Four questions to ask before signing any practice software contract

Most practice software is sold on the demo. The problems show up in the contract — usually at renewal, or on the day you try to leave.

Whether it's a new scheduling tool, an AI scribe, or a phone system, the same four questions are worth asking before anyone signs. You don't need to be technical to ask them. You do need the answers in writing.

01How do we get our data out?

Ask what format your data comes out in, how long an export takes, and whether there's a fee. "You can request an export" is not an answer. A vendor that makes leaving expensive is counting on you not leaving.

02What happens at renewal?

Look for the auto-renewal clause and the notice window — often 60 or 90 days before the term ends. Then ask whether there's a cap on price increases at renewal. Contracts that auto-renew because nobody had time to review them are one of the quietest costs in a practice.

03Will you sign a business associate agreement — and who else touches our data?

If the product will store or process patient information, you need a business associate agreement (BAA) in place before it's switched on. Also ask which other companies the vendor uses to host or process your data. You're trusting all of them, not just the one you're signing with.

04What does support actually look like?

Ask for response times in writing, the hours support is available, and whether you'll reach a person who knows your setup. "24/7 support" can mean a ticket form. When something breaks on a Monday morning with a full schedule, the difference matters.

This is practical guidance, not legal advice. For contract terms with significant cost or risk, have your attorney review the agreement.