Start with the work, not the feature list
Write down how a referral becomes a patient, how visits are assigned, how notes are reviewed and how completed work reaches billing. Mark the places where people retype information, send reminders or lose track of an exception. This gives your team a shared evaluation brief.
Run one patient through the demonstration
Use a fictional patient and representative documents. Ask the presenter to show the initial record, a scheduled visit, a draft note, a correction, a returned document and the final review. A connected workflow should let you trace information through these steps.
Invite the people who will use it
Include an administrator, a clinician, a reviewer and someone responsible for billing. Each person should try the tasks they perform most often. Review the experience on the devices they actually use, including a phone in both orientations.
Evaluate exceptions as well as the happy path
Ask what happens when a referral is duplicated, a visit is missed, a medication instruction is unclear or a document is returned. Check who sees the issue, who can correct it and how the team knows it has been resolved.
Make the commercial comparison complete
Discuss the quote, included workflows, implementation, training, support, exports and required third-party connections. Record responsibilities and acceptance criteria before migration. Agree on what your team will test before a broader rollout.