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Care Management Software RFP Template

A ready-to-use requirements template for evaluating care management software vendors. Copy the questions below into your own document, or print this page directly.

9 sections · 31 questions · No account or email required

Organization & Product Overview Product Requirements Security Implementation Support Reporting Billing Interoperability Pricing

1. Organization & Product Overview

  1. Describe your company, how long you've offered care management software, and which programs (CCM, RPM, RTM, APCM, PCM) you support.
  2. Is your platform software-only, fully-managed, or a hybrid model?
  3. How many active practices currently use your platform (if you're willing to share)?

2. Product Requirements

  1. Which specific CPT/HCPCS codes does your platform support tracking for?
  2. How does the platform support a comprehensive, electronically-maintained care plan?
  3. How does the platform support remote monitoring data collection and clinical review, if applicable?
  4. Can the platform support multiple programs for the same patient simultaneously?

3. Security

  1. Describe your approach to access control, encryption, and data protection.
  2. Where is data hosted, and what is your backup and disaster-recovery approach?
  3. Do you maintain audit logs of who accessed or modified a record?
  4. Have you had a third-party security assessment? If so, can you share a summary?

4. Implementation

  1. What is a realistic implementation timeline for a practice our size?
  2. What data migration support do you provide?
  3. Is a pilot program available before full rollout?
  4. Who is our point of contact during implementation?

5. Support

  1. What support channels are available (phone, email, chat) and what are typical response times?
  2. Is support included in the base price, or is it a paid add-on?
  3. What training is provided for new staff after go-live?

6. Reporting

  1. What reports are available out of the box (enrollment, activity, time/tier tracking)?
  2. Can reports be exported or scheduled?
  3. Can we see a sample report relevant to our practice?

7. Billing

  1. How does the platform flag patients ready to bill for each program's codes?
  2. Can billing-relevant data be exported to our RCM process or billing system?
  3. Does the platform help prevent common billing errors (e.g., double-billing complex and non-complex CCM)?

8. Interoperability

  1. Which EHR systems do you integrate with, and what does that integration actually do (read-only, bidirectional)?
  2. What happens if we don't have (or don't want) a deep EHR integration?
  3. Do you support standard healthcare data formats (e.g., HL7, FHIR)?

9. Pricing

  1. What is your pricing model (per-patient, per-provider, per-location, percentage of revenue)?
  2. Is there a setup or implementation fee, and what does it include?
  3. Is there a minimum patient-volume commitment?
  4. What is the contract length, and what does cancellation involve?

Prefer a Shorter Format?

If a full RFP process is more than you need, our free checklist covers the same ground in a quicker, scorecard-style format.

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