Which AI tools should your business use? Get a scored answer before you sign.
Your team's needs become written criteria. Every vendor answers the same hard questions. You get one recommendation, with the reasons on paper.
Free, about four minutes, and read by Raquel herself.
What does vendor selection look like in practice?
Four demos in, every tool looks polished. You still can't say which one to trust with client data. Picture a 15-person physical therapy clinic in that spot. The front desk wants AI scheduling that fills same-day cancellations. The therapists want an AI scribe so charting stops following them home at night. Nobody can say which vendor will handle patient information the way the clinic needs.
Vendor selection swaps demo fatigue for a side-by-side comparison scored against the clinic's own criteria. Does the scribe write notes in the format the therapists already chart in? Will the vendor sign a business associate agreement? Where do session recordings live, and for how long? What does it cost at 15 seats, not the single seat on the pricing page? The vendors answer in writing before the clinic commits to anything.
Why is it a flat price?
Picking a tool follows the same path at a 10-person firm or a 90-person firm. Requirements, criteria, vendor questions, scoring, a decision. The content changes, not the effort. The flat price covers one buying decision in one tool category. Two closely related categories, such as scribe and scheduling, also count as one. You get a shortlist of up to four vendors.
How does vendor selection run?
- 01Requirements call
- 02Criteria and longlist
- 03Vendor questions and demos
- 04Scoring and cost comparison
- 05Recommendation and decision call
All the steps, in detail
- A 60-minute requirements call with the owner and one person who would use the tool every day.
- Must-haves, nice-to-haves, and dealbreakers, written in plain language and approved by you.
- A longlist built from the category, cut to a shortlist of no more than four.
- One written questionnaire for every shortlisted vendor: data storage, retention, model training on your data, exit terms, and support hours.
- Demos run from a script built on your real tasks, so every vendor is tested on the same work.
- Each vendor scored against the weighted criteria, with a sentence explaining every score.
- First-year cost compared in full: seats, setup fees, required add-ons, and training time.
- A recommendation memo, walked through live with the person who signs.
What do you walk away with?
- Requirements and dealbreakers sheet
- Weighted scoring criteria
- Shortlist of up to four vendors, scored side by side
- Demo script built from your own tasks
- Each vendor's written answers on data handling and contract terms
- First-year cost comparison
- Recommendation memo naming a first choice and a runner-up
- A 45-minute decision call
What you get, what this is not, and what you need to bring
What you get
- One clear recommendation and the reasoning behind it
- Vendor commitments on data handling in writing, not in a sales rep's voice
- A runner-up ready if talks with your first choice stall
What this is not
- Not a referral arrangement: Raquel takes no fees or commissions from vendors
- Not contract or legal review; your attorney reads the agreement
- Not setup, configuration, or rollout of the tool you choose
- No promise that a tool delivers the savings on its sales page
What you need to bring
- A decision owner who can say yes
- One person who would use the tool daily, available for the requirements call and demos
- Any quotes, trial accounts, or demo notes you already have
- Your current software list with seat counts
What we ask before booking
- What job should the tool do, in one sentence?
- Which tools have you already looked at, trialed, or been pitched?
- Which systems must it work with, such as your EMR, scheduler, or practice software?
- What kind of information will go into it: client, patient, financial, or none of those?
- Is a renewal date, contract deadline, or busy season driving the timing?
Price
- What's included
- One buying decision, one category or two closely related ones, up to four vendors compared
- What changes it
- A second, unrelated category is booked as its own selection
- Payment
- Paid in full at booking
What if it isn't worth it?
If no vendor fits, the memo says "don't buy yet" and names the better move. Either way, you sign nothing until the vendors' answers are in writing.
Questions people ask before booking
Do you earn commissions on the tools you recommend?
No. You pay Raquel a flat fee, and nothing about the recommendation depends on which vendor wins.
What if none of the vendors is a good fit?
Then the memo says so plainly and names the better move. Wait six months, fix a process first, or turn on a feature in software you already pay for. "Don't buy yet" is a legitimate outcome.
Can you tell us whether a tool is HIPAA compliant?
Nobody outside your practice can certify that. Raquel collects each vendor's written answers on business associate agreements, storage, and retention. Your compliance lead or attorney then makes the call with real information in hand.
How much of our team's time does it take?
About two to three hours across the two weeks: the requirements call, sitting in on one or two demos, and the decision call. Raquel handles the vendor back-and-forth.
Choose the tool once, with the hard questions already asked.
Free, about four minutes, and read by Raquel herself.