Request the complete price architecture
Ask for one written schedule covering implementation, configuration, migration, interfaces, training, travel, support and recurring charges. Clarify whether pricing is per provider, user, location, patient, transaction, minute, claim, storage unit or usage tier.
Expose costs outside the headline fee
- Data cleanup, conversion and failed migration retries.
- Interface development, testing, monitoring and upgrades.
- Premium support, after-hours help and training refreshers.
- SMS, phone, AI inference, transcription, storage, fax, payment and third-party charges.
Read renewal and change clauses
Confirm the minimum term, automatic renewal window, annual increase, currency, taxes, usage true-ups and the vendor’s right to change scope. Ask what happens when a feature is retired or moved to another package.
Protect exit rights
Specify export format, attachments, audit history, timelines, cost, transition help, deletion confirmation and access after termination. Compare full three-year cost including clinic labour, downtime, hardware, governance and change support.
