Custom healthcare staffing and scheduling systems: Your guide to filling positions faster

Custom healthcare staffing and scheduling systems: Your guide to filling positions faster Intro Healthcare staffing agencies face mounting challenges, from meeting the growing demand for qualified workers to navigating complex regulatory requirements. Managing these demands with outdated or fragmented tools can lead to inefficiencies, compliance risks, and recruitment bottlenecks. Unfortunately, many off-the-shelf software solutions fail to offer the flexibility and integration needed to address the unique and ever-evolving needs of the healthcare staffing industry.

With years of experience building custom staffing management software like job board platforms and HR management systems, we know what it takes to create effective tools. We're here to help you understand how to design the perfect solution for your project. 

This article will explore the anatomy of healthcare staffing software solutions, highlight the limitations of canned solutions, and outline the benefits of a custom approach tailored to meet the needs of your business.

Healthcare staffing market overview

According to statistics from Grand View Research, the global healthcare staffing market is witnessing remarkable growth, valued at USD 36.9 billion in 2022 and projected to expand at a compound annual growth rate (CAGR) of 6.7% from 2023 to 2030. This upward trajectory is fueled by several key factors, including a heightened awareness of the benefits of temporary employment, attractive job-related incentives, and a wealth of opportunities available nationwide.

Growth drivers

• Technological advancements: Innovations in medical technology, such as telehealth and medical informatics, have surged. These advancements necessitate a skilled labor force proficient in both the technical and non-technical aspects of new medical devices and software systems.
• Need for flexibility: A significant number of healthcare professionals prioritize flexibility in their work arrangements. Temporary staffing solutions—like per diem nursing, travel nursing, and locum tenens positions—offer medical staff the ability to choose when and where they work. This flexibility attracts more professionals to opt for temporary roles, enriching the talent pool available to staffing agencies. At the same time, many healthcare facilities now operate with locum tenens, per diem, and other flexible staffing models, requiring advanced scheduling and compliance management.
• Expansion of healthcare facilities: There's been substantial growth in the number of government and non-government hospitals, long-term care centers, acute care centers, and other healthcare institutions. This expansion increases the demand for qualified medical staff to fill various roles across these facilities. With more specialized fields in healthcare, agencies must source candidates with specific certifications and credentials. 
• Regulatory reforms: Upcoming laws and regulations are set to empower allied healthcare professionals, particularly nurses, by granting them greater authority in patient care planning. Such reforms not only enhance patient care but also elevate the roles of nurses and allied health workers, increasing the need for qualified personnel.
• Aging population: As the need for healthcare services increases, so does the demand for healthcare professionals.

Main challenges

• Staff shortages: Despite the growing demand, there's a notable shortage of healthcare professionals. Factors like an aging workforce, burnout, and increased retirement rates—exacerbated by the pressures of the COVID-19 pandemic—contribute to this shortage. Staffing agencies must work harder to source and retain qualified candidates.
• Complex credentialing and compliance: Managing the credentials, certifications, and licenses of a diverse workforce is a significant challenge. Ensuring all staff are compliant with ever-changing regulations requires meticulous attention and robust systems.
• Scheduling difficulties: Coordinating shifts across multiple facilities and managing the availability of temporary staff adds layers of complexity. Inefficient scheduling can lead to errors, understaffing, or overstaffing, all of which impact the quality of patient care and operational costs.
• Operational inefficiencies: Many agencies rely on disparate, non-integrated software solutions. This lack of integration leads to inefficiencies, bottlenecks, and increased operational costs, hindering the ability to scale and respond swiftly to market demands.
• Post-pandemic adjustments: The COVID-19 pandemic reshaped the healthcare landscape. While there was a surge in demand for certain positions like travel nurses during the pandemic, post-pandemic scenarios present uncertainties. Facilities now face backlogs of elective procedures and require staff to manage increased patient loads, adding pressure on staffing agencies to fill positions quickly.

Benefits of healthcare staffing software

As the healthcare staffing market continues to grow, the need for efficient tools to manage complex workflows becomes increasingly apparent. Medical staffing software, designed to streamline tasks like scheduling, recruitment, and compliance, automates processes such as creating schedules based on employee availability. This technology not only saves time but also ensures optimal staffing, making it an indispensable tool for agencies looking to stay competitive. Here are just a few obvious advantages it can bring:

• Optimized staffing: Automate scheduling and fill last-minute shifts quickly, ensuring optimal staffing and quality patient care.
• Enhanced engagement: Let employees manage availability and swap shifts on the go, boosting satisfaction and improving patient care.
• Improved retention: Flexible scheduling shows employees they’re valued, reducing turnover and fostering a stable workforce. 
• Reduced labor costs: Track and control overtime to cut unnecessary expenses and improve profitability.
• Increased efficiency: Automate tasks like credential management, compliance tracking, and payroll, saving time and reducing errors.
• Data-driven decisions: Use real-time analytics to improve staffing efficiency and support strategic planning.

The anatomy of healthcare staffing software

Custom staffing software for healthcare integrates multiple functionalities designed to address every aspect of staffing management. Below is an overview of the primary components your custom software should include:

1. Candidate sourcing 

Efficient candidate sourcing tools help agencies maintain a large pool of qualified professionals. Key features include: 

• Own job board website: Allowing agencies to post openings on a branded, dedicated platform.
• Job post distribution: Automatically share job listings across popular job boards. 
• Email notifications: Re-engage existing candidates by notifying them of new opportunities.
• Integration with specialized databases: Access extensive healthcare-specific candidate databases, like SeekOut or Heartbeat AI. 

2. Applicant tracking

Managing candidates throughout the recruitment pipeline is critical. Essential tracking features include:

• Centralized application management: Collect applications from all sources in a single database. 
• Status tracking: Monitor each candidate’s progress, from application to placement.
• Interview scheduling and screening: Manage and track interview appointments and preliminary screenings.
• Candidate portal: Provide a self-service portal for candidates to update profiles and upload necessary documents.
• Document upload and HR checklists: Streamline HR processes by tracking necessary credentials and documents.

3. Onboarding

A smooth onboarding process is essential for compliance and reducing time-to-placement. Key onboarding features include:

• Credential management and compliance: Automatically track and verify certifications and licenses. 
• Custom forms and e-signatures: Enable candidates to complete necessary paperwork online.
• Online training: Provide modules for mandatory training and certifications. 
• Availability management: Track candidate availability to optimize scheduling.

4. Shift management

Efficient shift management tools are crucial for healthcare staffing agency solutions that operate with flexible scheduling models. Key features include:

• Shift management: Create, edit, assign, and manage shifts across multiple locations.
• Calendar views: Offer daily, weekly, and monthly calendar views for easy scheduling.
• Permissions and access control: Allow custom permissions based on role, location, or shift type. 
• Group shifts: Bundle shifts for providers to claim individually or as a group, ideal for locum tenens positions. 
• Repetition and export options: Enable shifts to repeat periodically, and allow printing or exporting schedules. 

5. Payroll

Automate payroll calculations with the following features:

• Timesheet generation: Track hours worked to calculate payroll automatically.
• Pay rate configuration: Set pay rates based on role, location, or shift type to simplify payroll management. 

6. Client management

Streamline client relationship management with an integrated CRM. Key features include: 

• Client database: Manage client information, contracts, and open positions.
• Client-specific dashboards: Access a real-time overview of active placements and performance metrics for each client.

7. Dashboards and reports

Reports and dashboards help staffing agencies optimize operations with data insights. Key features include: 

• Customizable reports: Track recruitment metrics, compliance, payroll, and more.
• Real-time dashboards: Provide actionable insights for decision-making.

How AI enhances medical staffing software

AI brings transformative capabilities to medical staffing software, automating processes and delivering smarter solutions to improve efficiency and accuracy. Here are some ways AI can be implemented:

• AI-powered candidate matching: Analyze candidate profiles, skills, certifications, and availability to automatically match them with the most suitable roles. 
• Predictive analytics for staffing needs: Forecast future staffing demands based on historical data, seasonal trends, and upcoming shifts to avoid under- or over-staffing.
• AI chatbots: Use natural language processing (NLP) to create AI chatbots that handle candidate inquiries, schedule interviews, and provide updates on the application process, as well as handle onboarding.
• AI-driven search systems: Enhance the search functionality in databases, enabling users to quickly find candidates or open positions using filters and predictive suggestions.
• Automated compliance tracking: Use AI to monitor credentialing and compliance, flagging expirations or gaps in certifications to maintain regulatory standards. 
• Shift optimization: Analyze employee preferences and availability to create schedules that reduce conflicts and improve staff satisfaction.
• Insights and reporting: Generate real-time reports on key metrics, like recruitment efficiency and staff performance, to support data-driven decision-making.

With our team’s expertise in developing AI-powered chatbots and integrating advanced search systems, we can help you incorporate these features into a custom medical staffing platform tailored to your agency's needs.

Top off-the-shelf healthcare staffing software

Several off-the-shelf healthcare staffing software solutions offer a range of features to streamline recruitment, scheduling, and compliance processes. Below is an overview of some notable options, along with their advantages and potential drawbacks:

1. Connecteam

Pros:

• Comprehensive all-in-one platform covering onboarding, scheduling, time tracking, and communication.
• User-friendly interface with mobile access, facilitating on-the-go management. 
• Affordable pricing, including a free plan for small teams. 

Cons:

• Lacks patient scheduling features, which may be necessary for certain healthcare settings.
• Limited customization options for specialized workflows. 

2. Bullhorn

Pros:

• Robust recruitment automation with an integrated Applicant Tracking System (ATS). 
• Comprehensive credentialing and compliance management tools.
• Vendor Management System (VMS) integration for streamlined operations. 

Cons:

• Steeper learning curve due to extensive features.
• Higher cost, which may be a consideration for smaller agencies. 

3. NextCrew

Pros:

• AI-powered job matching and scheduling, enhancing efficiency. 
• Self-service portals for clients and employees, improving engagement.
• Geofencing capabilities for accurate time and attendance tracking. 

Cons:

• Limited customization options for unique agency needs. 
• Lacks advanced training modules and engagement analytics. 

4. MakeShift

Pros:

• Specializes in shift scheduling with an intuitive drag-and-drop interface.
• Real-time updates and notifications for staff.
• Mobile access for both managers and employees. 

Cons:

• Primarily focused on scheduling; may require additional tools for comprehensive staffing management.
• Limited integration options with other systems. 

5. OnShift

Pros:

• Focuses on workforce optimization and employee engagement. 
• Predictive analytics to anticipate staffing needs.
• Tools for reducing staff turnover and improving satisfaction. 

Cons:

• May not cover all aspects of staffing management, such as recruitment.
• Pricing information is not readily available; potential users need to contact the vendor for details. 

While these solutions offer valuable features, it's important to note that they may not fully address the unique workflows and integration needs of every healthcare staffing agency. Agencies often find themselves using multiple applications to cover all operational aspects, leading to inefficiencies and increased operational costs. Custom healthcare staffing software development can provide tailored solutions that integrate seamlessly with an agency's specific processes, enhancing efficiency and scalability.

The limitations of canned healthcare staffing software

While off-the-shelf healthcare staffing software solutions can be useful, they come with notable limitations that may hinder an agency’s ability to operate efficiently and grow seamlessly. Here are three key drawbacks:

• Not created for healthcare: Many generic staffing software solutions are designed for broad use across various industries, lacking the unique features needed for healthcare staffing. For example, healthcare agencies often require advanced credentialing and compliance management, HIPAA-compliant communication tools, and specialized shift scheduling that meets complex regulatory requirements. Without these tailored capabilities, agencies may find themselves working around the software rather than the software supporting their workflows. This lack of specialization can add layers of complexity, requiring staff to perform additional tasks manually or using other systems. 
• Integration gaps: Off-the-shelf solutions often lack the seamless integration needed to manage critical functions like candidate sourcing, applicant tracking, scheduling, and payroll. As no single software meets all the needs of medical staffing agencies, they frequently depend on multiple applications for tasks such as training, shift management, and onboarding. These systems rarely communicate effectively, leading to fragmented workflows, siloed data, and manual processes like transferring candidate information between platforms. This inefficiency can cause data inconsistencies, recruitment delays, onboarding bottlenecks, and payroll errors, ultimately increasing administrative burdens and hindering overall productivity. 
• Customization limits: Every healthcare staffing platform has unique processes, whether it’s a specific onboarding checklist, custom shift requirements, or unique compliance standards. Off-the-shelf software rarely offers the flexibility to customize these aspects to an agency’s precise needs. Agencies may be unable to tailor reports, add specialized data fields, or configure workflows that align with their operations. This limitation can result in a rigid, one-size-fits-all experience that doesn’t fully support an agency’s business model or growth trajectory, leading to inefficiencies and missed opportunities to enhance operations.

In light of these limitations, custom software development offers a valuable alternative by delivering a solution tailored specifically to a healthcare agency’s processes, goals, and challenges. Custom solutions enable agencies to integrate all their core functions into one seamless system, unlocking efficiency, reducing manual work, and providing the flexibility needed for long-term scalability.

Custom healthcare staffing software development

Custom healthcare staffing platform offers a targeted solution by integrating tailored features and seamless workflows that address the specific needs of healthcare staffing agencies. Building a custom platform provides the flexibility to create functionalities that enhance every part of your staffing process, from candidate sourcing to compliance and payroll, with the added assurance of HIPAA compliance—a crucial aspect in healthcare that does increase development costs.

There are two main development approaches to consider: white-label solutions and custom development from scratch.

White-label solutions

White-label solutions leverage pre-built code scripts, enabling agencies to quickly launch a software platform with basic customizations at a more affordable cost. White-label solutions for healthcare staffing software can cost from $25,000. This approach suits businesses with limited budgets or those needing to enter the market quickly, as it allows core functionalities, such as applicant tracking and shift scheduling, to be up and running with relatively low overhead.

However, if your agency requires unique workflows or deep integration with other systems, white-label platforms may fall short, often necessitating complex workarounds or modifications that are better suited to custom development.

Development from scratch

Developing a custom healthcare staffing platform from scratch provides maximum flexibility, enabling your software to precisely align with your agency’s operational needs, compliance requirements, and unique business models. Custom development allows for highly specific features, such as advanced credential management, automated compliance tracking, and integration with external databases or payroll systems. Though this approach is more costly—starting around $50,000 for a Minimum Viable Product (MVP) and potentially reaching hundreds of thousands dollars for a fully-featured, custom platform—it’s ideal for agencies needing unique functionalities or a system tailored to handle complex scheduling, data analytics, or multi-location compliance.

The more complex the features, the higher the cost, especially for advanced functionalities like real-time scheduling updates, secure communication channels, or custom reporting dashboards. 

A significant factor in the development of healthcare staffing software is ensuring it adheres to strict security and compliance standards. This includes implementing:

• robust credentialing systems to verify licenses and certifications,
• thorough background checks,
• regular training on regulatory requirements,
• secure document management,
• rigorous data encryption,
• regular audits to help maintain the integrity of sensitive information. 

These measures not only ensure compliance with healthcare regulations but also build a reliable and secure platform, fostering trust and supporting the delivery of high-quality patient care.

Our experience

Our team has a strong track record of developing tailored healthcare recruitment software solutions that address the unique challenges faced by agencies.

Custom Human Resources Management System (HRMS)

One of our projects involved creating a custom Human Resources Management System (HRMS) for a home healthcare services provider, designed to streamline recruitment and employee management. This robust HRMS addressed key issues like high employee turnover, complex scheduling, and document management, resulting in a system that improved HR managers' productivity and efficiency. Additionally, the platform was built with future scalability in mind, allowing our client to expand it into a SaaS offering, opening up new business opportunities.

Specialized job board platform for dentists

We also developed a specialized job board platform for dentists, enabling clinics to hire dental professionals for both full-time and temporary roles. Initially, the client came to us with a partially developed platform and concerns about inconsistencies and unresolved issues from previous developers. Our team implemented new features, refined existing ones, and delivered a stable, efficient platform that exceeded the client’s expectations. These projects underscore our commitment to providing customized, high-quality staffing solutions that enhance recruitment processes and support business growth in the healthcare sector.

Conclusion

Healthcare staffing agencies face unique challenges, and a custom software solution can help overcome these by providing streamlined workflows, improved data management, and better candidate and client experiences. A custom-built platform allows you to tailor every aspect of the software to your agency’s needs, delivering long-term operational efficiency and scalability.

If you’re ready to build a healthcare staffing solution, partnering with an experienced development team can make the process smooth and successful, giving you an edge in a competitive and growing market.