One of the most overlooked yet critical components of a successful Epic revenue cycle implementation is the thoughtful evaluation of current third-party vendors and tools. As your organization transitions to Epic, failing to assess which systems should be retired, retained, or integrated can lead to duplicate functionality, poor data flow, and wasted spend.
A structured, early-stage vendor and tool assessment helps ensure your Epic deployment is clean, cost-effective, and aligned with your future-state operating model. It provides an opportunity to evaluate current capabilities and identify areas for enhancement or modernization. Key considerations should include system integration, vendor support, user training, and data security; each critical to optimizing performance and long-term success.
Start with a Comprehensive Inventory
Beginning with a comprehensive inventory is a foundational step in preparing an effective assessment. It allows you to clearly define the current state, supports informed decision-making, and accelerates implementation planning. As a strategic enabler, a comprehensive inventory ensures the assessment is grounded in the practical realities of your organization’s existing environment.
Inventory involves documenting all existing revenue cycle functions, technologies, and vendor contracts, including:
- Claim scrubbers and clearinghouses
- Banking systems and lockbox services
- 835 remittance processors
- Eligibility and benefits verification tools
- Statement vendors and self-pay platforms
- Denial management and workflow tools
- Contract management and underpayment platforms
- Regional regulations and compliance standards
Evaluate for Redundancy, Risk, and ROI
Evaluating vendor and tool utilization for redundancy, risk, and ROI ensures your organization is making informed, cost-effective, and secure technology decisions. This process not only minimizes waste and exposure but also positions your team to invest in tools that deliver measurable value and align with long-term strategic objectives.
Assess each tool against Epic’s native functionality:
- Does Epic replace this tool entirely (e.g., internal vs. third-party scrubber)?
- Can it be integrated if it offers value beyond Epic’s core?
- How will tools impact the user experience and workflow (e.g., manual intervention or operating across disparate systems)?
- What are the costs and contract terms for maintaining the tool post go-live?
- Are safeguards in place to ensure data security?
This is a chance to eliminate legacy systems that slow performance or create manual workarounds. As referenced in Kicking the Tires on Vendor Management: The Basic Questions to Ask, vendors are an integral part of an effectual revenue cycle; evaluating functionality is critical to success.
Focus Areas: Scrubbers, Banking, and 835 Tools
There is a strong emphasis on financial performance, regulatory compliance, and operational efficiency through an electronic health record implementation. These functions serve as essential pillars of a well-optimized healthcare revenue cycle.
- Claim Scrubbers: Epic’s native editing engine can replace many external scrubbers. Retain third-party tools only if they offer unique payer-specific edits or rules not easily replicated in Epic.
- Banking Systems: Evaluate lockbox workflows and how remits and deposits will flow into Epic. Coordinate with your treasury team and Epic PB and HB teams to ensure full visibility.
- 835 Processors: Epic handles remittance posting natively, but some vendors provide enhanced denial mapping, appeal automation, or reconciliation reporting. Keep what adds real value, not what overlaps.
Align with Contract Sunset Dates and Go-Live Milestones
Strategically aligning contract sunset dates with go-live milestones is a vital component of Epic implementation planning. It safeguards operational continuity, controls costs, and reduces risk, ensuring the organization is positioned for a successful and sustainable transition.
- Coordinate vendor terminations and transitions with your Epic go-live plan
- Avoid overlapping systems that cause confusion
- Start contract negotiations early to avoid costly auto-renewals or unexpected exit fees
Outcome: A Lean, Aligned, and Fully Integrated RCM Tech Stack
A proactive vendor and tool assessment lays the foundation for a successful EHR implementation. It not only ensures the chosen solution(s) is technically sound but also results in:
- Fewer moving parts and reduced complexity
- Lower IT and operational overhead
- Cleaner workflows and better data integrity
- Tools that truly enhance your Epic environment, not duplicate it
- Alignment to long-term organizational goals
Do not wait until you are in the build phase; the best time to start is now.
Need support with revenue cycle vendor assessment or Epic integration strategy? Pinnacle Healthcare Advisors can guide you through technology mapping, vendor rationalization, and execution.
