Leveraging Technology to Improve Locum Tenens Management
Locum tenens staff can provide significant support and value to healthcare facilities. This staffing model — based on hiring medical staff on a temporary basis to fill gaps — is growing in popularity every year, with a global market size predicted to reach around USD 19.74 billion by 2034.
While locum tenens can help hospitals cover periods of high demand, it also poses some organizational challenges. But managing locum tenens staffing doesn’t have to be a headache.
With the right tech tools, you can simplify the process, save time, and improve the overall experience of your healthcare organization. In this article, we’ll cover five tips for using technology to make locum tenens management easier.
Let’s explore how you can use tech to streamline your locum operations and keep things running smoothly.
What Is Locum Tenens Management?
Locum tenens management involves organizing temporary staffing for healthcare facilities, typically to fill gaps left by absent or vacant permanent staff. In this system, qualified physicians, nurse practitioners, and other healthcare professionals step in on a short-term basis to ensure that patient care continues without disruption.
Locum tenens, which translates from Latin as "to hold the place of," has become a vital approach in the healthcare industry, particularly in settings with high demand, such as hospitals and rural clinics.
For hospitals, effective locum tenens management is a key part of maintaining consistent care standards. With the current physician shortage and increasing demand for healthcare services, hospitals rely on locum tenens professionals to cover unexpected absences, seasonal fluctuations, and specialized care needs.
As a side note, here’s how locums are used to scale medical services:
40%: To meet increased patient demand
28%: To supplement staff during peak periods
25%: To maintain services while transitioning their organization model
17%: To maintain flexibility to upsize or downsize staff as needed
4%: To test market a new service
Why Improve Locum Tenens Management?
Improving the management of locum tenens allows hospitals and other organizations in the locum tenens sector to ensure seamless operations and exceptional patient care. Here are several reasons why you should refine your approach to locum tenens staffing:
Better patient care and continuity: By optimizing the management of locum tenens, hospitals can maintain appropriate staffing levels, reducing gaps and ensuring high-quality care. In one study, 40% of healthcare facilities said they hire locums to meet increased patient demand. When locum tenens professionals are well-managed and effectively integrated, patients experience fewer disruptions, leading to improved health outcomes and higher satisfaction.
Cost efficiency: Efficient management of locum tenens helps healthcare facilities control costs associated with temporary staffing. Streamlining scheduling, onboarding, and credentialing processes minimizes administrative expenses and reduces overtime costs for permanent staff, allowing for better allocation of resources.
Reduced physician burnout among permanent staff: A well-managed locum tenens program alleviates the workload of full-time healthcare workers, which decreases the risk of burnout. Ensuring locum tenens professionals are available when needed allows permanent staff to maintain a balanced workload and focus on delivering exceptional patient care.
Compliance and risk management: Effective management of locum tenens ensures that professionals meet the necessary credentialing and licensing standards, reducing compliance risks. Standardized protocols and accurate tracking of qualifications help healthcare facilities maintain high-quality care while avoiding legal and regulatory issues.
5 Tips for Leveraging Technology to Improve Locum Tenens Management
If you want to achieve those benefits, you need to improve your locum tenens management. Technology can help, and we’ll discuss exactly how.
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 staffing gaps 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.
To streamline shift assignments, first select a specialized scheduling platform.
Choose software built specifically for healthcare staffing, like Shiftboard or When I Work. Features like automated shift assignments and real-time updates will be essential to eliminate manual errors and ensure that the shifts align with both availability and skill set requirements.
In fact, facilities that utilize such software have reported a 20% decrease in labor costs and an 8-fold increase in time saved on scheduling tasks.
Then, integrate your software with your current systems. Connect it 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.
The next step is to set up custom rules and preferences 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.
Predictive analytics can be a powerful tool here.
Analyze historical data to forecast future staffing needs. This can help adjust shift schedules well in advance. Remember to 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.
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.
To make telehealth work seamlessly for your locum tenens providers, prioritize platforms like Mend or Doxy.me 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.
Pro tip: Make sure to set up access for multiple locations so 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.
If you have existing electronic health records (EHRs), make sure the telehealth platform integrates with them to streamline workflows. This helps prevent gaps in patient data and ensures smooth communication between locum tenens and permanent staff.
You should also 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.
Finally, use your chosen 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.
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, like MedTrainer, 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.
“MedTrainer customers complete credentialing an average of three weeks faster per provider compared to those using traditional methods.” - MedTrainer
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.
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, leading to misunderstandings or gaps in service.
Communication apps tailored to healthcare settings, like Connecteam and TigerConnect, can solve this problem.
To leverage these tools effectively, opt for a communication app that’s 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.
Your first move should be to set up channels for different departments, teams, or cases to streamline conversations. This prevents information overload and keeps discussions organized. 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.
Use your chosen 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.
It’s important to provide thorough training to all team members — including both permanent and locum tenens — on the platform’s features and best practices. This helps prevent confusion and ensures that everyone uses the app effectively.
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) Use 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 decisions that improve efficiency and outcomes. With an innovative approach, you’re no longer guessing about performance or staffing needs. Instead, you gain concrete insights that help optimize resources and enhance care delivery.
Here’s a practical breakdown of how to implement data analytics effectively:
Select a robust analytics platform: Choose a digital platform designed for healthcare staffing, like Locumsmart. Your chosen system should allow you to track key performance indicators (KPIs) such as patient satisfaction, provider efficiency, and staffing costs. Platforms that integrate artificial intelligence offer advanced predictive capabilities, enabling more strategic adjustments to staffing patterns. For instance, AI-driven analytics have improved the forecasting accuracy of locum tenens needs by 40%.
Set specific, measurable goals: Establish clear targets based on what you want to optimize—whether it’s improving shift coverage, enhancing provider performance, or streamlining recruitment efforts. Align the platform’s data collection with these objectives for actionable insights. Precise goals help ensure your innovative approach drives meaningful improvements.
Use real-time data for proactive decision-making: Leverage current data instead of relying solely on historical information. This empowers you to adjust staffing levels or provider assignments in response to evolving patient needs. For facilities utilizing Telemedicine platforms, real-time insights are particularly critical for aligning virtual care staffing with patient demand.
Track individual provider performance: Monitor the performance of both permanent and locum tenens staff through metrics such as patient feedback and satisfaction, completion rates, efficiency, or patient access. A digital platform equipped with artificial intelligence can automate performance tracking, making it easier to identify strengths and address improvement areas with precision.
Pro tip: Run periodic reviews of staffing patterns. Analyze long-term data to identify trends and adjust strategies accordingly. For example, periodic reviews can highlight opportunities to optimize recruitment efforts or reduce costs through more effective scheduling. Regular reviews, supported by your innovative approach, help refine your staffing strategies over time.
Common Challenges in Adopting Locum Tenens Management Tools (and How to Solve Them)
Adopting locum tenens management tools can significantly streamline temporary staffing, but implementing these tools often comes with challenges. Here are a few common obstacles and strategies for overcoming them:
Internal resistance to new systems: Healthcare staff may be hesitant to adopt new technology due to the learning curve or concerns about changes to established workflows. To address this, facilities can focus on change management strategies, such as providing training, highlighting the benefits of the new system, and encouraging feedback from staff.
Data integration difficulties: Many healthcare facilities rely on multiple systems for scheduling, payroll, credentialing, and patient records, which can create integration challenges. A potential solution is to choose locum tenens management tools that offer compatibility with existing systems or use middleware to make data transfer easier.
Ensuring data security and compliance: Locum tenens management tools often handle sensitive staff and patient data, so data security and regulatory compliance is critical. To address this, healthcare facilities should prioritize tools that meet industry standards for data protection, such as HIPAA compliance. You should also implement regular audits and ongoing monitoring of the tool's security features.
High implementation costs: The initial investment for locum tenens management tools, including software, training, and system integration, can be high. You can alleviate this by selecting scalable tools that allow incremental upgrades and spreading the implementation in phases. Additionally, highlighting the long-term cost savings from efficiency gains can help justify the upfront costs to stakeholders.
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, and embracing technology today means staying competitive and prepared for tomorrow’s challenges.
Follow the strategies we outlined here to build a much stronger locum tenens program and be far better prepared for uncertainty and changes in demand.
Frequently asked questions
What is the highest-paid locum tenens specialty?
Neurosurgery is among the highest-paid locum tenens specialties, with neurosurgeons earning between $300 to $400 per hour, and rates reaching up to $5,000 per day when addressing stroke patients.
What is the CMS policy for locum tenens?
The Centers for Medicare & Medicaid Services (CMS) allows regular physicians to bill for services provided by substitute physicians under specific arrangements. These include reciprocal billing and fee-for-time compensation arrangements, formerly known as locum tenens. Under these policies, the regular physician can bill and receive payment for the substitute's services, provided certain conditions are met, such as the absence of the regular physician and a time limit on the substitution period.
What is the profit margin for locum tenens?
Profit margins for locum tenens staffing agencies can vary widely based on factors like specialty demand, assignment duration, and operational costs. While specific profit margins are proprietary and not publicly disclosed, the locum tenens industry has experienced growth, indicating a profitable sector. Healthcare facilities often find locum tenens staffing a cost-effective solution to address temporary staffing needs.
What is the future of locum tenens?
The locum tenens industry is projected to continue growing due to ongoing physician shortages, increasing healthcare demands, and the desire for flexible work arrangements among healthcare providers. Advancements in telemedicine and digital credentialing are also expected to expand locum tenens opportunities, allowing providers to offer services across broader geographic areas.
What is the locum tenens staffing model?
The locum tenens staffing model involves healthcare facilities hiring temporary physicians or advanced practice providers to fill short-term vacancies. This model addresses staffing gaps due to factors like physician vacations, medical leave, or recruitment challenges. Locum tenens providers offer flexibility and continuity of care, ensuring that patient services remain uninterrupted during periods of staffing shortages.
