The verdict in three sentences
A New York private clinic that asks for quotes with a vague brief gets proposals it cannot compare, often $8,000 to $60,000 for what looks like the same need. A two-page requirements document that separates the website itself from integrations (scheduling, patient portal, EHR) narrows the spread and shows exactly what stays on quote. Add a weighted scoring grid and you choose on criteria instead of on gut feeling.
What should a New York clinic's requirements document contain?
The checklist below fits a multi-specialty outpatient practice, whether it sits on the Upper East Side, in Midtown, Tribeca or Brooklyn Heights. Copy it, fill in every line and send the same version to every vendor.
| Section | What you write | Precise example |
|---|---|---|
| Goals and audiences | 2 or 3 measurable goals, priority audiences | Referred patients, new patients in the neighborhood, employers |
| Pages and templates | Page list and number of templates | 24 pages, 5 templates: home, specialty, physician, location, article |
| Content ownership | Who writes, who approves, who signs off on compliance | Vendor writes, medical director approves, compliance review before go-live |
| Languages | Languages and which pages | Full English, Spanish on 10 key pages |
| Integrations | Each tool on its own line | Link to existing scheduling tool, outbound link to patient portal, no writing into the EHR |
| Accessibility | Target standard and test method | WCAG 2.2 AA, automated and manual tests on every template |
| Forms and data | Allowed fields, forbidden fields | Name, phone, general reason; no symptoms or insurance ID in free text |
| Ownership | Domain, hosting, accounts | Domain and hosting in the clinic's name, admin access handed over |
Add three closing lines: SEO migration if a site exists (URL inventory, 301 redirect map, Search Console check), acceptance criteria (what must work before you sign off) and your budget and timeline range. Sharing a budget does not weaken your negotiation; it stops off-target proposals.
On privacy, stay careful and have your counsel review. HIPAA applies to covered entities, and HHS has published guidance on online tracking technologies, part of which has been challenged in court. In practice, the requirements should call for a review of analytics and ad tags on appointment pages and authenticated pages. New York's SHIELD Act also requires reasonable security safeguards for certain personal information. This is not legal advice.
How does a precise brief change the quotes?
The figures below are a 2026 ballpark drawn from typical New York agency quotes and public agency rate pages. They show the effect of the brief, not a price list.
| Item | Vague brief | Precise brief | Typical quote spread |
|---|---|---|---|
| Scope | a modern website | 24 pages, 5 templates | $8,000 to $60,000 becomes $12,000 to $28,000 |
| Scheduling | online booking | Link to the existing tool | $0 to $30,000 becomes $0 to $1,500 |
| Patient portal | a patient area | Outbound link to the vendor portal | up to $50,000 becomes under $500 |
| Accessibility | accessible | WCAG 2.2 AA, tested per template | unpriced becomes $1,500 to $5,000 |
| Migration | keep our Google rankings | 140 URLs inventoried, 301 map | unpriced becomes $1,000 to $4,000 |
| Copywriting | we will provide the text | Vendor writes 12 pages, clinic approves | likely delay becomes $2,000 to $6,000 priced |
The patient portal and EHR integration stay separate lines, almost always on quote, because they depend on the software vendor and on the access it agrees to open.
How do you compare three quotes without fooling yourself?
Score each criterion out of 10, multiply by the weight and divide by 10. The total is out of 100.
| Criterion | Weight | Quote A | Quote B | Quote C |
|---|---|---|---|---|
| Coverage of the requirements | 30 | 8 | 6 | 9 |
| Price clarity, on-quote lines isolated | 20 | 7 | 5 | 8 |
| Accessibility and privacy approach | 20 | 6 | 8 | 8 |
| Realistic timeline | 15 | 7 | 6 | 8 |
| Account ownership and support | 15 | 8 | 5 | 7 |
| Weighted total | 100 | 72.5 | 60.5 | 81.5 |
Quote C: 30 × 9 + 20 × 8 + 20 × 8 + 15 × 8 + 15 × 7 = 815, so 81.5 out of 100. The cheapest quote is not always the best scored, and a price gap is only justified when it maps to a specific line of your checklist.
How does the Kolonell grid map to this checklist?
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Our international offer runs on a fixed grid: Starter $2,900, Growth $4,900, Premium $8,900 (the multilingual tier, languages set in the quote). Every tier includes a project manager reachable in your time zone, native English copywriting, delivery in 3 to 4 weeks once content is approved and 3 months of support. Mapped to the checklist: pages, templates, copywriting and forms sit inside the tier; the scheduling tool, patient portal, EHR and any custom application are priced separately, on quote; SEO work beyond the migration is also on quote. Domain and hosting stay in your name.
Mini case study
Illustrative example: Halvern Medical Associates, a fictional six-specialty outpatient clinic on the Upper East Side, wants a site in English and Spanish. Its operations director writes the requirements in about 10 hours. The three local agencies consulted reply between $18,000 and $42,000. With Kolonell: Premium $8,900, plus a local photographer (third-party cost, about $2,000), plus the scheduling integration, priced on quote. Known budget before integration: 8,900 + 2,000 = $10,900. Upkeep after the 3 included months is on quote.
FAQ
How long should the requirements document be?
Two to four pages are enough. What matters is one line per integration and one line per compliance requirement, around fifteen sections in total.
Should we give agencies a budget?
Yes, a range such as $10,000 to $25,000 steers the proposals. Without a budget, the gap between quotes often exceeds a factor of 5.
Should the site target WCAG 2.2 AA?
It is the sensible target in 2026, and ADA Title III claims regularly target websites. Write the standard into the acceptance criteria, with tests on each of the 5 templates.
What belongs in a clinic contact form?
The minimum: name, phone or email, and a general reason picked from 4 or 5 options. Avoid free-text fields where a patient might describe symptoms or type an insurance ID.
Does the Kolonell grid cover the patient portal?
No. The tier covers the website, from $2,900 to $8,900 depending on scope; the portal, EHR and embedded scheduling are priced separately, on quote.
Let's scope your project. Send your requirements, even unfinished, and we will review and price them on the grid, with integrations isolated and a 3 to 4 week schedule. See the international offer or request a free quote: detailed reply within 48 hours.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
