Understanding the Responsibility for Hardware Maintenance

May 30, 2011

There is a difference between hardware warranty and hardware certification as applied to VCUR 2008 electronic medical record (EMR) solutions.

Warranty only applies to eligible hardware provided by qualified service providers (QSPs). Certification applies to pre-existing hardware that a clinic wants to use in the VCUR 2008 EMR solution.

Warranties for New Hardware Provided by QSP

The QSP is providing a managed EMR solution. All hardware provided to a clinic as part of the complete EMR solution is to be fully maintained by the QSP for the duration of the Master Services Agreement or over the term of the five-year contract, whichever ends first.

The QSP must also ensure the hardware works if any changes are made to the EMR solution.

Please note that warranty does not necessarily extend to items that are not part of the complete solution, even if the QSP provides it.

Hardware Certification by the QSP for Pre-existing Hardware

Certification of hardware by a QSP confirms that the clinic's hardware will work with the QSP's EMR solution but does not obligate the QSP to maintain it.

If a physician/clinic wants to use pre-existing clinic hardware to reduce the cost of their system, they take on the responsibility for maintaining that hardware. The QSP will certify that the hardware works with the EMR solution at the time of installation.

EMR solutions evolve over time. At some point the QSP may determine that certified pre-existing hardware no longer meets its standards and must be replaced. Responsibility for replacement is with the physician but may be accomplished through the QSP and reimbursed by the Physician Office System Program (POSP) if the physician still has room in their funding cap.

If the physician/clinic asks the QSP to maintain pre-existing clinic hardware, the QSP is able to charge the clinic an additional fee for these services. The cost of maintenance on pre-existing clinic hardware is not reimbursable by POSP.