When Sole Source Makes Sense: Why Healthcare and Higher Education Institutions Choose TrackMy

Healthcare organizations and higher education institutions are under constant pressure to ensure that staff, students, and volunteers meet vaccine and various health compliance requirements. For employee and student health teams, HR departments, nursing schools, and compliance offices, gathering vaccine histories has traditionally meant requesting records from departments of health, provider clinics one by one, waiting on faxes, sifting through paper files, and spending hours verifying documentation. This is where TrackMy stands out in the market.

TrackMy is the only employee and student health compliance platform that provides automated immunization retrieval access with proper consent. Unlike existing processes that require manual uploads, TrackMy integrates with immunization registries across the United States. This means your employees and students can obtain verified vaccine histories in seconds via our clinical network, even if they have lived or worked in multiple states. Because no other solution offers this level of coverage and automation across state registries, many organizations qualify to use Sole Source procurement when selecting TrackMy.

Why Sole Source Makes Sense for Healthcare and Higher Education

Sole Source procurement allows an organization to select a vendor without a competitive RFP process when there is a clear and documented reason that only one solution can meet the needs of the institution. Here is why it makes sense: 

1. Save Time and Resources During Procurement

Preparing a full RFP process can take months. Evaluation committees, demos, paperwork, and legal reviews slow down initiatives that need to happen now. A sole source justification removes unnecessary steps and allows teams to move forward efficiently.

2. Prevent Delays in Onboarding and Compliance Cycles

Employee health, clinical education programs, and student enrollment all depend on timely immunization verification. Any delay in selecting a compliance platform can impact staffing, orientation schedules, credentialing, and program participation.

3. Ensure Accurate, Verified Records Across State Lines

With healthcare workers and students frequently moving between states, relying on them to provide records is no longer practical in the digital world we live in. TrackMy’s vaccine retrieval ensures you receive verified immunization histories regardless of where a person received care.

Capability		Other Employee/Student Health Platforms
Automated immunization retrieval across multiple states	Yes	No
Integration with registries nationwide	Yes	Typically only the home state of the organization
Built for employee and student health compliance tracking	Yes	Often general-purpose EHR modules
Streamlines onboarding/enrollment and compliance workflows out of the box	Yes	Requires manual workarounds

No other platform provides this level of automated registry coverage combined with employee and student health compliance workflows. This distinction makes TrackMy a natural fit for sole source procurement. Choosing TrackMy allows healthcare and higher education institutions to move forward without unnecessary delays, reduce administrative strain, and implement a compliance solution purpose-built for today’s mobile workforce and student populations.

When to Consider Sole Sourcing TrackMy

Your organization should explore a sole source procurement path if:

• You struggle to collect vaccine records for new hires or students from multiple locations

• Your employees, students and team are spending too much time requesting records manually

• Your compliance cycles are delayed due to paperwork bottlenecks

• You want to avoid long RFP timelines for a solution sooner than later

TrackMy can support your procurement team with the necessary Sole Source Justification documentation, language, and reference standards to make the process clear and smooth.

Move Forward Without Delay

Choosing TrackMy through a sole source process gives your organization the fastest path to efficiency, compliance accuracy, and streamlined onboarding. No waiting. No unnecessary committee time. No wasted administrative hours.

If your institution needs our vaccine retrieval functionality, TrackMy is the only platform that can deliver it.