Crafting an Effective RFP

When creating a Request for Proposal (RFP) for software that supports Student Health Services (SHS) and Counseling and Psychological Services (CAPS) on campus, it’s crucial to detail your school’s specific needs and expectations. A well-structured RFP ensures that you select the best vendor capable of meeting your institution’s unique requirements.

Here are a few examples of key questions that will help your institution better evaluate an EHR software tool. The full list of our suggested questions can be accessed here.

Integrated Health and Counseling Functions

• Does the EHR facilitate efficient referrals between departments?
• Does the EHR allow students to enter their own health information and immunization records?

Patient Portal/Student Experience

• Are students able to access all health services and records in one place?
• Does the EHR enable secure communication channels between students and providers?

Clinic Efficiency & Reporting

• What tools does the EHR offer to help our staff with record keeping, collaboration, and communication?

Health Services Specific Features

• Does the EHR include vaccine compliance management, or can it interface with other immunization compliance resources? (i.e. Med Proctor).
• Does the EHR keep track of medication/immunization inventory?

Counseling and Psychological Services Specific Features

• Does the EHR have a built in Counseling Center Assessment of Psychological Services (CCAPS) with self-scoring feature?
• Does the EHR facilitate supervisor settings and note reviews, enabling feedback for supervisees?

External Communications

• How does the EHR system facilitate the exchange of communications with offices external to the EHR, such as referring physicians, laboratories, or insurance companies?

Data & Integrations

• Does the EHR system integrate with Banner for two-way demographic data exchange and billing information export?
• Can the EHR support “mining” fields within notes or physical exams for data?

Customizations

• How does the EHR system assist providers in creating customized notes and templates that align with their specific workflows and standards?
• Can different roles within the institution (e.g., physicians, nurses, administrators, interns) have varying levels of access to patient data?

Reporting

• What tools does the EHR have that will help our staff with record keeping, collaboration, and communication?
• Can the EHR system run immunization compliance reports tailored to the institution’s specifications?

Billing

• Does the EHR have the ability to set charges for services and are they easily adjustable?
• Is the EHR able to print a receipt for charges so students can self-submit to insurance if they choose?

Technical Support

• What level of institutional IT support is required to ensure the effective operation of the EHR system?
• What type of staff training is provided during and after the EHR system’s implementation? Please specify the method of delivery.

Pricing

• What is included in the base price of the EHR system?
• Please provide details about the following additional costs:
  • Ongoing maintenance and support fees
  • Hardware and software requirements
  • Training and education costs
  • Customization and integration fees
  • Data migration fees
  • Upgrades and enhancements

Implementation Process

• What is the typical process for migrating data from a previous EHR system, including timelines, overlap periods, and go-live strategies?

Additional General Features

• Does the EHR provide flexibility in note structure and design, allowing for templates, “smart phrases,” and the ability to pull from prior notes?
• Does the EHR have a built-in telehealth platform for virtual care?

Crafting a comprehensive and effective RFP is essential for colleges seeking to procure the ideal EHR software. By clearly defining your institution’s needs, attracting qualified vendors, ensuring fair competition, and negotiating favorable terms, you can mitigate risks and select a solution that aligns with your goals and objectives.

These are just a few of the questions to consider. You can download the full list of questions here: Download – 60 Questions to Ask When Selecting an EHR Vendor.