Choosing an EMR system is one of the most important decisions you'll make for your clinic. Get it wrong, and you're locked into expensive contracts with limited features. Get it right, and you'll boost efficiency, save money, and provide better patient care.
This guide will walk you through the exact questions to ask, red flags to avoid, and a decision-making framework.
10 Critical Questions to Ask Every EMR Vendor
1 Who owns the patient data?
Why it matters: If the vendor "owns" your data, you can't easily switch platforms later. You're locked in.
What to ask: "Can I export my full database anytime? Is there an export fee?"
2 What happens if I stop paying?
Why it matters: SaaS platforms can lock you out instantly if payments lapse. Your business stops.
What to ask: "If I miss a payment, can I still access my data?"
3 Can I customize forms and workflows?
Why it matters: Every specialty has unique needs. Pediatricians need growth charts. Gynecologists need ANC tracking.
What to ask: "Can I add custom fields to patient forms? Is there an extra charge?"
4 What's the total 5-year cost?
Why it matters: Low monthly fees can hide long-term costs. Calculate setup + monthly × 60 months.
What to ask: "What's my all-in cost for 5 years, including setup, training, and monthly fees?"
5 Is this cloud-based or local?
Why it matters: Cloud requires stable internet. Local works offline but needs backup management.
What to ask: "Can I choose between cloud and local hosting? Can I switch later?"
6 What support do I get after setup?
Why it matters: Training and ongoing support determine whether your staff actually uses the system.
What to ask: "How many training sessions? Is phone/WhatsApp support included?"
7 Can it integrate with labs and pharmacies?
Why it matters: Manual entry of lab results wastes time and causes errors.
What to ask: "Can I auto-import lab results? Can I send prescriptions directly to a pharmacy?"
8 Is it DPDP Act / ABDM compliant?
Why it matters: Non-compliance can result in heavy fines (₹50 crore to ₹250 crore).
What to ask: "Does this meet Digital Personal Data Protection Act requirements? Is it ABDM-ready?"
9 How often do you update the software?
Why it matters: Outdated software = security vulnerabilities and missing features.
What to ask: "How frequently are updates released? Are they automatic or manual?"
10 Can I try it before committing?
Why it matters: You need to see if it actually fits your workflow before signing a contract.
What to ask: "Is there a free trial or demo with real data entry?"
Decision Matrix: Score Your Options
Rate each EMR system on these 6 factors (1-10 scale):
- Data Ownership: Can you export easily? Do you own the database?
- Total Cost (5 years): Lower is better
- Customization: Can it adapt to your specialty?
- Support Quality: Training + ongoing help
- Ease of Use: Will your staff actually use it?
- Compliance: DPDP Act, ABDM-ready
Multiply each score by its weight:
- Data Ownership × 2 (most important)
- Total Cost × 1.5
- Other factors × 1
The EMR with the highest weighted score wins.
Biggest Mistakes Clinics Make
1. Choosing Based on Lowest Monthly Price
A ₹500/month EMR sounds cheap. But over 5 years, that's ₹30,000. Add setup (₹10K), support (₹5K/year), and you're at ₹55K. Meanwhile, OpenEMR costs ₹40K total for 5 years.
2. Ignoring Training Time
If your receptionist can't figure out the system in a week, you'll abandon it and go back to paper. Ease of use > Features.
3. Not Testing with Real Workflows
The demo looks great. But can you actually create a prescription for a diabetic patient with 5 medicines in under 2 minutes? Test real scenarios.
4. Vendor Lock-In
If you can't export data easily, you're stuck. Always ask: "How do I leave if I want to?"
Why OpenEMR Scores High on This Framework
Using the criteria above:
- Data Ownership: 10/10 – You own everything, full database access
- Total Cost (5 years): 9/10 – ₹40K-70K vs ₹90K-3L for competitors
- Customization: 10/10 – Open-source = unlimited customization
- Support: 8/10 – 3 months free + ₹500/hr for extra customization
- Ease of Use: 7/10 – Learning curve exists, but training solves it
- Compliance: 10/10 – HIPAA/GDPR compliant, ABDM-ready
Weighted Score: 58/60 (97%)
Final Checklist Before You Sign
✅ I've tested the system with real patient data entry
✅ I know the exact total cost for 5 years
✅ I can export my data anytime with no fees
✅ My team has completed training and can use it independently
✅ The contract has no auto-renewal clause
✅ Support is included (phone/WhatsApp, not just email)
✅ It's DPDP Act and ABDM compliant
Need Help Evaluating Your Options?
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