Helping NHS trusts procure electronic patient record systems with confidence

At a glance 

Service: Commercial Delivery 

Programme: NHS England Frontline Digitisation programme 

Customers: NHS trusts procuring electronic patient record systems 

Support provided: End-to-end commercial and procurement expertise 

Delivery to date: 43 EPR procurements supported and 35 signed contracts secured since 2021 

Key benefits: Stronger commercial outcomes, improved consistency, reduced procurement risk and better foundations for digital transformation and better patient care 

The challenge 

Procuring an electronic patient record, or EPR system is one of the most complex commercial undertakings an NHS trust can face. Contracts are high value and must meet clinical, operational, technical and regulatory requirements. Systems need to support different workflows, integrate with existing technology and provide a foundation for future digital services. 

NHS organisations also vary significantly in their requirements, digital maturity and operational pressures. Many trusts have limited internal procurement capacity and must align clinical, digital, operational, financial and commercial priorities while navigating a complex supplier market. 

The NHS LPP Digital Health team was established in 2021 to provide the specialist expertise trusts needed. Growing from three people to a team of 15, the key objective was to help trusts procure EPR solutions efficiently and compliantly while achieving long-term value and supporting improvements in patient care. Today, they are now known as the Commercial Delivery team. 

Our approach 

NHS LPP provided each trust with dedicated support throughout the procurement process, embedding team members alongside clinical, digital and operational colleagues, from early planning and market engagement through to evaluation, contract finalisation and post-award support. 

The team helped trusts develop commercial strategies, shape outcome-focused requirements, create clinician-led demonstration scenarios, manage supplier engagement and evaluations, and establish contractual protections. 

Rather than assessing systems solely against technical features, suppliers were required to demonstrate how their solutions would support clinical workflows, patient safety, productivity, usability and future interoperability. 

Clinician-led demonstrations enabled stakeholders to assess how systems would perform in practice. Standardised whole-life cost models also captured expenditure across licensing, implementation, training, optimisation, hosting and exit, supporting like-for-like comparison and reducing the risk of unexpected costs. 

Parallel evaluation workstreams, robust scoring approaches and shared dashboards helped trusts monitor progress, risks and dependencies. Acting as a connector between NHS trusts, suppliers and NHS England, the team also facilitated learning between projects, so organisations benefited from shared national experience. 

The impact 

Since 2021, the Commercial Delivery team has supported 43 EPR procurements, resulting in 35 NHS trusts securing signed contracts. 

Its standardised, evidence-based approach has delivered greater cost transparency, more consistent supplier evaluation, improved risk management and stronger contractual protections. 

Contracts include performance measures such as KPIs, service credits and milestone-based payments linked to implementation, supporting cost control, supplier accountability and contract compliance. 

The EPR systems procured through the programme are expected to deliver long-term benefits including: 

• more efficient clinical processes and improved patient flow 

• better access to patient information 

• reduced duplication of tests and administration 

• improved interoperability 

• real-time prescription checks and safety alerts 

• reduced reliance on paper 

• improved staff digital confidence 

• greater patient access to health information and treatment plans 

What the customer said 

“We continually receive excellent service from our NHS LPP colleagues, who continually demonstrate the wealth of their knowledge when swiftly supporting with any queries we may have and supporting the resolution of issues that arise. Our NHS LPP colleagues are very responsive and aligned to our needs and are always available electronically or in person when required.”  

Rebecca Mayers, Joint EPR Programme Director and Chief Information Officer, Stockport NHS Foundation Trust 

Why it matters 

An EPR procurement is not just a technology purchase. It is a major organisational change programme that can influence how clinicians work, how information moves between services and how patients experience care. By involving clinical and operational stakeholders from the outset, NHS LPP helped ensure procurement requirements reflected real-world needs. Clinicians contributed to developing scenarios, assessing systems and influencing supplier selection, creating greater ownership of the chosen solution. 

This helped create better conditions for successful implementation, user adoption and sustainable benefits throughout the contract term. 

By standardising documentation, sharing knowledge and embedding best practice, the team has also created a repeatable model for EPR procurement and strengthened commercial capability across the NHS. 

Find out more 

To find out how NHS LPP’s Commercial Delivery team can support your organisation with complex digital procurement, commercial strategy, supplier evaluation or contract development, contact gstt.lppcommercialdeliveryteam@nhs.net.