially a different way of marketing software in which you are able to install and use a program free of charge for a limited period. If, after this, you decide to continue using the software you have to pay for it. Shareware programs can be obtained from Shareware libraries which advertise in computer magazines or can be down loaded from a bulletin board using a modem. The quality of Shareware programs varies, but many are at least as good as their commercial counterparts.

Types of software
Public domain      No licence required
Shareware          Free trial period, buy licence
                    later
Commercial         Purchase licence immediately

Where to buy from

The computer market is fiercely competitive, and it is always worth comparing prices before buying a program. Advice and support from your local dealer can be invaluable even if you have to pay slightly more for the software. The mail order firms advertising in computer magazines are usually cheapest, but remember that fierce competition does lead to companies going out of business.

Look for a discount

Many software companies offer discounts for those working at academic, educational, or health care institutions, so always check to see if you might be eligible. It is best to contact the companies directly for details as many dealers are unaware of these special offers. Software or hardware purchased by a charitable trust is usually exempt from value added tax, but remember that the product then remains the property of the trust. This method should not be used for making personal purchases. If you need to upgrade from a simple to a complex program many companies offer attractive competitive trade up discounts.

Where to buy from
Computer dealers
High street stores
Computer supermarkets
Mail order
Direct from manufacturer or supplier
Combined Higher Education Software Team
 (01225 826176)
Hospital or medical school suppliers

Academic institutions

CHEST (Combined Higher Education Software Team), an organisation funded by the universities and research councils, makes commercial software available to the higher education community at large discounts. Further details are contained in the CHEST book (published by Bath University Press). People with access to the joint academic network (JANET) can also obtain up to date online information from National Information on Software and Services including the latest version of the CHEST software directory.

Safeguarding your purchase
* Get a written quote
* Keep a record of your order
* Credit cards offer protection for purchases
 over pounds sterling100
* Some magazines support the Mail Order
 Protection Scheme (MOPS)
* Consider paying cash on delivery

Software updates

All programs are regularly revised and improved and then released with a higher version number. These updated programs invariably contain many new features which may or may not be useful to you. Updates should therefore be judged on their merits.

Loading programs

Copying installation disks
Open the write protection tab to ensure the
computer does not accidentally write to your
master disks

DOS
At the C\ prompt type:
Diskcopy a: a:
Insert the source (original) disk as directed
Insert a formatted destination disk as directed

Windows
Select file manager
Select disk
Select copy
Insert source disk as directed
Insert destination disk as directed

Source disk=Disk you are copying
Destination disk=Blank formatted disk

Software is distributed on floppy disks or CD ROM and will need to be loaded on to the computer. Before you do this take a few minutes to read the manual, which will contain detailed instructions. Because original installation disks are valuable and can and do get damaged, we recommend that you make a set of back up disks and use these instead of the originals.

You usually start running an install or setup program on the first floppy disk. This will automatically copy the program to the computer and configure it for use.

Most modern programs are modular. In many cases you are offered a choice of full installation (which installs every module), custom install (which allows you to select the modules you want to install), and minimum installation (which installs only those parts of the program which are essential for it to run properly). The last option is useful if you are short of hard disk space, but you will lose some features.

Many modern programs are supplied on either floppy disk or CD ROM. The latter offer many advantages including speed and ease of installation. They are also more robust, and often include extras such as full online manuals and additional clip art or fonts. Some programs can be run wholly or partly from the CD ROM. This saves hard disk space, but programs will then take longer to load and may run more slowly.

Options for installing Serif software.

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Starting the program

For DOS based programs the manual will indicate what to type at the DOS prompt--for example, WP for WordPerfect, SC5 for SuperCalc spreadsheet. For Windows programs you have to point to the program icon with the mouse and double click with the left mouse button.

Starting WordPerfect in DOS and Windows.

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Software registration

Do not forget to register your software as this will entitle you to technical support and discounts on future upgrades. Software is usually licensed to be installed on only one computer. Some companies will allow users to install programs on a portable or home computer as well as the work computer providing that it is used on only one computer at a time. Check your licence agreement first. Sharing software is illegal, and in many hospitals the use of pirated software is a disciplinary offence. The Federation Against Software Theft (FAST) has been set up to track down users of illegitimate software and has made unannounced visits to NHS premises. In any event it is a false economy to use pirated software as you will never get the best out of the program without the manuals or technical support.

Breaching copyright can lead to serious penalties.

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Related Article

Macintosh PC is better than Windows

George G Hartnell
BMJ 1995 311: 873. [Extract] [Full Text]

This article has been cited by other articles:

• Hartnell, G. G (1995). Macintosh PC is better than Windows. BMJ 311: 873b-873 [Full text]