Delev & Associates, LLC

How do I draw up an IT vendor contract for my medical office?

If you are setting up a medical office in Hamilton County, you are probably aware that you need an information technology system to store and manage your records. When you find a company to provide this service, you will need to draw up an IT vendor contract, but do you know what it should consist of?

The U.S. Department of Health and Human Services states that there are several items that should be in your contract with the IT vendor. One of these items concerns the need for changes to the system as time goes on. This should not be surprising, since the government is constantly making adjustments and adding new regulations concerning electronic patient records and billing processes. Therefore, the contract should contain language that will leave the vendor responsible for making such changes, should they occur.

Technology, much like medical equipment, needs to be updated and maintained on a regular basis. As such, your vendor contract should clarify that the vendor will be responsible for performing any service if the system crashes, conducting regular maintenance on the system and providing regular updates to keep the programs running smoothly.

Training of staff is vital to preventing entry errors or regulation violations. If the vendor will be providing this service, it is important that you get it into the contract. You should also consider the fact that you may need additional training later on if the system changes or training for new staff. Payment is another component that should be clearly defined to avoid a potential contract dispute for your medical office. This should include terms of how you will pay the vendor, the amount that will be paid for services and when payment is due. This information is for educational purposes only; it is not intended to be used as legal advice.

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