Buying or updating your office software is no small task. The right office software can help streamline your office procedures, collect your fees, process insurance claims and even make you a better doctor. But, youll have to live with your chosen office software every day for years to come.

Due to the complexity of todays computer programs, choosing office software can be overwhelming, especially if youre not a computer whiz. To simplify this process, heres a look at whats important in selecting an office application.

Make a Wish List
Before you fork over the big dollars, know what you want your new software to do. Current optometric software can do almost anything, from coding your exams and making your appointments, to sending your claims and calling your patients. While these features may sound enticing, dont be blinded by a lot of bells and whistles. Rather, concentrate on the features that you know youll use and will enhance your practice.

If youve never had office software before, make a list of the things you want the software to do for you. Be specific and realistic. I want my office to run smoother is not specific enough. Tasks such as submit my claims electronically or manage my accounts receivable are realistic expectations for todays software.

If youve used office software previously, make a list of the things you like about your current program and a wish list of the things youd like it to do. Again, keep your list realistic and specific, such as, I want to network my computers, I want more accounting features than my current software offers or I want my office to go paperless. While todays applications can do a lot, one program may not do everything on your wish list, so be prepared to compromise.

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Expandability
If you practice in a larger setting with two or more computers, you may want to look for software that is expandable and can accommodate growth. Most of todays applications can do both. Ask the vendor: How easy is it to add more users/computers to the system? How much is it going to cost each time I want to expand? What does this do to my TCO? Also, inquire about secondary costs such as hardware, wiring and physical support and how they will be affected when expanding.

Look at the softwares multi-user capabilities. Can it handle multiple users simultaneously editing the same patient record? Does it require a server, server software and additional licensing to network your office? Will you have to pay per-seat (per computer) to upgrade, or can you add as many users as you like? Can the software connect to remote offices? Is the data secure, and how easy is it for someone to infiltrate the database?

Help!
Before purchasing any software, ask the company about its support options and how technical support figures into TCO. There are four basic types of support that companies offer:

On-site. The support tech comes to you when there are problems with the software. This is probably the most costly support, but this may be a good choice if you consider yourself technologically challenged.

 Remote assistance. This is becoming a more popular option among some companies. While a support tech doesnt come to your office to fix the problem, he remotely takes control of your computer from the company location to diagnose and fix your problem. This form of support is cost efficient and very effective.

 Telephone support. This can provide a high comfort level because you talk one-on-one to a support person in most cases. However, it can be less helpful in solving some technical issues because it depends upon accurate communications between the user and a support person.

 E-mail support. This is becoming a popular method of communication between users and help desk technicians for non-critical issues.

Responsiveness and knowledge are key with support issues. If you can, get the support number for the software you are considering and call the support line. If it takes more than a few minutes to get help, you may want to move on. Remember, your livelihood depends on the software being up and running during business hours. When your softwares down, so is your business.

Compatibility
Some vendors offer hardware/software packages. Unless you enjoy tinkering under the hood of your computer, I usually recommend getting the complete system from the vendor you choose.

The temptation is to purchase the hardware yourself. While all computers will compute, there are differences in the components that go into them. Sometimes those differences in hardware can interfere with the software. When you buy the hardware along with the software from the same vendor, you are likely guaranteed compatibility between the two. When problems arise (and there will be some), youll get support from one vendor. In other words, youll avoid a situation where the software people tell you the problem is with the hardware and vice versa.

Take It for a Test Drive
The last thing you should do before purchasing the software is test it out. Do this in your office, not at home, to get a real-life appreciation of how the software works.

Get a demo from the vendor. These are usually time-limited, crippled (doesnt have all the features available) or patient-limited versions of their product. Let your staff offer some opinions since they will be using it everyday.

Above all, know what you want out of the software before you start talking to vendors. You dont have to know how the program works; you simply have to know what you want it to do. When you find the program that does most of what you want, then ask about the other issues such as support, pricing, compatibility and demonstrations.

Dr. Diecidue is president of (and has a financial interest in) Mountain Computer Systems. He practices in Stroudsburg, Pa.