Website requirements checklist for a private medical clinic in Montreal before asking for quotes (2026)

The verdict in three sentences

A private medical clinic in Montreal that sends a two-line brief to three agencies gets quotes that cannot be compared, often USD 7,000 to 32,000 for what looks like the same scope. A requirements document of about ten pages, written before asking for quotes, fixes the pages, languages, integrations (each on its own line), Law 25 requirements for forms and acceptance criteria. With that document, Kolonell's fixed grid, $2,900 (Starter), $4,900 (Growth) or $8,900 (Premium), can be compared line by line with other offers.

What should the requirements document contain? The checklist

Copy this list into a shared document and complete each item before contacting a provider.

1. Goals and audiences

• [ ] One measurable main goal (e.g. appointment requests for health checkups, calls to reception)
• [ ] Audiences: neighbourhood patients (Westmount, Outremont, the Plateau, downtown), companies buying checkups for staff, referring physicians
• [ ] Services shown: non-participating family medicine, health checkups, specialist consultations (general descriptions, no promised outcomes)

2. Pages and templates

• [ ] Page list (home, services, team, fees, FAQ, contact, legal notice, privacy policy)
• [ ] Reusable templates: physician profile, service page, article
• [ ] Number of pages at launch, for example 15 to 25

3. Content and approval

• [ ] Who writes, who reviews, who signs off on compliance (medical director)
• [ ] Review against the physicians' code of ethics, which restricts advertising (no patient testimonials, no promises)
• [ ] Photos: stock, third-party photographer or existing photos with rights

4. Languages

• [ ] French required under the Charter of the French language
• [ ] English as a complement: state whether every page is translated or only a selection

5. Integrations, each on a separate line

• [ ] Online booking (existing tool embedded, or new): on quote
• [ ] Online payment: on quote
• [ ] Patient portal (link or integration): on quote
• [ ] CRM or newsletter tool (with CASL-compliant consent): on quote

6. Accessibility, data, hosting

• [ ] Accessibility target: WCAG 2.2 level AA
• [ ] Minimal forms: name, contact details, general reason; never medical history or photos in free fields
• [ ] Privacy policy and a named person in charge of personal information (Law 25), compliant cookie banner
• [ ] Domain, hosting and accounts in the clinic's name

7. SEO migration (if a site exists)

• [ ] Full URL inventory, 301 redirect map, Search Console access shared

8. Acceptance, timeline, budget

• [ ] Written acceptance criteria (links, tested forms, accessibility score, mobile display)
• [ ] Target launch date and a stated budget range

Vague or precise brief: what changes in the quotes?

Ranges are a 2026 ballpark, based on typical Montreal agency quotes, converted from CAD to USD (CAD 1 ≈ USD 0.72).

How do you compare three quotes with a scoring grid?

Score each quote 1 to 5 per criterion, then multiply by the weight divided by 5. Total out of 100.

A quote that scores well on coverage but poorly on transparency deserves a precise question: which lines are included, which are estimates?

How does the Kolonell grid map to the requirements?

Every package includes a project manager reachable in Eastern time, delivery in 3 to 4 weeks and 3 months of support. Details on the international offer page. This is not legal advice: have your adviser approve the privacy policy text.

Mini case study

Illustrative example. Isabelle runs operations at "Clinique des Érables", a fictional private clinic in Outremont. First attempt: a five-line email to three agencies. Result: quotes of USD 7,000, 18,500 and 32,000, with no common basis.

Second attempt, with the requirements above (about 10 hours of internal work): three quotes between USD 8,900 and 15,000, with the same lines.

• Option chosen in the scenario: Premium at $8,900 (French and English set in the quote).
• Embedding the existing booking tool: on quote, separate line.
• Local photographer (third-party cost, assumed CAD 1,400, approx. USD 1,000).
• Total known before signing: about USD 9,900 excluding the integration.

The spread between quotes drops from USD 25,000 to about USD 6,100. The scenario is illustrative; it says nothing about future patient numbers.

FAQ

How long does the requirements document take to write?

Allow 8 to 12 hours for a mid-sized clinic, shared between management and the medical director. That time usually saves several weeks of back-and-forth with providers.

Should online booking be priced in the base package?

No: list it on a separate line, like payment and the patient portal. At Kolonell those three items are on quote, on top of the $2,900 to $8,900 package.

Is English mandatory on a Montreal clinic's website?

French is required under the Charter of the French language; English is a complement. State how many pages will be translated, for example 12 of 18, to get comparable prices.

What data can a contact form ask for?

The minimum: name, contact details, a general reason and a preferred time slot. No medical history or photos; Law 25 also requires a published privacy policy.

How long from the quote request to launch?

About 2 weeks to receive and compare 3 quotes, then 3 to 4 weeks of production at Kolonell once content is ready, so 5 to 6 weeks in total.

Let's scope your project. Send your requirements document and we will price it line by line on the $2,900 to $8,900 grid, with delivery in 3 to 4 weeks. See the international offer or request a free quote: detailed reply within 48 hours.