Start an EHR Vendor Selection and Contract Negotiation Advisory

1. 1

   Make neutrality the brand

   Your entire value is that no vendor pays you: no reseller margins, no referral fees, no implementation work for the winning vendor (that conflict quietly corrupts most 'free' selection help). Put the independence policy in writing and lead every pitch with it; buyers have been burned by advisors who were channel partners in disguise.

2. 2

   Build the selection methodology

   A documented process: requirements gathering across clinical, billing, and reporting workflows; a weighted scoring matrix; scripted demos where vendors follow your patient scenarios instead of their polished happy path; total-cost-of-ownership modeling over seven years (licenses, implementation, interfaces, training, and the escalators); and structured reference calls with practices the vendor did not hand-pick, including one that left.

3. 3

   Master the contract terms that bite later

   The negotiation half of the engagement (the report lists it as its own specialist niche, and it folds naturally here) targets the clauses buyers never read: data ownership and exit provisions (export formats, assistance obligations, and fees when the client eventually leaves), maintenance fee caps, implementation milestone payments tied to acceptance, service level remedies with teeth, module pricing locked for future growth, and liability terms. Partner with a health IT attorney for legal review; you drive the business terms.

4. 4

   Price against the stakes

   Fixed-fee selection engagements commonly run $10,000 to $50,000 by organization size, with contract negotiation as a second fixed fee or a modest percentage of documented first-term savings. A single negotiated maintenance escalator or waived data-exit fee routinely pays your bill several times over; keep a savings ledger per client because it is your best marketing exhibit.

5. 5

   Serve the moments that create buyers

   Practices leaving a sunsetted product, groups fresh off an acquisition standardizing systems, new practice launches, and organizations whose current contract renews in 12 to 18 months (the window when negotiating leverage exists). Content answering 'how to choose an EHR' searches, talks at specialty society meetings, and referrals from the implementation and archival firms in this library (who benefit from a well-run selection) fill the pipeline.

6. 6

   Extend into renewal advocacy

   The recurring version of the business: representing existing clients at every renewal, benchmarking their pricing against market data you accumulate across engagements, and running periodic vendor performance scorecards. A stable of renewal-retainer clients turns a project practice into an annuity, and your cross-client pricing knowledge compounds into an advantage no single practice can match.

Do not take our word for the money. Put your own numbers in and see what this idea has to earn before it works. Free, instant, no account needed.

Best for: EHR-experienced consultants and practice administrators who love diligence and negotiation

Not for: Anyone who wants to also take vendor referral fees or implementation work, since that corrupts the independence buyers pay for. It is also not for people who dislike diligence and negotiation, because those are the whole job.