Printable hospital template
Hospital software demonstration observation sheet
Record what a supplier actually shows for your hospital scenarios, what remains unconfirmed and which unanswered question affects the buying decision.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-software-demo-observation-scorecard
For the staff attending a hospital software demonstration.
An impressive tour can end without showing what happens when a patient pays half a bill. Take a few hospital scenarios into the meeting and record the observed result while it is still fresh.
This sheet deliberately leaves out numerical vendor rankings. A score of eight tells the owner less than a note saying the second staff member could explain the remaining balance without help.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Scenario | Expected outcome | Observation | Evidence / condition | Follow-up owner |
|---|---|---|---|---|
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry |
Keep completed copies with the staff authorised to use them.
How to use it
Agree the scenario before the meeting
Choose a task your hospital needs and describe the expected outcome in the reader's words. Use fictional patients and amounts. Ask the staff who do the task to identify an exception worth testing, such as a returning person without their folder card. Decide which scenario is necessary for purchase and which is a preference.
Record observation separately from an answer
During the demonstration, note what was shown, who performed it and any assistance required. Use shown, partly shown, discussed only or not demonstrated as observation labels. A spoken assurance can be useful, but record it as an answer awaiting evidence rather than ticking the task as observed. Keep unrelated features out of the row.
Resolve the purchase questions
After the meeting, identify the unanswered points that change the decision. Send the agreed questions through the hospital's authorised buying contact and ask for dated responses. Do not convert an incomplete demonstration into a claim that the product cannot perform the task. Ask for the missing exercise or a documented boundary, then record the owner's decision.
What each field means
- Expected outcome
- Describe the result the staff member must recognise. A feature name alone is too broad to show whether the working task was completed.
- Observed evidence
- Record the actual exercise or document reference and any important condition, such as the connection being available throughout.
- Decision question
- Name the unresolved point and the colleague responsible for getting an answer. Keep the evidence after the meeting so the final choice does not depend on memory.
Completed fictional example
This fictional observation is not a review of any supplier. It illustrates how to leave a question open without inventing a score.
| Scenario | Expected outcome | Observation | Evidence / condition | Follow-up owner |
|---|---|---|---|---|
| Fictional part payment | Next shift explains balance | Partly shown | Payment entered; handover not exercised | Billing lead to request follow-up |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Workflow Assessment for Health IT Toolkit (Agency for Healthcare Research and Quality). Read 9 September 2026.