EHR Vendor Selection & Contract Management Flashcards

Which document is typically used to formally solicit detailed proposals from EHR vendors during the selection process?

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.

During EHR vendor evaluation, what is the purpose of a scripted demonstration?

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.

What does 'total cost of ownership (TCO)' include when evaluating EHR systems?

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.

Which EHR contract clause protects the organization if the vendor goes out of business?

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.

What is the PRIMARY purpose of a Service Level Agreement (SLA) in an EHR contract?

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.

During EHR vendor selection, reference site visits are conducted primarily to:

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.