NECTAR Electronic Patient Record
A practical guide to understanding what the buyer really wants and how to build a winning response.
Think beyond the technology
This isn't just about delivering an electronic patient record system.
It's about transforming how patient data is managed across the region.
The Newcastle Upon Tyne Hospitals NHS Foundation Trust is looking for a system that makes life easier for clinicians and adapts to future changes.
Yes, the system must handle clinical documentation, mobile access and electronic prescribing.
But if I were assessing bids, I'd be looking for a vision that extends beyond just the software.
Remember who will use this system every day
Clinicians. Nurses. Administrative staff.
These are the people who will interact with the system daily.
Their experience matters.
Most bidders will focus on technical specifications.
Instead, I'd focus on how the system improves daily workflows for these users.
How does it reduce time spent on documentation?
How does it ensure patient safety and confidentiality?
Emphasise adaptability
This system needs to be future-proof.
The healthcare landscape evolves rapidly.
Regulations change, and so do service requirements.
The Trust has highlighted the need for a system adaptable to future service and regulatory changes.
I'd demonstrate how your system can evolve without major overhauls.
Stability and security are paramount
Patient data is sensitive.
Security breaches can have severe consequences.
Your system must offer robust security measures.
Talk about data encryption, user authentication and audit trails.
Safety isn't just a feature. It's a foundation.
Show your understanding of the NHS
The Trust isn't just buying software.
They're investing in a partner who understands the NHS's unique challenges and priorities.
Mention previous NHS projects you've worked on.
Demonstrate your knowledge of NHS regulations and workflows.
Pay attention to what they say
The Trust is explicit about what matters.
They want intuitive clinical documentation and safe, auditable electronic prescribing.
They're not just looking for boxes to tick.
They're looking for a system that clinicians trust and find easy to use.
That's what your submission should highlight.
Evidence always beats promises
Claims are easy to make.
Proof is harder to provide.
If you've delivered similar systems before, show the results.
- User satisfaction rates
- Reduction in documentation time
- Improvements in patient safety
- Case studies from previous NHS projects
These will carry more weight than unsubstantiated promises.
Keep an eye on contract management
This contract runs from 2027 to 2030, with potential extensions to 2032.
That's a long-term relationship.
I'd want to see how you plan to maintain and update the system over the years.
How will you handle software updates or regulatory changes?
Will there be dedicated support for the Trust?
One thing I'd keep reminding myself
This system isn't just about data.
It's about patient care.
If I were writing this tender, I'd keep asking myself:
"How does this feature improve patient outcomes?"
That's the lens through which every answer should be crafted.
Common mistakes
Avoid submissions that:
- Focus too heavily on technical jargon without explaining user benefits
- Overlook the importance of data security and patient confidentiality
- Fail to demonstrate an understanding of NHS-specific needs
- Promise adaptability without showing how it will be achieved
- Lack evidence from previous relevant projects
- Ignore long-term support and maintenance plans
- Underestimate the importance of user experience
My Final Thoughts
What the Trust is really looking for is a reliable partner.
A system that doesn't just meet today's needs but is ready for tomorrow's challenges.
With a contract valued at £150,000 and a quality/price weighting that emphasises quality, your written submission needs to shine.
Focus on the human impact of the technology.
Show how your solution makes life easier for clinicians and safer for patients.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.