EHR EHR Vendor Selection & Contract Management 1 — Questions and Answers
Question 1: Which document is typically used to formally solicit detailed proposals from EHR vendors during the selection process?
- Request for Proposal (RFP) (Correct answer)
- Request for Information (RFI)
- Statement of Work (SOW)
- Service Level Agreement (SLA)
Correct answer: Request for Proposal (RFP)
An RFP is issued when an organization is ready to receive binding proposals, including pricing and implementation plans, from qualified EHR vendors.
Question 2: During EHR vendor evaluation, what is the purpose of a scripted demonstration?
- Require all vendors to demonstrate the same predefined clinical scenarios so responses can be compared fairly (Correct answer)
- Allow vendors to showcase only their most impressive features
- Test the vendor's sales team's presentation skills
- Determine whether the vendor's software can be customized
Correct answer: Require all vendors to demonstrate the same predefined clinical scenarios so responses can be compared fairly
Scripted demonstrations create a level playing field by requiring all vendors to address the same workflow scenarios, enabling objective side-by-side comparison.
Question 3: What does 'total cost of ownership (TCO)' include when evaluating EHR systems?
- Licensing, implementation, training, ongoing support, hardware, and upgrade costs over the contract term (Correct answer)
- Only the initial software licensing fee
- Only the cost of hardware and infrastructure
- The vendor's annual revenue as a proxy for financial stability
Correct answer: Licensing, implementation, training, ongoing support, hardware, and upgrade costs over the contract term
TCO encompasses all direct and indirect costs over the full lifecycle of the EHR, providing a realistic picture of the long-term financial commitment.
Question 4: Which EHR contract clause protects the organization if the vendor goes out of business?
- Source code escrow agreement (Correct answer)
- Most favored nation pricing clause
- Indemnification clause
- Auto-renewal clause
Correct answer: Source code escrow agreement
A source code escrow agreement requires the vendor to deposit source code with a neutral third party so the organization can access it if the vendor ceases operations.
Question 5: What is the PRIMARY purpose of a Service Level Agreement (SLA) in an EHR contract?
- Define measurable performance standards (e.g., uptime, response time) and remedies if those standards are not met (Correct answer)
- Outline the vendor's product roadmap for future features
- Specify the number of training hours the vendor must provide
- Establish the pricing structure for the contract term
Correct answer: Define measurable performance standards (e.g., uptime, response time) and remedies if those standards are not met
An SLA sets enforceable performance benchmarks and specifies financial penalties or remedies, holding the vendor accountable for system availability and support quality.
Question 6: During EHR vendor selection, reference site visits are conducted primarily to:
- Speak with current customers about real-world implementation experiences, system performance, and vendor support quality (Correct answer)
- Verify the vendor's headquarters location
- Negotiate lower pricing by comparing competitor quotes
- Assess whether the vendor's staff are qualified trainers
Correct answer: Speak with current customers about real-world implementation experiences, system performance, and vendor support quality
Reference site visits provide unfiltered, first-hand accounts from peer organizations about the vendor's implementation process, product performance, and ongoing relationship.
EHR EHR Vendor Selection & Contract Management 1
Which document is typically used to formally solicit detailed proposals from EHR vendors during the selection process?