How to write an RFP for an EHR (template included)

Selecting an electronic health record (EHR) system is a challenge for any private healthcare practice owner. The right EHR can transform your practice’s efficiency and healthcare, while a low-performing EHR can create frustration and administrative burden for years to come.

To help you navigate the critical EHR acquisition process, we’ve created a step-by-step guide on developing an effective request for proposal (RFP) for vendor selection — and get a free template you can adapt to your practice’s specific needs.

A request for proposal (RFP) is a formal document that healthcare practices use to solicit key details from potential EHR vendors. It serves as both a communication tool and evaluation framework for different EHR systems that helps you:

For private practice owners, implementing a new EHR software can be a rocky journey. A recent Tebra study found that 65% of providers would like to switch from their current EHR, but many remain hesitant due to the complexity of the selection and implementation process.

A well-prepared, well-structured request for proposal is essential to a successful EHR vendor selection process. It helps you systematically compare different systems against your practice’s unique requirements and identify the vendor most capable of addressing your specific challenges. An RFP’s structured approach minimizes the chances of selecting an inadequate system and helps ensure your investment pays off.

An effective RFP document for EHR procurement needs to cover all aspects of your medical practice EHR requirements while providing vendors with clear guidance on how to respond. Below, we’ll explore the key sections of an EHR RFP, along with their purposes and how to write each one.

Provide context for the RFP document by explaining why your practice is exploring EHR procurement and what you hope to achieve. Outline how replacing your existing system will streamline workflows, enhance practice management, and support the involvement of all stakeholders. Ensure the RFP sets the stage for effective project management by addressing the key challenges your medical practice faces.

Detail your medical practice's size, specialty, and unique needs to help potential vendors understand the project’s scope. Include any operational requirements, such as integrating telehealth capabilities, supporting behavioral health or mental health services, and enabling ePrescribing to improve patient care and safety. This section sets the foundation for matching your practice with the most suitable EHR system.

Define the expected scope of the EHR implementation, focusing on functionality, interoperability, and improving workflows across your practice. Explain how the new system will address gaps in your existing system, align with meaningful use requirements, and ensure efficient information sharing across care settings. The goals should reflect your practice's current needs while also allowing for future growth and adaptability.

List the clinical, administrative, technical, and patient engagement requirements for the EHR. Specify features like seamless interoperability with other systems, telehealth tools, Health Insurance Portability and Accountability Act (HIPAA) compliance, and robust integration with your practice management system. Ensure the requirements include capabilities for automating routine tasks, managing patient information, and enhancing overall operational efficiency.

Explain how vendor responses will be assessed, emphasizing criteria such as functionality, pricing, and vendor reputation. Highlight the importance of streamlining workflows and ensuring the system supports both clinical and administrative needs. Weighting these evaluation criteria appropriately will help identify the best potential vendors for your practice.

Request detailed information from vendors, including their experience in the healthcare industry, certifications, and case studies. Highlight the importance of working with vendors who have successfully implemented solutions for behavioral health, telehealth, and other specialized care areas. This section helps ensure you evaluate vendors based on their ability to meet your specific needs.

Provide a list of specific questions for vendors, such as their implementation timeline, support services, and how their system enhances workflows. Clarify your expectations for their responses, including deliverables like project timelines and system capabilities. This ensures vendor submissions include all the necessary details to make an informed decision.

Ask for a detailed breakdown of costs, including licensing, training, and ongoing maintenance. Emphasize the importance of scalability for future growth and pricing that reflects features like telehealth, ePrescribing, and integration with other systems. Transparent pricing ensures your practice understands the EHR’s long-term financial impact.

Provide clear instructions for submitting proposals, including formatting, submission deadlines, and responding to additional requests for information. This ensures all vendor responses are standardized, which makes it easier to compare contenders and select the right solution.

Include a detailed schedule for the RFP process, such as deadlines for vendor responses, evaluations, and final selection of contenders. A well-defined timeline keeps the project on track and helps stakeholders coordinate their roles effectively.

Specify legal, compliance, and confidentiality requirements to ensure all vendor responses align with HIPAA standards and meaningful use regulations. Clear terms and conditions protect your practice and ensure the solicitation process adheres to industry standards.

Below is a comprehensive RFP template you can customize for your practice’s EHR selection process. Replace the text in square brackets with information specific to your practice and adjust the content to fit your practice’s needs. 

Introduction

[Your Medical Practice Name] is seeking proposals for a comprehensive electronic health record (EHR) system to streamline our clinical operations, improve patient care, and ensure compliance with healthcare regulations. This RFP outlines our requirements and the information we need from EHR vendors to evaluate potential solutions.

Our primary goals for this EHR system implementation include: 

Organization overview

Practice profile

Unique aspects of our practice

[Describe any unique characteristics of your practice that would impact EHR requirements, such as specialized procedures, patient population characteristics, or distinctive workflows.]

Project scope and goals

Project scope

Success criteria

Specific requirements

Evaluation criteria

[Edit the list below to describe how you will evaluate and weigh vendor responses based on your practice's needs.]

EHR vendors will be evaluated based on the following criteria:

Vendor information and qualifications

Please provide the following information about your company:

Vendor questions and response requirements

Please provide detailed responses to the following questions and include all requested deliverables:

Implementation and support

Workflow and functionality

Interoperability and integration

Compliance and technical considerations

Pricing structure

Please provide itemized pricing information for the following:

RFP submission guidelines

Submit requests as a [file format]by [date] via [email/portal]. Include all supporting documentation and ensure the proposal is formatted as follows:

Submit questions about this RFP to [contact information] by [date]. We will provide answers to all vendors by [date].

Timeline and key dates

Terms and conditions

The right EHR system can transform your medical practice with streamlined workflows, improved patient care, and enhanced practice management. A comprehensive, well-structured RFP helps potential vendors fully understand your specific needs so they can provide tailored solutions. Clear requirements, detailed questions, and thoughtful evaluation criteria will help you assess vendors effectively and select the best one for your practice.

A well-chosen EHR system isn't just a software upgrade — it's an investment in the quality of care and the efficiency of your practice for years to come. Learn how Tebra's cutting-edge EHR software can help you deliver better care while saving time and resources.