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EHR Vendor Selection: The 5-Step Guide

Medical team discussion

Electronic health record (EHR) vendor selection can be a complex and time-consuming task. Choosing the right EHR system is an important decision, which should be planned in advance. This guide has been created to save you time when researching vendor selection options by providing resources to begin the search for an EHR.

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Step 1: EHR Planning

  • Decide between Application Service Provider (ASP) module and locally hosted EHR solution.
  • Locally hosted EHR solutions are purchased through licensing agreements and generally store hardware and servers in house.
  • ASP (SaaS or cloud modules hosted via the internet) are generally cheaper compared to the locally hosted module, which may require purchasing new hardware.
  • Set a migration path for the EHR, useful for organizations that want to illustrate the overview of the EHR and how the EHR system will be developed.

Step 2: Set Goals That Can Be Achievable Through EHR Benefits

  • Review the organization’s current goals and objectives to determine the EHR benefits to be achieved. The organization’s vision of the EHR must be articulated and strategically planned.
  • Outline the scope and functional needs to achieve anticipated benefits from the EHR. Every organization is different and has different functional specifications (laboratory, e-prescribing, imaging capabilities)
  • Review the practice’s key workflows. How does your practice currently create and maintain documentation within the medical record? Does the software work with your practice management system?
  • Create a matrix to compare EHR functions to benefits. A matrix is useful for vendor evaluation as it helps prioritize key functionalities and guides the decision making process.

Step 3: Compare EHR Vendor Products

  • “Best-fit” vs. “Best-of-breed” EHR software
    • “Best-fit” refers to a single EHR product providing a comprehensive integrated solution (practice management system and documentation available through one type of software).
    • “Best-of-breed” refers to products selected from various vendors, which may not be interoperable with other software (separate software solutions for the operational and administrative functions).
  • Research the EHR

Step 4: Request for Proposal

  • Develop a written request for proposal (RFP) based upon the requirements.
  • Send the RFP to selected vendors asking them to provide an EHR proposal.
  • Evaluate proposals by EHR functionality to meet organizational needs.

Step 5: Vendor Selection and Contract Negotiation

  • Request a demo of the top two to five EHR vendors. If possible, request a usability test with test scenarios (i.e. “35-year-old Caucasian female with history of diabetes and hypertension).
  • Make the final decision. Contract negotiation should include all details related to the services required, including any ongoing maintenance.

Updated July 23, 2018