Networks
IMPORTANT: Before installing PracSoft, if you have the NT network, it is essential to employ the services of a Microsoft Certified System Engineer (MCSE) or someone experienced in NT. NT is a complex set up, and must be installed by someone who is trained and experienced in the idiosyncrasies of NT.
Overview
To use PracSoft on more than one workstation, or to use PracSoft combined with clinical software, having your computers networked is essential.
On this page we offer you information to help you make informed decisions about networking in your practice - according to the size of your practice and plans you have for the future of your practice. This section was written by a hardware expert, with much experience in the setting up of networks in surgeries. There are three scenarios given and explained, and be sure to read the important tips he offers on networking, cabling and printers.
One of the advantages of using PracSoft for billing and clinical software for prescription writing and clinical records is that it allows the practice to implement components one at a time, smoothing out and embedding procedures as you go.
Many practices either install PracSoft first, then clinical software further down the track, while some practices are happy to just install PracSoft alone. The more ambitious practices will install both programmes at the same time.
Practice Size
There are two types of networks and two types of cabling suitable for PracSoft. The size of your practice will determine the type of network you should install. Smaller practices, with say three or less consulting rooms in use at anyone time, will find that a 10 megabyte per second (mbs) network will run PracSoft and clinical software together quite well. Larger practices that intend to run PracSoft and clinical software are well advised to install a 100 megabytes per second network.
TIP: Regarding cabling - No matter what type of cabling you intend to use, if you are building a new surgery or upgrading/renovating your existing surgery, have the cables laid by a specialist data cabler whilst having other electrical fit out completed. The quality and appearance of the cabling should be significantly better than installing it as an afterthought. Overall it should be less expensive too.
Networks
As discussed above, the two type of networks are 10 mbs and 100 mbs. What determines the difference between the two are the "Network Interface Cards" (NICs) and the "Network Hubs". Keep in mind that just like cars more speed = more money. The scenarios with tables below are offered as a guide to the most economical network installation for your practice.
 SCENARIO ONE
Description
The reception area will have PracSoft only, two computers in the reception area and no plans to install computers in the consulting rooms.
| Setup One |
| 50 ohm coaxial cable with 10 mbs cards and no hub. |
| 2 - 3 workstations only. No forseeable plans for expansion. |
| One workstation also used as a "Server". |
In this scenario, a 10 mbs network with coaxial cable is very effective. Usually this scenario will normally include a laser printer for letters, reports and private receipts and invoices attached to one computer and a dot matrix for DB4 Medicare forms attached to the second computer.
Cabling for Scenario One
The first type of cabling is known by different names: 10 Base 2, Coaxial Cable or thin Ethernet and is rated at 10 mbs. The cable used is a 50-ohm coaxial cable, which is similar, but not the same as the cable used for television and video. The cable is also known as RG58. This form of cabling is excellent for practices that only have foreseeable plans to computerise their billing. This is relatively simple to install and can be completed by most computing professionals.
How to install Cabling for Scenario One
To install coaxial cable, you will need the appropriate lengths of cable, matching Network Interface Cards (NICs), "T" connectors and terminators. The T connectors attach to posts on the back of the NICs as per the diagram above. The terminators are placed on the exposed ends of the first and last T connector. Do not install the cable directly onto the NIC, your network will not work. You must use the T pieces and terminators.
TIP: Some surgeries like to have both printers in close proximity and therefore attached to the one computer. As almost all computers have a single parallel port as standard, one solution is to purchase a second parallel port card to install into the computer. We have found another, simpler solution. A number of dot matrix printers have the ability to connect both via parallel and serial ports. The Epson LX 300 and LQ 300 printers are two models that do this very well. You will need a special cable to do this, which is available through Si Computer Products. The part number is CAK702. This works particularly well if the computer uses a PS/2 style mouse.
TIP: The laser printer you select is very important. Some laser printers have a "GDI" engine, which places a load on the computer to which it is attached. It is best to avoid these in a practice situation. A laser printer with a fast print speed and two sturdy paper feeders will allow you a variety of options. We have found the Hewlett Packard Laserjet 6P gives excellent service in the reception area.
TIP: Some computer installers will set up the parallel port to the "Enhanced Capability Port" setting to speed up printing. If using Windows 95, it is best to avoid this temptation, as the ECP setting will most likely cause the computer to become quite unstable. Given the size and type of letters and reports to be printed on the laser printer, the speed difference is negligible anyhow.
SCENARIO TWO
Description
Reception area to have two computers with plans to introduce computers in the consulting rooms, either immediately or in the foreseeable future - (up to three consulting rooms in use at once).
In this scenario, a 10 mbs network is still suitable, but the coaxial cable is not. The most cost efficient implementation is to install a hub and the cabling first. A networking professional or electrician trained in this should do this. Then installing the computers becomes relatively easy. Additional computers can be bought when it suits the practice, and are able to quite literally be plugged in.
| Setup Two |
| CAT 5 UTP with 10 mbs cards and hub |
| Up to 5 workstations in concurrent use. Usually 2 reception and three consulting rooms |
| Dedicated Server recommended. |
Cabling for Scenario Two
The second type of cabling is commonly known as Unshielded Twisted Pair, Category 5, UTP or 10 Base T. The cable itself does not have a speed rating, it can communicate with the network at either 10 mbs, 100 mbs or any speed in-between. What controls the speed is the type of network hub and network cards. A competently trained network installer or specialist data cabler should install this form of cabling.
TIP: Whilst waiting for the decision to install computers in the consulting rooms and only running either two reception computers or one reception computer + one consulting room computer, you do not need a dedicated server. Installation of a dedicated server can be delayed until you have three or more workstations all active, at which point it becomes important. In the meantime, use one workstation as a joint server/workstation. If you have enough RAM, this should work fine.
SCENARIO THREE
Description
Any installation larger than the two described above.
For this type of installation a dedicated server is a must. In some scenarios a 10 mbs network may suffice, but in most cases a 100 mbs network is the preferred option.
| Setup Three |
| CAT 5 UTP with 100 mbs cards and hub |
| More than 5 workstations in concurrent use. |
| Dedicated Server essential |
Cabling for Scenario Three
Please refer to 'Cabling for Scenario Two' above.
TIP: Your choice of printers in the consulting room is very important. If you prefer laser printer, again avoid the GDI type lasers. The Hewlett Packard Laserjet 6L has given excellent service in a number of practices. If you prefer an inkjet printer, be wary of the Epson and Hewlett Packard printers. Whilst excellent in some areas, both have limitations within the practice setting. The Canon range of bubble jet printers seems to work well within consultation rooms, particularly the BJC-4300 & 4310 series.
This information was provided by Mr. Shane Kuhl, Landau Technologies, Brisbane. Ph 07 3284 9800 shane@landau.com.au
How to create a Drive Mapping to a Shared Network Folder
Step One: Firstly you must setup the 'Share'.
- On the computer which is the Server (i.e. the computer to share the files), open Windows Explorer (Click Start - Programs - Windows Explorer).
- On the left hand side, right-click on the folder or drive that you wish to share. A pop-up menu will appear.
- Left-click on Sharing... In the Sharing window complete the Share Name. Choose the level of access. (N.B. full access is required for database usage.)
- Click OK. (You will notice that the folder icon will have a hand under it. This indicates it is being shared.
The Share is now setup.
Step Two: Secondly you must map the drive...(or resetting if you've lost your drive mapping)
- Go to the other computer. Open Windows Explorer.
- On the left hand side click on the + sign beside Windows Explorer. This will show the computers on the network.
- Click on the + sign beside the computer with the Share created (as you did above). The Shares will appear as folders.
- Right-click on the folder you wish to map the drive to. A pop-up menu will appear.
- Left-click on Map Network Drive... Allocate the Drive letter. (e.g. Z)* Make sure 'Reconnect at logon' is ticked (if you wish to use the drive mapping next time you turn on your computer.)
- Click OK.
TIP: When giving a computer name and share name, it is best to use 8 characters or less with no spaces. This allows older programs to refer directly to that Share without a drive mapping. It is best to allocate a letter mid-way or at the end of the alphabet for the following reason....
When new equipment is added to your computer
- A and B are always taken by floppies
- C is always taken by your Hard Drive
- D and following will be used for Hard Drive or Hard Drive partitions
- Following letters will be allocated for CDs, then Zip Drives, then Tape Drives.
One computer not showing the same Waiting Room as the other computers on the network.
When one computer shows a different Waiting Room from the other computers on the network it is usually because that particular workstation is pointing to another Waiting Room file. To correct this...
- Click Start - Programs - PracSoft Configuration.
- Change the Waiting Room file to be the same as the one all other computers are using.
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