Your RFP

REQUEST FOR PROPOSAL
Healthcare information system for [Organisation name]

1. INTRODUCTION
[Organisation name] is a hospital seeking a healthcare information system.
The system will be used by approximately 50 users across 1 site.

2. TIMELINE
Proposal due: [date]
Target go-live: [date]
Questions to: [contact]

3. FUNCTIONAL REQUIREMENTS
For each item, state whether it is standard, configurable, custom or not supported.

Front office:
3.1 Patient registration and master patient index: Register patients, prevent duplicates and maintain a single patient identity across sites.
3.2 Appointments and scheduling: Manage provider schedules, bookings, reminders, waiting lists and no-show tracking.

Clinical:
3.3 Electronic medical records: Structured clinical documentation, problem lists, orders, results and templates by specialty.
3.4 Laboratory information system: Test ordering, sample tracking, result entry, validation and reporting.
3.5 Pharmacy and medication management: Prescribing, dispensing, stock control, expiry tracking and interaction checks.

Financial:
3.6 Billing and cash handling: Itemised billing, price lists, deposits, receipts and refunds.

Insight:
3.7 Dashboards and reporting: Operational, clinical and financial dashboards with exportable reports.

4. TECHNICAL AND COMPLIANCE REQUIREMENTS
4.1 Support HL7 v2 messaging and HL7 FHIR APIs for exchanging data with other systems.
4.2 Support ICD-10 and, where available, ICD-11 diagnosis coding.
4.3 Provide role-based access control and a tamper-evident audit trail of who viewed or changed each record.
4.4 Encrypt data in transit and at rest, and describe key management.
4.5 State backup frequency, recovery time and recovery point objectives, and uptime commitments.
4.6 Allow full export of our data in open formats and describe exit and data return terms.
4.7 Describe where data is hosted and how data residency requirements are met.

5. IMPLEMENTATION AND SUPPORT
5.1 Provide an implementation plan with milestones, roles and the responsibilities you expect from us.
5.2 Describe your data migration approach, including what you migrate and how it is validated.
5.3 Describe training for each user group and any train-the-trainer options.
5.4 State support hours, channels, response and resolution targets, and escalation paths.

6. COMMERCIAL RESPONSE
6.1 Provide a full price breakdown: licences or subscription, implementation, training, migration, support and any usage-based charges.
6.2 State the contract term, renewal terms and how price changes are handled.
6.3 Confirm what happens to our data if we end the contract.

7. VENDOR INFORMATION
7.1 Company background, ownership and years in operation.
7.2 At least three references from organisations similar to ours, with contact details.
7.3 Any relevant certifications and independent security assessments.

8. EVALUATION
Responses will be scored on clinical fit, financial fit, technical and security fit, usability, vendor strength and implementation approach. Shortlisted vendors will be asked to run scenario demonstrations using our workflows.

How to use this RFP well

Send the same document to every vendor and require answers in the same order, so responses compare cleanly.
Ask for named references from facilities of your size and type, and call them.
Insist on scenario demonstrations using your own workflows rather than a standard demo script.
Ask every vendor to state what is included in the price and what is extra, including data migration, training and support.
Score the answers with the EMR selection scorecard.

Frequently asked questions

Should I send the full RFP to every vendor?

Yes. A common document keeps answers comparable. If a section does not apply, delete it before sending rather than leaving vendors to guess.

How long should the response window be?

Two to four weeks is typical. Shorter windows favour vendors with ready-made answers, longer ones rarely improve quality.

Do I need a lawyer to review this?

This template covers requirements, not legal terms. Have your legal adviser review the contract, data processing terms and any local regulatory requirements before you sign.

Is my information stored anywhere?

No. The text is generated in your browser and nothing is sent to us.

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Hospital and clinic software RFP template

How to use this RFP well

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