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Contract Management Software for Healthcare: Architecture, Features, Pricing & Benefits

Quick summary: There is no doubt that a healthcare entity needs to invest the same energy in managing vendors as it is investing in its patient and provider management.

And the most difficult part associated with that is – contract management!

What makes contract management in healthcare more difficult is the fact that a single healthcare setting has multiple vendors and each contract linked to those vendors is very time-sensitive.

So, repetitive tedious work and lots of documentation can’t be ruled out.

This is when contract management software for healthcare comes to the rescue.

It is a powerful tool that provides a reliable and efficient way to manage contracts, saving valuable time and resources.

But there is a problem with healthcare contract management software!

Its cost!

Yes, let us explain.

When you plan to acquire contract management software for healthcare, you majorly think of or are told to have just two options.

  • Number 1: Custom development
  • Number 2: SaaS platform

Both of these options do not deliver you value.

Here is how.

Drawback of custom solution:

No doubt, the custom approach gives you a powerful, scalable and flexible solution.

But, the development of healthcare contract management software easily costs $100,000+, even if you hire the most affordable tech company.

And let’s face it – it is not convenient for everyone to spend this much money on a piece of technology.

Drawback of SaaS:

If you choose SaaS, you of course need to pay less.


  • You are liable for paying monthly fees for as long as you want to use the software.
  • You own nothing.
  • You have zero control over something you manage your vendors with.
  • You stop paying now and from the next moment, you can’t operate the software!

So, understand the irony.

You have multiple vendors to manage. You know you can’t do it without a technology solution.

But you can’t build your own software as it costs you very high.

And you can’t choose a SaaS platform, as it lacks value and long-term affordability.

(That’s why the bad thing about healthcare contract management software is – its cost!)

However, we have worked relentlessly in the last 2 years to end the havoc caused by the cost!

We have an ideal solution to contract management software for healthcare that is as good as a custom one but costs 70% to 80% less than it!

Why should you get excited about contract management software for healthcare?

It’s been 8+ years since we have been proactive in the healthcare industry as an IT company.

Every year, we do something epic in an attempt to solve a big problem with healthcare tech knowledge and the team we have.

This year, we chose a healthcare vendor and contract management.

We’ve built a powerful solution to end the bad thing (price) forever. Here is how.

We have a ready-to-use solution.

But what is so special about it is that – you have full freedom for customization.

In other words – if you have unique (features, branding, workflow, and compliance) requirements, you can customize the software accordingly.

This way, you’ll get the healthcare contract management software as powerful as custom but at 70% to 80% less than it.

Things that make our solution the best contract management software for healthcare

There are numerous healthcare contract management software solutions on the market today.

However, we are confident that the solution we offer boasts unparalleled functionality that sets it apart from all others.

The following are some of the important functionalities of our solution.

  • It is a healthcare-specific platform – built by a healthcare IT team.
  • It is HIPAA-compliant with advanced security features.
  • It costs 70% to 80% less than the custom platform.
  • It has no-code capabilities. So, no fixed software boundaries.
  • We customize it as per your needs and branding.
  • It has multi-user architecture.

The multi-layer architecture of contract management software for healthcare

Yes, from the first day, the purpose for us was not to build merely software, but a lethal ecosystem.

And we achieved it with a multi-layer architecture.

In which – there is a separate web portal for your internal and external team.

This enables you and your team members to perform and streamline all contract management-related workflows with ease.

The following is a demonstration of what we mean by multi-layer architecture of our solution.

Architecture of healthcare contract management software

And the best part is, all of these are interconnected, making it not software, but an ecosystem.

Top features of healthcare contract management software

Please note: Due to several features available, we have listed here some of the most unique ones.

If you are interested in all the features, you can ask for its free demo by filling up the contact form.

We will get back to you within hours only!

1. Add vendor/create vendor profile

You can manage the contracts of each vendor under each vendor’s profile.

For that, you first need to add a vendor or create a vendor profile by adding the basic information about that vendor.

You can also select the type of vendor.

Add new vendors in contract management software for healthcare

2. Explore all vendors and their profiles

It is very easy to explore all the vendors and their profiles you have created.

You can also search them manually by typing just one or two first characters of their name.

The best thing about contract management software for healthcare is – the parallel browsing feature!

This enables you to explore multiple vendor profiles at the same time.

Manage all the vendors in contract management software

Parallel browsing of our healthcare contract management software

3. Contract document management

Using this feature, you can add a contract or any other document of the vendor under that particular vendor’s profile.

To do so, all you need to do is, select the vendor from the list, click on ‘Document Manager’, click on ‘Add New’, and then you can upload the document.

Contract document management in software

4. Contract expiry setup

As we discussed, healthcare contracts are time-sensitive. So, we have added a very useful feature.

You can set up the expiry date of each contract and also set up the notification you would like to receive after or before a certain date of the contract expiry.

So that, you don’t have to check the expiry date of each contract manually.

Not only this, but you can also select to whom you would like to send that expiry notification automatically.

Set up contract expiry

5. Contract history tracker

With just a single click, you can know all the operations executed by the name of the person with a particular contract document.

This feature of contract management software for healthcare helps you a lot in critical situations.

Check your contract history from single place

6. Communication and collaboration

It might be possible that multiple team members are engaged in contract management.

So to make sure all of them are on the same page, we have added the chat feature where they can communicate and collaborate.

When anyone comments, all other associated team members receive an email notification.

And the best part is that they can reply from the email itself, which is automatically reflected here.

Communication and collaboration with vendors

7. User management

As discussed, multiple team members might be engaged in contract management software for healthcare.

So, you need to give and manage access to the software to all of them.

With the user management feature, you can easily invite them to use the healthcare contract management software.

User management in software

All you need to do is, select the team member from the list of all added team members.

In case you might be wondering – ‘then how to add a team member to the software?’

Well, it is easy.

From the User Management feature, you can add your team member to the database of the software.

Add new user to contract management software for healthcare

Please note: This is one more User Management feature below that. But it deals with managing your vendors’ users with whom you have shared access to the software.

The same with our next feature – permission management.

One module for managing permissions given to your internal team and another module to manage permissions given to your vendors’ users.

8. Advanced permission management

It is very obvious that you don’t want to give full permission for the software to all of your team members.

This is when the permission management feature comes into the picture.

You can literally select each feature and decide whether to give permission for that particular feature to your team member or not.

Add software usage permission level

However, following the same practice for each user is very tedious as you need to select and deselect each feature while setting up the permission for him/her.

So, we came up with a solution.

All you need to do is, select and deselect features and give that ‘group’ a ‘permission name’.

Add permission name

So, next time, when you want to set up permission for a user, you just need to select the ‘permission name’ from the list and automatically all the set permissions under that permission group will be given to that user.

Also, you can anytime change the permissions given to a particular team member.

Manage all the contract management software permission

9. Notification management

This is one of the best features of contract management software for healthcare.

Here – you can set SMS and email notifications with your own content.

You can set it for several events that work as triggers.

These can be any activity performed by your internal and external team members.

For example, you can set a trigger for ‘new document uploaded by the vendor’ and customize notifications for SMS and email.

Edit notification management

And from the dashboard, you can view and manage all of those triggers and notifications.

Besides, you can also view when the last time it was updated.

Notification management

10. Checklist

You can create a custom checklist for your daily, weekly, monthly and yearly checks for contract management.

For that – you just need to follow 6 simple steps as shown in the below image.

Checklist maker

And from the dashboard, you can view and check the status of all the checklists you and your team created.

Checklist management

📌 You must also explore our: HIPAA compliant task management software

The importance of contract management software for healthcare

Let’s understand it with a typical scenario at a hospital for contract management without tech.

We repeat – this is a typical and very common scenario in every hospital – and other healthcare settings too.

A hospital has multiple vendors. Such as,

  • Networking service providers
  • Cloud/storage service providers
  • Software service providers
  • Clinical service providers (providers, labs, pharmacies, etc.)
  • Medical equipment suppliers
  • Office equipment suppliers
  • Billing service providers
  • Patient transfer service providers

With each of these vendors, a hospital might have one or more than one contract to manage.

Not only this, but these contracts are very time-sensitive.

Meaning, the hospital needs to repeatedly make sure all the contracts are up-to-date.

If not, the hospital needs to reverify, reapprove and renew all the contracts.

As if this is not enough, the healthcare contract management lifecycle itself is very complex.

Before having a finalized contract, it needs to go through several stages such as –

  • Initial request
  • Agreement review
  • Corrections
  • Approvals
  • Final document storage

So, imagine a hospital having 20 vendors and 100 contracts.

How difficult it would become for it to manage and keep all the contracts up-to-date all the time.

But you can avoid all this chaos just by using healthcare contract management software.

The benefits of having contract management software for healthcare

It can provide numerous benefits to healthcare organizations, including:

1. Centralized contract management:

It allows healthcare organizations to store all their important contracts in a centralized location, making it easier to access, manage, and track.

2. Improved compliance:

As we know that healthcare organizations need to comply with numerous regulations and standards.

Healthcare contract management software helps organizations ensure compliance by tracking important dates, deadlines, and needs related to each contract.

3. Increased efficiency:

It also automates many manual tasks, reducing the time and resources required to manage contracts.

This improves operational efficiency and allows organizations to focus on other important key areas.

4. Better communication:

Contract management software for healthcare can provide a solution for better and more efficient communication between healthcare settings and their suppliers, vendors, or partners.

5. Cost savings:

Using the software, healthcare organizations can save money.

Because it helps to reduce the risk of contract-related financial penalties, prevent overpayments, and identify cost-saving opportunities.

6. Enhanced security:

It provides secure storage of contracts, which helps to protect sensitive information, ensure confidentiality, and reduce the risk of data breaches.

7. Improved decision-making:

Healthcare contract management software provides real-time visibility into contract data, allowing organizations to make informed decisions and identify areas for improvement.

The pricing structure of our solution to contract management software for healthcare

Unlike SaaS products, here, you are not going to be stuck in the loop of monthly or yearly subscriptions.

You just have to pay a one-time licensing fee.

There are no plans, packages, or add-ons in our solution to contract management software for healthcare.

Besides, you’ll gain values like –

And with that, you’ll gain values like –

  • Usage rights for the lifetime
  • An unlimited number of internal and external teams can use it.
  • There will be no restriction on the customization too.
  • Seamless integration with your preferred health tech software
  • We’ll host it on your own server.
  • Software with your own branding

But in case you have customization needs, we’ll charge a nominal hourly-based fee.

So the customization cost will depend on how many hours our dedicated team of IT professionals will spend on customization as per your need.

And since the base is ready, it’ll only take a few days for customization!

How to get started with our contract management solution for healthcare?

The software acquisition process is very simple.

  • Fill up the contact form.
  • We’ll get back to you within hours.
  • Our team will give you a live demo of the product and reveal its pricing – over video call.
  • We’ll directly host it on your server (in case you have no customization needs).

But if you have customization needs – you just need to tell us during the video call.

Our team will provide a customization timeline and cost estimation right away.

Then after, as per your need, our team will start customizing the existing base.

Once it is done, we’ll give you a live working demo of our solution and host it on your own server.

Top 3 FAQs on contract management software for healthcare

If your questions are not covered here, feel free to connect with us over WhatsApp or fill up the contact form.

The team (who have built this product) will help you with any query regarding the product with a live demo!

1. Will I need to spend extra for security?


Because the software is already compliant with data privacy and security laws such as – HIPAA, PHIPA and PIPEDA.

2. Are email alerts available in your software?


Our solution simply allows you to manage all kinds of activities related to alerts or notifications from a single place called notification management.

3. How much does it cost for customization?

There is no fixed amount for it.

Because it totally depends on your customization requirements.

In other words, it’ll depend on the number of hours that our team will require to customize the healthcare contract management software as per your need.

📌 You must also explore our: Healthcare data management software