Crafting an Effective RFP
Questions You Need to Include When Selecting an EHR Vendor
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 Workflows
- Does the EHR facilitate seamless referrals between departments?
- Does the EHR allow students to enter their own health information and immunization records?
Student Experience and Patient Portal
- Are students able to access all health services and records in one place?
- Does the EHR enable secure communication channels between students and providers?
Health Services Specific Features
- What tools does the EHR offer to help our staff with record keeping, collaboration, and communication?
-
Does the EHR support immunization compliance management or integrate with tools like MedProctor?
-
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 a 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 & Reporting Capabilities
- Can the EHR support “mining” fields within notes or physical exams for data?
- Can the EHR system run immunization compliance reports tailored to the institution’s specifications?
Security, Permissions, & Customization Options
- How does the EHR system assist providers in creating customized notes and templates that align with their specific workflows and standards?
-
Can different user roles (e.g. physicians, nurses, interns) have varied levels of data access?
Billing & Insurance Functionality
- Does the EHR have the ability to set charges for services and are they easily adjustable?
-
Can students receive printable receipts for insurance reimbursement?
Implementation & Ongoing 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.
- What is the typical process for migrating data from a previous EHR system, including timelines, overlap periods, and go-live strategies?
Pricing & Hidden Costs
- 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
Additional Key Features to Consider
- 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?
Key Takeaways: Why a Strong RFP Matters
A comprehensive EHR RFP tailored to student health software needs ensures better vendor alignment, smoother implementations, and fewer surprises. Whether you’re replacing a legacy system or evaluating new options, asking the right questions helps your campus secure the best-fit college EHR system.