Enterprise EHR RFP Template and Weighted Scoring Model

RFP Structure for Large Provider Groups

Use six sections in your enterprise packet:

1. Organization scope and site profile
2. Current-state architecture and integration inventory
3. Future-state operating model and governance expectations
4. Detailed functional and workflow requirements
5. Commercial terms, SLAs, and data-exit protections
6. Implementation approach, staffing, and timeline assumptions

Weighted Scoring Model

Default weighting model for enterprise buyers:

• Governance and operating-model fit: 20%
• Interoperability evidence (FHIR/TEFCA/API performance): 20%
• RCM and financial outcomes: 20%
• Security, resilience, and compliance readiness: 15%
• Total cost of ownership and commercial terms: 15%
• Implementation execution quality: 10%

Evidence Requirements

Require proof, not claims. Ask each vendor for customer references with similar scale, actual API performance logs, implementation staffing plans, and redlined contract language for uptime, escalators, and data export rights.

Red Flags During Evaluation

• Roadmap promises without production customer evidence
• Opaque interface pricing and unclear change-order policy
• No explicit commitment to export testing cadence
• Implementation plan that assumes fixed workflows without redesign effort

Scoring Governance

Keep scoring transparent and role-based. Clinical, operations, IT, security, and RCM leaders should score independently before consensus sessions. Capture rationale for every score change to protect decision integrity.

Frequently Asked Questions

How many EHR vendors should an enterprise RFP include?

Usually 3 to 5 finalists after initial screening.

What should be weighted highest in enterprise EHR scoring?

Governance fit, interoperability proof, and financial workflow impact.

Should price be the top scoring category?

No. Price should be evaluated in context of total cost and operating outcomes.