What Is VMS Staffing Software? Facility FAQ
Vendor management system (VMS) software is specialized technology that healthcare organizations use to manage relationships with temporary workers and third-party agencies. VMS staffing software provides relevant leadership (such as hiring managers) with a centralized platform for managing, tracking, and auditing many interactions.
Keeping units fully staffed is an ongoing challenge due to the shortage of healthcare workers. Many facility leaders rely on third-party agencies to help fill vacant shifts, but managing contract staff and the agencies that supply them can be quite complicated. Heavy regulations tend to make credentialing a significant administrative burden. Contracting with travel nurses can result in high labor costs that must be tracked and analyzed. A high-quality VMS can address these challenges and more.
If you’re a facility leader who works with multiple staffing agencies, you may be considering the use of a VMS. We’ll answer some of the most frequently asked questions about this software to help you decide whether it’s right for your facility.
What Is a Vendor Management System?
Broadly speaking, a VMS is cloud-based software that provides companies with a centralized platform for managing relationships with non-employee labor and the agencies that source them. Through this system, companies are able to more efficiently vet and oversee any services that are being contracted from external organizations.
What Is a VMS in Healthcare?
In healthcare, a VMS is primarily used to manage contingent talent, which can include both per-diem and contract staff (such as nurses, doctors, and physical therapists) who are hired from third-party agencies. Essentially, a VMS provides a centralized staffing hub for healthcare facilities to more easily:
- Find and contact third-party staffing agencies.
- Onboard and offboard contract staff.
- Manage payroll services for temporary staff.
- Fill vacancies from a centralized talent pool.
- Audit the performance of temporary staff.
What Are Some of the Top VMS Systems?
Platforms that focus on compliance and efficient onboarding are often preferred. While there are many different suppliers on the market, each platform offers slightly different tools and services. VMS system examples that are popular currently include BlueSky, CENTRAFI, and Workday VNDLY.
How Do Healthcare Vendor Management Systems Work?
Facilities must contact and purchase VMS software from a supplier of their choice and set it up for use. Once the software is activated, facilities will have a centralized and automated system to manage all of their third-party vendor interactions and relationships.
Each healthcare VMS supplier typically has its own process of helping facilities integrate the software into their operations. Contacting several different suppliers and requesting live demos can help you find a supplier that best meets the needs of your facility.
What Is the Difference Between an MSP and a VMS?
Some healthcare facilities also use a managed service provider (MSP) to help streamline staffing services. Unlike a VMS, which refers to a type of technology, an MSP refers to a team of real people that’s supported with technology. An MSP is essentially a third-party business that takes over the staffing workflow at a healthcare organization. They may even use a VMS to supply their own services.
What Are the Benefits of Using a VMS?
A VMS can offer many benefits for facilities that frequently hire staff from third-party agencies. In addition to the advantages listed below, some platforms come with additional VMS tools, such as automated scheduling resources. When comparing software, read reviews and speak to company representatives to learn about unique functions.
|
|
|
|---|---|
|
Increased Efficiency |
Having an automated, centralized staffing platform allows facilities to easily connect with staffing agencies and fill shifts more efficiently. |
|
Cost Savings |
By minimizing the need for repetitive, administrative tasks like onboarding and candidate screening, facilities can save money through improved productivity. |
|
Flexibility and Scalability |
VMS staffing solutions can adapt to changing staffing needs and be used across several different departments at a facility. |
|
Informed Decision-Making |
A VMS unlocks access to centrally stored, electronic data. This allows facilities to make more data-driven decisions about their staffing strategies. |
|
Improved Regulatory Compliance |
A VMS allows facilities to centrally store staff certifications, contracts, and credentials. This helps reduce the risk of being non-compliant with staffing regulations. |
What Are the Drawbacks of Using a VMS?
While a VMS can bring many benefits to facilities, it can also pose some challenges. Below are a few common drawbacks of utilizing a VMS system for staffing:
|
|
|
|---|---|
|
Initial Start-Up Costs |
While a VMS is designed to help reduce administrative costs over time, the initial start-up costs of purchasing the software and training staff can be high. |
|
Risk for System Failures |
Any significant issues with the technology can cause a disruption to day-to-day operations. |
|
Low Quality Vendors |
Some vendors might fill their systems with unqualified or mismatched staff to fill quotas. This can make it more difficult to find quality services. |
|
Less Personal Interactions |
Automation can reduce the need for personalized interactions with contract staff, which may inhibit relationship building. |
|
Training Burden |
The adoption of new technology can be confusing, and staff must be thoroughly trained before its efficiency can be maximized. |
Find a Customized Staffing Solution That Works for You
Building a healthcare team comes with challenges, and using VMS staffing software is one way to ease that burden. Looking for more ways to build a high-performing team? Connect with us today and discover how we can help you consistently fill your shifts with reliable and quality nursing staff.