Transcription
Vendor Evaluation MatrixBefore evaluating vendors: Categorize each function or usability characteristic as a H (high priority), M(medium priority) and L (low priority). Think of additional functions or characteristics not covered by this tooland use the blank rows at the end of the worksheet to list these.For each vendor: During demonstrations and interviews, make sure you get answers to high priorityquestions. Score each vendor on a scale from 1 (poor) to 5 (excellent) on each of your prioritized items. If anumeric result is useful to you, total up your ratings for each vendor for the high priority functions and lowerpriority functions to help make your comparisons.Vendor name:Demonstration date:Sales contact name/e-mail:IssueCharting the visitMethod of data entry/documentation –Forms, dropdown lists, templates, hybridAre there “off-the-shelf” templates availablefor the conditions/ diseases that my clinictreats?Can templates be customized for the clinicand/or provider? Is it easy to customizethem?When it is necessary to insert free text intothe note/ template, is this easy to do?(If interested in voice recognition)Describe how your voice activated systemworks. How easy or difficult is thetransition?Is it easy to move through the process ofcreating a note, and flexible if I need to goback to something, or document items inan atypical order?Does the system alert me about unfinishedportions of the clinical documentation andcan I bypass it if necessary?PriorityComments
Does system support your clinic‟s desiredmethod of collecting history data frompatient? Possibilities include direct patiententry at kiosk, extracting data from“scannable” forms, interviewing patient.Is error checking on vital signs supported?Can I make subsequent edits andaddendums to clinical documentation?Does the system allow me to automatereferral letters, patient summaries, andother communication via e-mail, electronicfaxing, etc.?Does the system recommend a level ofcare code? Does it explain its rationale?Customization of screen layout (ie. For MAvs. MD, MD vs. MD)?PrescriptionsPriority CommentsCan I complete a prescription within a fewclicks?Can I look up medication information and isthis information useful and up to date?How extensive (and how sensitive) is thesystem‟s interactions checking capability,e.g., drug-drug, drug-allergy, drug-food?Can I refill a medication within a fewclicks? Can previous sigs. be viewed fromthe refill screen?Can the system handle multiple drugformularies (insurance)?What is the process for eprescribing to apharmacy?Lab and results managementPriority CommentsCan I complete a lab order within a fewclicks?Lab Interfaces – Yes or NoQuestLabcorpOtherCan I pull up and review lab results withina few clicks?Does the system notify me of abnormal labresults?Can the system show me trending ofresults over time?2
Can I create and/or customize “off-theshelf” order sets?Are results received in a convenient way inthe system and made visible until follow-upaction is taken?Decision supportPriority CommentsDoes the system alert me when patientdata indicates intervention isrecommended, such as healthmaintenance, disease-specific tests, etc.Can I access medical literature, clinicalguidelines, etc.?Is there evidence-based support for Rxwriting, and lab ordering?How disruptive are alerts, are theycustomizable and can they be overridden?Patient supportPriority CommentsAre patient education materials availableand are they useful?What is the available patient portalfunctionality? (i.e. appointment scheduling,messaging, etc.)Is a personal health record available or canthe system export to a patient healthrecord?Care managementPriority CommentsAssuming good data entry for all patients,can I query the system and identifypatients that have a particular condition,are on a certain medication, etc.?Does the system track patients for followup and send out reminders?Can I create ad-hoc reports or am I limitedto ones provided off-the-shelf? Can Icustomize these reports?Are the following queries possible?Identify all patients with diabetes whohave not been seen in over a year.Notify all patients on particularmedication, e.g., Vioxx.Find patients with a particular lab result,e.g., patients with LDL-C 130 mg/dL.3
Questions with multiple searchparameters, e.g., patients with diabeteswho within the past year have had aHbA1C 9.0%.What is the average HbA1C value for aparticular provider‟s patients?Task management, etc.Priority CommentsCan I access and manage various tasks,e.g., sign progress notes, review labs, etc.within a few clicks?Can I task or message someone else inthe practice and do it with a few clicks?Does system alert me of overdue tasksand urgent lab results?Can I manage tasks and messages from acomputer other than my own?Company stability and reputationPriority CommentsHow long has your company been inbusiness?How many employees do you have? Ofthose employees, how many are dedicatedto research of new products, sales, andongoing support?How long has the EHR product beenoffered? Was it bought from anothercompany? Was the practice managementsystem bought from another company?How many sales people and trainers areassigned to this region?What is your total customer base? What isyour total customer base in Utah? Ofthose, how many are new within the lastyear?Does the company hold regular usermeetings?Can you provide references to otherpractices similar to ours in the area? Orcan you facilitate virtual meetings withanother provider (if outside our area)?Ability to meet implementationrequirementsPriority CommentsIntegrated PMS/EHR or interface? Ifinterface, which PM systems?What options do you provide for mobileand/or virtual access to the system? Whatlevel of functionality does this provide?4
Do you offer a sandbox or other means to„test drive‟ your system during ourevaluation and selection process?Can I speak with a provider oradministrator of a clinic presently usingthese interfaces?Will your company assume all aspects ofimplementation (i.e., hardware andsoftware)?What is your standard training method? Isthis training included in the overall cost?Are you willing to be flexible with yourtraining methods (e.g., individual versusgroup training based on our needs)?Describe the process of transition to EHR.What are some of the difficulties? Whatcan I expect?At what point in the process does thesalesperson transition to implementationspecialist?How often will a support person(s) beavailable once the system goes “live,” incase of any system difficulties?What is your current implementationtimeline – time from contract to go-live?Ability to meet ongoing support needsPriority CommentsWhat is the frequency and depth ofupgrades?What is your process for enhancementrequests?What happens if the system fails?How do I reach you, and how accessible isyour decision support?Pricing and flexibilityPriority CommentsCan you offer an Application ServiceProvider (ASP) option, purchase option, ormonthly subscription option?Is your software sold modularly or does itneed to be purchased as a completepackage?Which features/functions, modules are notstandard and would be additional costs?Can you add modules as the need grows?How are the licenses issued? Concurrentuser versus per practitioner?5
What is the cost per practitioner (orconcurrent user) for entire package?What does the price s/further training/maintenanceTravel for your employeesHow much will on-going maintenance andupgrades cost?OtherPriority CommentsWhat technology infrastructure changeswill I need to make for your system?Are you able to connect me to the UtahClinical Health Information Exchange(cHIE)? What is the timeline for thisconnection?6
Scoring: Now, review your comments and rank each category from 1 to 5, five being the best and one beingthe worst. Tally your score for this vendor and repeat the exercise for your top three to five vendors.CategoryRankCommentsCharting the VisitPrescriptionsLab and Results ManagementDecision SupportPatient SupportCare ManagementTask Management, etc.Company stability and reputationAbility to meet implementationrequirementsAbility to meet support needsPricing and flexibilityOtherTOTAL SCOREThis material was prepared by HealthInsight as part of our work as the Regional Extension Center for Nevada and Utah,under grant #90RC0033/01 from the Office of the National Coordinator, Department of Health and Human Services.7
questions. Score each vendor on a scale from 1 (poor) to 5 (excellent) on each of your prioritized items. If a numeric result is useful to you, total up your ratings for each vendor for the high priority functions and lower priority functions
