How to write an RFP for an EHR: A step-by-step guide (with free template) 

Selecting an electronic health record (EHR) system is a challenge for any independent healthcare practice owner. Having a low-performing EHR and case management software can have an enormous impact on practice efficiency and patient care, while the right EHR can transform healthcare delivery.

To help you navigate the EHR acquisition process, read on for a step-by-step guide on how to create an effective request for proposal (RFP) for vendor selection, and get a free, editable template.

To start, we’ll explore the vital role of RFPs in EHR selection. 

For independent practice owners, implementing an EHR can be a rocky journey. A recent Tebra study showed that 65% of providers would like to switch from their current EHR, but the many steps and roadblocks along the way often prevent them from making a change.

A clearly defined EHR vendor selection process depends on a well-prepared, well-written request for proposal. An RFP is an essential tool in the vendor selection process, facilitating the comparison of different EHR systems. As a formal document, it invites vendors to submit key details about how their software would meet your specific demands. In helping you obtain a quality pool of applicants and narrow your options, a focused RFP process lets you select the best possible vendor for your practice’s needs.

To conduct an effective RFP process, here are the 7 key steps your medical practice should follow:

Working with a cross-functional internal team, start by creating a well-defined list of desired EHR features that will solve problems at your practice and best meet its strategic goals. 

Examples of your desired requirements could include:

Research and identify potential EHR vendors. Weed out weaker candidates and non-contenders with a request for information (RFI), presenting broad questions that capture general information about vendors’ high-level application capabilities, services, and support.

Distribute an RFP document to your list of selected vendors who made the cut. Ensure that the RFP clearly outlines the project scope, technical requirements, evaluation criteria, timeline, and submission instructions.

Receive and evaluate vendor proposals. Vendors will respond with detailed information about their EHR systems, including features, pricing, implementation timelines, support services, etc. 

Review and evaluate the received proposals against your criteria, ranking vendors on how closely they align with your practice’s EHR requirements. Score each one numerically, creating a shortlist of vendors that you are willing to approach with a request for quote (RFQ).

Invite 3–5 shortlisted vendors to provide demonstrations or presentations of their EHR systems. See the software in action, ask questions, and start assessing how well it meets your practice’s needs. For instance, you can sign up for a Tebra demo customized to your practice.

Conduct a final evaluation, assessing each vendor’s offerings, demonstrations, and quotes. In consultation with your internal team, select the vendor that best meets your requirements, fits your budget, and aligns with your practice’s EHR goals.

Putting out an effective RFP is the foundation of any successful EHR selection process. To ensure your practice is obtaining a quality pool of candidates, here are the essential elements to include in your RFP.

Describe why you are searching for a new EHR and detail the needs and scope of your practice, including:

Give the name of your current EHR system and explain why it's no longer working for you. Give an executive summary of what you aspire to change.

To help the vendor get a sense of the scale of your project, go through the timing and budgetary constraints that your practice can’t go beyond.

Detail what specific products and services the vendor should deliver, and their priority, such as:

Describe any other qualities or qualifications you would want in a partner, like customer support, cloud services, or company culture.

Give the vendor your anticipated project start date (when the selection process will begin), your selection steps, and any anticipated project go-live dates.

Give the vendor a deadline for when they need to submit their response to the RFP. Provide a template for them to use, and explain how you'll be evaluating responses.

Now that we’ve laid out the essential content you’ll need in your RFP, let’s take a step-by-step look at the best approaches to gathering that content.

The first step in preparing a strong RFP for EHR is to assemble a strong internal team from across your practice. Gather people who represent your practice’s different functions including clinical, administration, IT, and finance. Appoint an RFP lead or coordinator to head the group, ensure smooth communication, and adhere to the timeline. 

Compile the short- and long-term needs and goals of each member of the internal team, putting together an outline of your collective needs and goals.

Short-term goals may include: 

Long-term goals may include:

Take the time to make sure that nothing is overlooked, that all functions of your practice are represented, and that competing priorities are balanced.

After completing the necessary work with the internal team, conduct a needs assessment of your software requirements. Through surveys, focus groups, and stakeholder interviews, gather relevant data. Include:

Gather your functional and technical requirements and priorities, including: 

If you are a private practice group, the type of EHR that your affiliated hospitals use will hold considerable weight in your choice of systems. Most providers find it extremely useful to have interoperability between their office and hospital EHRs. You may want to ask your hospital administration if they have a way for you to jump on board their EHR at a discounted rate.

Create a detailed project scope and timeline. Define the tasks, deliverables, and responsibilities for both you and the vendor. Put proposed dates to the following project phases: vendor selection, customization, data migration, training, and support. 

Specify vendor qualifications and experience, such as a minimum number of years in the EHR industry, a proven track record with organizations similar to yours, or experience integrating with other health care IT systems and vendors. Consider asking for vendor references and case studies.

Decide what your criteria for evaluation is going to be, such as a numerical grading rubric, and define what weight you will assign to each criterion to reflect its priority.

Lastly, establish a plan for ongoing support, maintenance, and updates after the EHR is implemented, focusing on user training and post-implementation evaluation.

With all the above content compiled in outline form, drafting the final RFP is the last step. Here are tips and best practices to consider as you enter the writing phase:

Contact targeted vendors directly with your finalized RFP, make a public announcement, or both. As responses come in, have your team evaluate them using your predetermined scoring system. Decide whether the scoring and voting process is anonymous or whether it will happen as a group discussion.

Conduct extra due diligence, verifying references and case studies, reviewing vendors’ financial stability and reputation, and checking their track records for customer support and satisfaction. 

Get Tebra’s free, editable RFP for EHR template here.

No matter the scope or specialty of your independent practice, a well-prepared RFP is the cornerstone of a successful EHR implementation.

By methodically following the step-by-step guide above, and using an RFP template to steer you, you’ll gain a clearer understanding of your practice’s specific needs and goals. This structured process will save you time and resources as you select an EHR, as well as helping you consider all aspects of EHR functionality. You’ll gain the information you’ll need to compare and evaluate different EHR vendors. Ultimately, this will help you make an informed decision. 

A well-executed RFP paves the way for a smooth EHR implementation. This can lead to improved care delivery, better outcomes, and increased efficiency across your entire practice. Use the resources provided here, including our free template, to kickstart your EHR selection process and set your practice up for success.

Read the full EHR implementation guide from Tebra.