Printable hospital template
Hospital software subscription renewal review
Review the work your hospital uses, unresolved support issues and the written renewal terms before deciding whether to renew or change a subscription.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-software-renewal-review
For the practice owner reviewing a software renewal.
A renewal notice arrives, and the easiest response is to approve the same amount again. First ask the staff which parts of the system they use and which work still sits outside it. The answer may change what the hospital needs from the next agreement.
Use the current contract and actual local observations. A renewal review should not turn a complaint heard once into a claim about the whole team.
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: ______________
| Review area | Current evidence | Renewal question | Owner / action | Decision |
|---|---|---|---|---|
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry |
Keep completed copies with the staff authorised to use them.
How to use it
Look at use and unresolved work
Ask staff responsible for registration, billing and the clinical record to identify the tasks they perform in the system. Record specific gaps and existing support-ticket references. Distinguish a training need from a missing capability or a fault under investigation. Avoid copying patient examples into a document circulated for a buying decision.
Read the next agreement
Compare the renewal period, included users or facilities, payment timing and support scope with the current arrangement. Ask for any change in writing, including whether a discount ends or an optional service becomes chargeable. Record the notice and cancellation provisions as written; seek appropriate advice about terms the owner cannot interpret confidently.
Make an accountable decision
Record renew, negotiate or investigate another arrangement, with the owner's reason and outstanding conditions. Consider the time and cost of staff training and record continuity if a change is proposed. Do not cancel access before the responsible team has an agreed plan for retaining and reaching necessary records. Assign the next action before the response deadline in the actual agreement.
What each field means
- Local evidence
- Use a dated staff observation, issue reference or agreed requirement. Keep measured usage distinct from an impression about how much the system is used.
- Renewal terms
- Record the document version and the exact period and inclusions being considered. A remembered price from the first sales call may describe a different package.
- Decision and conditions
- Name the owner approving the next step and any conditions that must be resolved first. An intention to negotiate should not be recorded as a signed renewal.
Completed fictional example
The fictional review contains no vendor performance finding or market price.
| Review area | Current evidence | Renewal question | Owner / action | Decision |
|---|---|---|---|---|
| Support | Ticket SUP-22 remains open | Written resolution plan requested | Hospital lead | Awaiting response |
| Subscription | Agreement A-04 | Confirm next term inclusions | Owner | Review written quote |
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.