Managing locum tenens staffing doesn’t have to be such a headache.

With the right tech tools, you can simplify the process, save time, and improve the overall experience for everyone involved.

In this article, we’ll cover five tips for using technology to make locum tenens management easier.

From scheduling to communication, these tools can make a difference.

Let’s explore how you can use tech to streamline your locum operations and keep things running smoothly.

5 Tips for Leveraging Technology to Improve Locum Tenens Management

1) Implement Scheduling Software to Streamline Shift Assignments and Reduce Overlap

Using technology to manage shift assignments can significantly reduce scheduling conflicts, improve coverage, and help optimize staff availability. It's about precision in allocation and minimizing overlaps that can cost time and money. The right approach will ensure that you’re maximizing the efficiency of your Locum Tenens team without overburdening permanent staff. Here’s a step-by-step guide to streamline shift assignments:

Select a specialized scheduling platform: Choose software built specifically for healthcare staffing. Features like automated shift assignments and real-time updates will be essential. This eliminates manual errors and ensures that the shifts align with both availability and skill set requirements.
Integrate it with your current systems: Connect the software to your existing HR systems to sync data across platforms. This allows you to maintain an up-to-date roster of both permanent and temporary providers. Ensuring seamless data flow will help avoid conflicts.
Set up custom rules and preferences: Customize the system to reflect your staffing policies. This includes shift limits, specific provider preferences, and any restrictions based on skill levels. The more tailored the rules, the smoother the assignment process.
Use predictive analytics: Analyze historical data to forecast future staffing needs. This can help adjust shift schedules well in advance. Relying on predictive insights will prevent overstaffing or gaps in coverage.
Communicate shift changes instantly: Automate notifications so providers get real-time updates when shifts change. This minimizes last-minute confusion and allows both Locum Tenens and permanent staff to adjust quickly.

Insider Tip:

We recommend implementing staggered shifts accounting for peak and low-demand times to enhance the precision of shift assignments. This helps balance workloads efficiently and ensures optimal staffing throughout the day.

2) Use Telehealth Platforms to Extend the Reach of Locum Tenens Providers

Telehealth technology has transformed how Locum Tenens providers extend care, especially across underserved areas. Geographic barriers no longer restrict you. This allows your team to step in remotely and offer vital services with greater flexibility. With the proper setup, telehealth can ensure continuity of care while maintaining operational efficiency. Here's how to make telehealth work seamlessly for your Locum Tenens providers:

Select a HIPAA-compliant platform: Prioritize platforms that meet strict healthcare privacy standards. This is crucial for protecting patient information while maintaining trust. Check for features like secure messaging, video consultations, and integrated patient records.
Set up access for multiple locations: Ensure that your providers can access the platform from any approved location. Locum Tenens may work across different states, so the system must comply with licensure requirements in each region. This keeps you compliant while expanding your reach.
Integrate the platform with existing EHRs: Ensure the telehealth platform integrates with the facility's electronic health records (EHR) to streamline workflows. This helps prevent gaps in patient data and ensures smooth communication between Locum Tenens and permanent staff. Data consistency is key to effective care.
Train providers on telehealth-specific protocols: Equip your Locum Tenens team with training on remote care best practices. This includes managing remote diagnostics, patient communication, and follow-up care. Specialized training enhances both provider confidence and patient outcomes.
Monitor and adjust service delivery: Use the platform’s analytics to track care quality and provider performance. Adjust service protocols based on patient feedback and performance data to continually improve remote care delivery.

Insider Tip:

In our experience, scheduling virtual check-ins between Locum Tenens and the permanent team is essential. This step reinforces alignment, prevents communication breakdowns, and informs both sides of patient needs and institutional updates.

3) Utilize Digital Credentialing Tools to Verify Qualifications Efficiently

Digital credentialing has streamlined what used to be a time-consuming process. This cuts down administrative burdens and reduces delays. It helps you maintain compliance while onboarding Locum Tenens providers faster. The right tools offer more precision and security, keeping your staffing efforts both efficient and compliant. Here’s how to effectively implement digital credentialing for your team:

Select a centralized platform: Choose a platform that allows all credentials to be uploaded, verified, and stored in one place. This eliminates the need for multiple systems, reducing errors and missed steps. A single access point keeps the process smooth and transparent.
Automate credential tracking: Set the platform to notify you of expiring licenses, certifications, and other critical documents. This feature ensures you always stay ahead of renewal deadlines. No last-minute scrambling to update paperwork.
Verify credentials in real time: Use built-in verification tools that cross-check with official licensing bodies and certification boards. Immediate verification helps you avoid delays caused by manual checks and reduces risks of non-compliance. It's vital to ensure every provider is up-to-date and fully qualified.
Create customized workflows: Tailor the platform to reflect your internal credentialing processes. From initial application to final approval, each step should be mapped out and automated wherever possible. This keeps everyone on the same page and avoids bottlenecks.
Provide mobile access for providers: Allow your Locum Tenens staff to upload and update their credentials through mobile devices. This flexibility speeds up the process, letting them manage their documents wherever they are. It's a key convenience for fast-paced staffing needs.

Insider Tip:

We recommend running quarterly audits within the credentialing system to spot discrepancies early. This proactive step allows us to ensure no compliance issues are overlooked, and it helps maintain a smooth operational flow.

4) Leverage Communication Apps to Improve Coordination Between Permanent and Temporary Staff

Effective communication between Locum Tenens and permanent staff is critical for seamless patient care. Without the right tools, information can get lost and lead to misunderstandings or gaps in service. Communication apps tailored to healthcare settings can solve this problem. Here’s how to leverage these tools effectively:

Choose a secure, healthcare-specific platform: Opt for a communication app compliant with HIPAA regulations. You’ll need to protect sensitive patient data while ensuring easy access for authorized personnel. The right app balances security and usability.
Create team-based communication channels: Set up channels for different departments, teams, or cases to streamline conversations. This prevents information overload and keeps discussions organized. Focused channels allow staff to collaborate more efficiently on patient care.
Integrate the app with scheduling and EHR systems: Connecting the app to your scheduling and electronic health records systems allows providers to access patient information quickly. They can coordinate shift changes, share updates, and ensure continuity of care. This integration saves time and reduces errors.
Implement real-time messaging and notifications: Use the app to send instant notifications about critical updates or changes. Real-time messaging ensures everyone stays informed, whether it’s an urgent patient issue or a last-minute schedule adjustment. Immediate communication can prevent delays in patient care.
Train both Locum Tenens and permanent staff: Provide thorough training to all team members on the platform’s features and best practices. This helps prevent confusion and ensures that everyone uses the app effectively. Consistent use by both temporary and permanent staff strengthens team coordination.

Insider Tip:

We suggest setting up weekly “sync” sessions in the app between key Locum Tenens and permanent team members. This step lets you catch potential issues early and refine coordination to enhance patient outcomes and team efficiency.

5) Employ Data Analytics to Track Performance and Optimize Staffing Decisions

Data analytics offers a clear advantage when managing Locum Tenens staffing, allowing you to make informed, strategic decisions that improve efficiency and outcomes. You’re no longer guessing about performance or staffing needs. Instead, you have concrete insights that help you optimize resources and enhance care. Here’s a practical breakdown of how to implement data analytics effectively:

Select a robust analytics platform: Choose a system designed for healthcare staffing. It should allow you to track key performance indicators (KPIs) like patient satisfaction, provider efficiency, and staffing costs. A platform built for healthcare offers the metrics that matter most to your team.
Set specific, measurable goals: Establish clear targets based on what you want to optimize—whether it’s reducing overtime, improving shift coverage, or enhancing provider performance. Align the platform’s data collection with these objectives. Precise goals allow you to interpret data in ways that drive meaningful change.
Use real-time data for proactive decision-making: Analyze current data rather than relying only on historical information. This enables you to adjust staffing levels or provider assignments in response to evolving patient needs. Real-time insights keep your operations agile and responsive.
Track individual provider performance: Monitor the performance of both permanent and Locum Tenens staff. Metrics such as patient feedback, completion rates, and efficiency help identify strengths and areas for improvement. Individual data allows for targeted interventions and support.
Run periodic reviews of staffing patterns: Review long-term data to spot trends and adjust your staffing strategies accordingly. This can reveal opportunities to reduce costs or improve care quality through better scheduling. Regular reviews help refine your approach over time.

Insider Tip:

Focusing on patient feedback data alongside performance metrics provides a clearer picture of provider effectiveness. Combining these insights allows us to match Locum Tenens providers to facilities with the highest impact, both operationally and in terms of patient satisfaction.

Manage Locum Tenens with Ease

Technology is transforming locum tenens management. Integrating the right tools allows you to streamline processes, enhance communication, and reduce inefficiencies.

The future of healthcare staffing relies on how well organizations adapt to these innovations.

Embracing technology today means staying competitive and prepared for tomorrow’s challenges.

With the right strategies in place, you can elevate your locum tenens program and set a new standard for efficiency in healthcare staffing.