Point-of-Care Vendor RFP: Questions That Separate Partners
An RFP question set for point-of-care and EHR media vendors: coverage, verification, content rules, pricing, reporting, measurement, privacy, and operations.
The short answer
A good point-of-care RFP asks every vendor to answer the same questions against the same target list: coverage of target HCPs or practices, how users and locations are verified, content and placement rules, pricing converted to cost per target reached, NPI-level reporting, outcome study design, privacy and data flows, and operational support. Scoring answers side by side separates vendors with real coverage from those with large but unfocused audiences.
Point-of-care vendors differ more than their pitch decks suggest. Coverage, verification, and measurement vary widely. A structured RFP makes those differences visible. Use this question set and score every vendor the same way.
Before sending the RFP
- Finalize the target list and tiers.
- Decide the objective: awareness, patient activation, coverage communication, or prescribing.
- Agree measurement expectations with your analytics team.
- Set up a secure way to share the target list for matching.
Section 1: Coverage
- Match our target list. How many HCPs or practices do you reach, by tier and specialty?
- For screens: how many target practices have your screens, and which rooms?
- For EHR and apps: how many target HCPs were active in the last 90 days?
- How has your coverage changed in the last year?
Section 2: Verification
- How are HCPs, practices, or locations verified?
- How often is your network or user base refreshed?
- Do you use third-party verification for delivery?
Section 3: Formats and content rules
- Which formats and placements are available?
- What content rules apply to each placement?
- What are your review timelines and creative specs?
Section 4: Pricing
- Price the plan against our list using your standard model.
- Convert your quote to cost per target HCP or practice reached at the stated frequency.
- What happens if delivery falls short?
See how point-of-care media is priced.
Section 5: Reporting
- What reporting do you provide, at what level (NPI, practice, aggregate)?
- Can you share delivery files with our measurement partner?
- How often is reporting updated?
Section 6: Measurement
- Describe your standard outcome study design, including control selection.
- Will you support a study designed by our measurement partner?
- Share an example study with methods, not just results.
Section 7: Privacy and data
- Provide a data flow diagram showing every party and what each holds.
- How is de-identification performed and certified?
- What minimum reporting thresholds apply?
See HIPAA-safe reporting.
Section 8: Operations
- Who is our day-to-day contact, and what is the escalation path?
- How quickly can you launch, pause, or swap creative?
Scoring
| Area | Suggested weight |
|---|---|
| Coverage of target list | 30% |
| Measurement and reporting | 25% |
| Verification and privacy | 20% |
| Price per target reached | 15% |
| Formats and operations | 10% |
Adjust weights to your objective. The RFP scorecard explains how to set weights and failure gates.
Common mistakes
- Letting vendors quote against their own audience definitions.
- Weighting price above coverage.
- Accepting example studies without methods.
- Skipping the data flow question.
Practical takeaway
Make the target-list match and the cost-per-target-reached conversion mandatory. Any vendor that will not provide both should not reach the final round.
Frequently asked questions
What should a point-of-care RFP include?
The brand objective, target list, timing, budget range, required reporting, measurement expectations, privacy requirements, and a common question set every vendor answers.
Should vendors match the target list in the RFP?
Yes. A list match is the most important input because it shows real coverage. Use a secure process and limit what is shared.
How many vendors should be in a point-of-care RFP?
Usually three to five. Enough to compare, few enough to evaluate properly.
Sources
- HHS, Guidance Regarding Methods for De-identification of PHI
- Media Rating Council, Standards and Guidelines
External guidance and platform documentation change. Links were current at publication; check them again before relying on them for a decision.
Editorial note. Analysis and frameworks are the author's own and do not represent Acxiom or any current or former employer, client, or named platform. Examples labeled hypothetical or illustrative are not results from real campaigns. Nothing here is legal, regulatory, or medical advice.
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