Use this orthopedic marketing agency RFP template to ask suppliers for comparable proposals. Start with the practice problem, the locations and services in scope, and the decisions your team can approve. Then ask each agency to respond to the same brief. That gives your owners a clearer basis for choosing work than comparing three different lists of marketing activities.
This is a planning template for practice owners and administrators. Adapt it to your procurement process. For a discussion of implementation, see our orthopedic marketing agency service.
Copy this practice brief
- Practice and decision owner: [organization, role responsible for the project, decision date].
- Locations and surgeons: [offices and physicians included; planned changes that the practice has approved].
- Priority service lines: [services with capacity and the locations where they are available].
- Problem to address: [visibility, unclear website information, enquiry routing or another observed issue].
- Current setup: [website platform, existing suppliers and implementation access].
- Requested work: [named pages, search work, advertising or reporting tasks].
- Practice responsibilities: [factual inputs, clinical review, approvals and scheduling coordination].
- Constraints: [budget range, dependencies, target dates and excluded work].
Keep the brief focused on business information. Do not attach patient lists, passwords or private records to a public enquiry. Arrange any necessary confidential exchange through a channel your practice has approved.
Ask each bidder to complete the same response sheet
| Response item | Supplier answer required |
|---|---|
| Problem and proposed starting point | Explain how the first work addresses the stated practice priority. |
| Deliverables | Name the pages, locations, tasks and acceptance checks included. |
| People and dependencies | Name the delivery owner and the inputs or approvals needed from the practice. |
| Fees and other spending | Separate agency fees, media, software, development and optional work. |
| Measurement | Define the baseline, reporting cadence and meaning of each outcome. |
| Access and handover | Describe required permissions, asset control and what the practice receives at exit. |
| Evidence | Provide relevant work examples and explain the supplier’s actual role. |
Make acceptance concrete
For a location page, acceptance might mean that the approved office details are present, services match that office, the enquiry route works and relevant pages link to it. These are examples to adapt to your scope. They establish whether work was delivered; they do not guarantee search rankings or appointments.
For reporting, agree how genuine new-patient enquiries are separated from spam, repeat contacts and existing-patient requests. Use the orthopedic KPI guide to settle definitions before comparing proposals.
⚡ 2-minute scorecard · instant result
Is your orthopedic practice website turning searches into booked consults?
Answer 5 quick questions. Get your score + the top fixes, free.
1. Can a new patient request an appointment from a phone in under a minute?
2. Is every phone number on your site a tap-to-call link?
3. Do your procedure pages name the surgeons who perform them and show patient reviews?
4. Does each office have its own page with hours, phone and the surgeons who work there?
5. Do you track new-patient requests from the first click to a kept consult?
Resolve the gaps before choosing
Return unanswered items to each bidder. Ask whether a missing item is included, optional or excluded. Compare the same work period and spending assumptions, using our scope and budget guide. If you are changing suppliers, include the agency handover checklist in your planning.
Once responses arrive, use the orthopedic proposal comparison worksheet to document the decision. Avoid treating a confident forecast as proof that an agency controls future demand.
Ask for a sample path, not just a channel list
For a priority orthopedic service, give each bidder one public starting URL and ask them to trace the route to the relevant surgeon, office and enquiry option. A hand-surgery group, for example, might use a hand-service page. Ask the bidder to identify a specific gap, the owner who would verify the correction and how the practice would test the finished path. This makes a proposal easier to assess than a promise to “improve SEO” across the site.
- Evidence: Which public URLs or listings support the observation?
- Scope: Is the proposed fix a page edit, a new page, a listing correction or a form-routing change?
- Approval: Who at the practice confirms surgeon, service, location and scheduling facts?
- Acceptance: How will the team check the mobile path and whether a genuine enquiry reaches the right recipient?
If you need to establish the first problem before issuing a full RFP, request a free orthopedic website review. Send one public service or location page and your practice URL. We will return three prioritized observations with affected links and a next check. You can use the findings in your own brief; a wider audit or implementation would need a separate scope.
Discuss your practice’s scope
Request an orthopedic marketing consultation with Sprout Sage Solutions. Share your website, your role, the locations in scope and the problem you want addressed. We can discuss fit and the work to consider; deliverables, fees and responsibilities belong in a written proposal.
