Health organizations vary widely in their reporting requirements, state regulations, and community needs. Because of these differences, asking the right questions is essential when evaluating an Electronic Health Record (EHR) vendor. In many cases, health organizations are required to use an EHR Request for Proposal (RFP) to support their decision-making process, allowing teams to compare vendors and determine which solution aligns best with their goals. In addition, many EHR providers offer free live or guided demos, giving teams an opportunity to explore the system’s interface, evaluate key features, and confirm compatibility with operational needs. While EHR RFPs and vendor demos can be time-consuming, they provide a valuable opportunity to uncover pain points, optimize workflows, and address staff challenges.
Below are 10 key questions to consider when creating your EHR software RFP. Before publishing EHR RFPs, take the time to communicate with staff across departments to incorporate their perspectives. Gathering input from clinical, administrative, and billing teams helps ensure the RFP reflects real operational needs and supports an effective EHR vendor selection.
Key Questions to Include in Your EHR RFP
1. What features do you have?
An EHR RFP should clearly outline the features your health organization requires and invite detailed, thoughtful responses from vendors. This is your opportunity to ask specific questions about core functionalities such as ePrescribing, reporting and data analytics, patient portals, billing tools, and interoperability. Clear, well-structured RFP questions help set expectations and encourage vendors to explain what their systems can realistically support, both now and as your organization grows. Strong vendor responses should also provide transparency around configuration options, limitations, and the level of customization available.
2. How long will implementation take?
If you are transitioning from another system, understanding implementation timelines is critical. Ask vendors when you can expect the EHR to go live and how much time should be allocated for staff training. Depending on the scale and complexity of your health organization, implementing an EHR can take as little as 30 days and as long as several years. Confirming that your timeline aligns with potential vendors early in the process helps minimize disruptions to patient care and staffing operations.
3. Are you interoperable with other systems?
Interoperability refers to an EHR’s ability to securely exchange data with other providers, services, and technology platforms. This capability is essential for supporting whole-person care, as it enables referrals, access to lab results, collection of Social Determinants of Health (SDOH) data, sharing external health records, and reporting required for program funding. When evaluating vendors, it is important to understand how well their solution connects with other systems you rely on. Asking about interoperability standards, such as HL7 compliance, can help confirm that a vendor’s EHR is designed to support seamless information exchange across organizations
4. Do you meet state-specific or other special requirements?
Health organizations often have reporting and functionality needs that are shaped by state regulations, local programs, and the communities they serve. When evaluating an EHR vendor, consider whether the system can connect to required resources such as Health Information Exchanges (HIEs), state immunization registries, and more. Many grant-funded programs also require specific reporting features and tools to track outcomes and measure program success. Asking vendors how their solution supports these requirements can help confirm whether the system is equipped to meet your organization’s unique compliance and reporting needs.
5. How do you handle data migration?
Data migration, the process of transferring patient data from one system to another, is a critical part of a successful EHR transition. You need to be able to trust that patient chart information remains accurate and up to date in the new EHR. Ask vendors how data such as patient demographics, clinical information, and associated attachments are migrated between systems. If a vendor does not provide data migration support, organizations may need to manually scan or enter records, which can be time-consuming and take staff away from patient care.
6. Is the system comprehensive or modular?
Comprehensive (or complete) EHR systems combine clinical, billing, and practice management tools into a single solution, allowing staff to work without switching between programs or screens. Modular EHRs, on the other hand, offer more flexibility by allowing organizations to create a custom solution, but they can require additional setup and coordination to ensure all modules function smoothly together. One option to consider is a comprehensive, customizable EHR that offers both simplicity and flexibility. This EHR RFP question gives vendors the opportunity to explain how their solution is structured and how customization is supported.
7. Are you HIPAA-compliant and Meaningful Use certified?
HIPAA-compliant EHR systems include physical, network, and process-level safeguards designed to protect patient health information. These measures may include secure data centers, disaster recovery and backup protocols, and multi-factor authentication options. Some EHR solutions are also Meaningful Use or Promoting Interoperability certified, indicating they meet additional standards for secure data exchange beyond basic HIPAA compliance. Consider asking vendors about specific certifications, as well as role-based security controls for different users, such as clinical and billing staff. These security considerations are essential to ensuring patient data remains protected at all times.
8. What’s your invoicing process like?
Some EHR vendors disclose their full pricing upfront, while others do not and instead charge additional fees for services such as training, add-on features, or customer support. Asking clear questions about billing and invoicing helps avoid surprise fees and ensures your organization can remain within budget. Vendors may offer monthly, annual, or flexible billing options, so it is important to understand how charges are structured. Clarifying these details early can help your organization better understand the total cost of ownership, if possible.
9. What are your training and support options?
Ask vendors about their training and support options so your team feels supported after go-live. Tools such as online portals, ticketing systems, webinars, an eLearning platform, training sessions, and in-person or virtual user groups can make a real difference over time. Some EHR vendors invest heavily in training to help staff feel confident in their day-to-day work, while others provide more limited support.
10. What are your system requirements?
Some EHR systems are cloud-based, meaning the software is accessed through an internet connection rather than installed on local hardware. These solutions often reduce the need for on-site IT support, lower long-term maintenance costs, and include built-in data backup and recovery. Cloud-based EHRs may also support stronger security measures and reduce the risk of cyber threats. Your EHR RFP should clarify browser compatibility for cloud-based systems and outline any hardware or technical requirements if the solution is not cloud-based.
Submitting and Reviewing your EHR RFP
Before publishing your EHR RFP, ensure it reflects the full scope of your organization’s needs and allows your team to easily compare vendor responses. These questions are a starting point, not an exhaustive list. Provide clear instructions on how vendors should respond, how proposals will be evaluated, and what information must be included. Vendors also need sufficient detail about your organization’s workflows, requirements, and expectations to determine whether they can fulfill your expectations and to provide accurate pricing. Incomplete or unclear RFPs can lead to misunderstandings that surface later during implementation.
Some EHR vendors may be able to provide an EHR RFP example to help guide your process. If you would like access to a sample or support getting started, contact our team.
Be mindful of timelines when issuing an EHR RFP, as vendors need adequate time to prepare thoughtful and accurate responses. The Office of the National Coordinator for Health Information Technology recommends giving vendors four to six weeks to develop detailed, well-considered proposals.
After EHR RFP responses are received, plan sufficient time for review using a consistent evaluation approach. This may include scoring criteria, side-by-side comparisons, or team discussions that document strengths and limitations for each solution. A structured review process helps teams objectively compare vendors and identify potential gaps early in the decision-making process.
Making the Most of Your EHR Vendor Demos
Once your organization’s EHR committee has reviewed EHR RFP responses and created a shortlist of top vendors, the next step is scheduling an EHR demonstration. These demos provide an opportunity to validate what was outlined in vendor proposals and see how each system functions in real-world scenarios.
To make the most of each electronic health record demo, follow these best practices:
1. Prepare consistent workflows and scenarios
Before demos begin, define a small set of realistic scenarios that reflect how your organization operates day to day. These scenarios should represent the needs of different departments, such as the front desk, clinical staff, and billing teams. For example, you may outline a new patient visit that includes registration, documentation, and payment processing, along with additional situations that highlight clinical and financial workflows. Using the same scenarios for every vendor allows your team to evaluate systems consistently and focus on functionality that matters most.
2. Involve the right staff in the process
Including staff members who will use the EHR regularly helps ensure the system supports real workflows and encourages buy-in. Representation from clerical, clinical, and billing teams allows each group to assess usability, efficiency, and fit from their perspective. Encourage participants to ask questions and provide feedback during and after the EHR software demo, especially around features they would use daily.
3. Evaluate demos using a structured approach
After each demonstration, document feedback using a standardized scoring tool or decision matrix. Organizing scores by functional areas, such as administrative, clinical, and billing, can help highlight strengths and gaps across vendors. This structured approach makes it easier to compare options objectively and identify leading candidates. For top-ranked vendors, follow-up demonstrations using alternate scenarios may help validate advanced functionality before making a final decision.
Making an Informed EHR Decision
The right EHR solution for your organization is out there. Applying these RFP and EHR demo best practices, while remaining patient throughout the process, helps ensure you select a system that supports your team and your patients for years to come.
