Custom Healthcare Staffing Software Development

Our custom staffing software integrates with your hospital’s IT systems without needing infrastructure changes.

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How Custom Software Can Optimize Healthcare Staffing

Healthcare staffing software offers a powerful solution for both facilities and agencies. Tailored to address specific needs and optimize efficiency, this software streamlines the entire staffing process, ensuring compliance, cost-effectiveness, and quality patient care.

Custom-designed medical recruiting software caters to individual needs, roles, policies, and workflows. This includes features like automated scheduling, real-time dashboards for informed decisions, integrated HR and payroll systems, and budget planning based on patient demand.

Together, healthcare facilities and agencies experience improved efficiency, cost optimization, enhanced compliance, quality patient care, and increased staff satisfaction. 

To ensure an ideal fit, our expert team can design and build HIPAA-compliant medical HR software tailored to your specific needs.

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Key Features of Hospital Staffing Software

Good customized medical staffing software helps healthcare organizations plan staff numbers and schedule shifts better to give good patient care.

Staff Database Management

It is a central repository for managing current human resources data. This data includes credentials, skills, experience level, availability, completed training, and compliance status.

Automated Scheduling

Allows the optimization of staff schedules based on demand patterns and labor budget targets while considering individual preferences and experience requirements to meet patient care needs.

Shift Bidding and Preferences

The module allows staff to view open shifts and request specific ones. The requests are based on their preferences and availability. The system uses the requests to make schedules.

Time Tracking and Attendance

It lets admins set schedules with clock-in/out times and breaks. It tracks actual attendance data and uncovers problems and guides future schedule planning.The goal is to make schedules more reliable.

Leave and Vacation Planning

It allows admins and staff to submit and manage planned extended leaves far in advance. This enables longer-term schedule adjustments that reduce the risk of understaffing.

Budgeting and Cost Analysis

The reports compare budgeted staffing expenses to actual expenses. They cover regular wage rate costs and overtime wage costs. They help guide optimal budget planning.

Reporting and Analytics

The module generates reports and displays customizable metrics in real-time, like staff-to-patient ratios, overtime spending, or adherence to schedule to pinpoint problem areas to improve operations.

Mobile Optimization

Supports convenient access for all staff members on mobile devices to view schedules and submit availability or shift change requests from anywhere at any time using a responsive interface.

Demand Forecasting

For better schedule planning, use statistical and machine learning techniques to predict future staffing needs during various cycles, such as seasonal fluctuations and holidays.

Integrated Communications

Provides in-system communication channels for administrators and staff members to send messages regarding shift changes, shift requests, call-outs, question resolution, and other updates.

Skills Management

Maintains staff skills profiles so it’s easier to match unit requirements during schedule creation to ensure the most qualified staff are assigned to each area.

Compliance Tracking

Enables admins to track expiry and renewal dates for compliance requirements like licenses, trainings, and immunization status to ensure standards are kept up-to-date according to hospital policies.

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Benefits of Custom Hospital Staffing Software

Custom hospital staffing software development provides numerous advantages over generic systems or manual processes when managing healthcare staffing needs and issues. Some key benefits include:

Reduced Compliance Risk

Medical recruitment software can incorporate robust validation rules, checks, and controls to ensure scheduling and staff assignments comply with healthcare regulations, internal policies, union rules, and ratios. This minimizes audit risks and issues from licensing, skills, and schedules.

Powerful Reporting

Extensive reporting capabilities and analytics provide actionable visibility into staffing KPIs and trends. Metrics on demand, costs, FTEs, skills, scheduling effectiveness, and more empower optimized workforce planning and data-driven decisions to control costs.

Flexible Configuration

The high configurability allows customization to the organization’s unique workflows, job roles, skills taxonomy, policies, staff types, locations, and other specifics for optimal staffing management.


The organization evolves with additional locations, employees, job types, schedules, and complexity. So, the therapy staffing software platform can scale up in capabilities and capacity cost-efficiently, ensuring high performance supports growth.

Optimized Scheduling

Automated scheduling tools match required roles and skills to available staff for each shift, greatly enhancing assignment accuracy and efficiency. It allows manager overrides, balances labor costs, policy adherence, and job preferences.


The software connects HRIS, payroll, EMR/EHR, and time and attendance systems. It enables efficient two-way data sharing across platforms for seamless workflows. Staff data remains in sync across systems, with no duplicate manual entry.

Data-Driven Decision-Making

Putting robust analytics on staffing patterns, costs, patient demand, and other workforce metrics allows data-informed decisions on improving productivity, care quality, and planning optimum staff levels and budgets for temporary and permanent needs.

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How We Develop Custom Hospital Staffing Software

Our custom software development process for healthcare organizations includes four key phases engineered to deliver flexible solutions tailored to unique staff scheduling needs:

Step #1. Discovery Phase

We start projects by interviewing stakeholders and surveying end-users. We also audit current tools and manual processes. We analyze pain points and outline clear business goals. This lets us make an accurate concept. It fits the workflow priorities and needs of different hospital staff roles.

Step #2. Design and Architecture

Once the Discovery phase is over, we use the info to design flexible, scalable, and interoperable solutions. This includes mapping out server infrastructure and database schemas. Also, it includes API layers to connect with hospital systems. And modular microservices-based components to support critical functions. We also create user experience storyboards catered to the various staff personas that will use the platform.

Step #3. Development and Testing

Depending on the requirements, we may develop the solution in rapid sprints, regularly demonstrating module functionality to users to incorporate user feedback. Every piece of software we build then undergoes extensive QA, including unit, integration, and regression testing across devices before release.

Step #4. Deployment and Maintenance

Once the staff scheduling solution meets all conditions and acceptance criteria, we also handle technical integration with incumbent systems, deployment on secure managed infrastructure, ongoing application support, and maintenance and enhancements to address emerging needs.

Cooperation Models For Healthcare Staffing Software Development

Time and Materials Model

We charge based on the hours our software engineers work on your project. Any direct expenses we incur are also billed. This model fits smaller-scale or short-term initiatives that have fluctuating needs.

Dedicated Team

We assemble a software development team that works exclusively on your software project for a fixed monthly rate. This model is well-suited for long-term, complex initiatives requiring constant development work.

Project-Based Pricing

We provide a defined scope of work. It includes price quotes for delivering healthcare software projects by a target deadline. This lowers cost risks for clients who have concrete requirements. Changes in scope may alter pricing.

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Healthcare Staffing Software Integrations We Implement

Our team specializes in reliably interfacing staff scheduling systems with other critical hospital platforms. We implement secure, bidirectional integrations with:

Payroll Integration

We help vendors to enable reliable, bidirectional data flows from staff schedules and hours worked data into billing software for staffing and payroll processing systems. You can accurately generate payments aligned with hours worked, overtime hours or differential rates.

Electronic Health Record (EHR) Integration

Empeek’s team designs a secure integration layer to share relevant staff credentialing data between EHR system and scheduling application to validate assignments against certification requirements in real-time during scheduling.

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Staffing Agency Integration

Proper integration exchanges data on supplemental, temporary workers and contractors secured from external healthcare staffing agencies. The goal is to simplify demand planning and scheduling complexities stemming from managing internal and external staff in a single solution.

Hospital Management Systems

Robust integration synchronizes physician, nurse, and medical support staffing data with patient intake, admissions, and bed management platforms to match staffing levels optimally to patient care demands.

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Staff Health and Wellness Programs

This integration connects staff scheduling apps with existing platforms. It helps to manage confidential employee health data like immunization status or sick days used from banked time to feed data that maintains safety and informs schedule creation.

Staff Performance Management Systems

Draws in healthcare professional competency ratings, required skills for specialty units, completed training data, and continuing medical education records from existing talent management platforms to better align the highest performing resources.

Telehealth Platforms

This integration enables the merge between physician schedules that are maintained in the automated scheduling system with telemedicine applications to reflect availability windows for virtual consults accurately.

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  • Shared notes, tasks, and notifications for care team members.
  • Dashboards and reporting on client cases and team activities.


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What Clients Say

I am most impressed with the high quality of design and development, which is really important to us.  They have designed the product to be extensible, with a solid base and architectural backend to allow for product implementation and design scaling. Also, the product hasn’t been buggy at all, so we can support it without difficulty.

As an ongoing partner, they continue to dedicate a communicative, highly skilled team that meets deadlines and stays on budget.

Nathaniel Weiss, CEO at VelloHealth

We were building an MVP that will eventually serve as a full personal health record (PHR) solutions platform. The quality of their work was excellent. They’re a very smart, informed company that understands how to create a functionally-sound platform. They provide accurate cost estimates and timelines, which is very helpful as well. I enjoyed working with them. 

Jessica Blanding, Owner at Text and Online Counseling

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Benefits of Working with Our Team of Medical Developers

Selecting the right technology partner is crucial when undertaking healthcare IT initiatives. Here are some key reasons to consider our specialized healthcare software development team:

Healthcare Industry Expertise

Our team has lots of experience in clinical environments. We have also spent years designing, developing, and integrating software solutions. We work with unique workflows, challenges, and rules in healthcare. They vary across the ecosystem — from core clinical systems to emerging health IoT platforms.

Flexible Engagement Models

We offer varied cooperation models to meet diverse client requirements. These include time and materials arrangements for variable-scope projects, dedicated development teams for long-term initiatives, and project-based pricing for well-defined requirements. This spectrum of engagement models aligns with organizations’ budgets, timelines, and ongoing development needs.

Dedicated Account Management

Skilled account managers are assigned to collaborate with each client as an integrated part of their team throughout the project lifecycle. These client partners provide ongoing guidance, facilitate collaboration between business users and technical teams, convey status reports, flag potential issues early, and ensure initiatives progress smoothly according to objectives.

Get Started with a Free Consultation

Our free consultation process is designed to help us better understand your unique healthcare business needs and develop a customized recommendation for your software and IT initiatives:

Set Up a Call

We will schedule an introductory call with you at your convenience to discuss your organization’s specific healthcare business needs, objectives, issues impacting business performance, key workflows, and inefficiencies.

We’ll Provide Recommendations

Based on insights into your healthcare operations from the call, we develop and present an approach and set of tailored software recommendations to address your specific workflow requirements and issues to help achieve your business goals.

No Cost or Commitment

Our complimentary consultation is with no obligation or commitment to proceed with a project required. It focuses on gaining insights into your needs so we can outline the most viable healthcare IT strategy aligned with your operational environment.

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How much does healthcare staffing software development cost?

The cost of custom staffing software depends on many variables. Factors such as the software’s complexity, needed features, chosen technology, and the team’s location and expertise add to the cost. So do any custom integrations. Contact us for a more precise estimate tailored to your project requirements.

What is medical staffing software?

Medical staffing software is a technology designed for healthcare organizations to better manage their clinical and non-clinical workforces. It’s an enterprise solution that streamlines and automates complex staffing tasks. 

What are the legal and regulatory requirements for medical staffing software?

Medical staffing software must follow many laws and rules. These are about privacy, security, and accessibility. Some key legal and regulatory requirements include:

  • HIPAA compliance. Medical staffing software that handles or transmits protected health information (PHI) must comply with the Health Insurance Portability and Accountability Act (HIPAA) and its privacy and security rules. This includes implementing PHI safeguards, HIPAA-compliant business associate agreements, and more.
  • ADA compliance. Medical software must comply with the Americans with Disabilities Act (ADA) by being accessible to those with disabilities. This can mean building in compatibility with screen readers, keyboard navigation, and more.
  • Data privacy laws. Various federal and state laws govern user data privacy that medical software may collect or transmit. Software must comply with laws like California’s CCPA, Virginia’s CDPA, and others based on users’ location.

Licensing requirements. Some healthcare software may need special licensing. Or, it may need special credentials to use legally. Staffing software vendors must follow any relevant licensing rules.

What are the essential features of medical staffing software?

Medical staffing software is designed to help healthcare facilities to manage their staffing and personnel issues well. Some critical features are:

  • Staff database management
  • Automated scheduling
  • Shift bidding and preferences
  • Time tracking and attendance
  • Leave and vacation planning
  • Budgeting and cost analysis
  • Reporting and analytics
  • Mobile optimization
  • Demand forecasting 
  • Integrated communications
  • Skills management
  • Compliance tracking

How do you ensure data security and HIPAA compliance in medical software development?

Robust data security and complete HIPAA compliance is critical in our medical software development. Some of our key approaches include:

  • Encryption. All PHI data transmission and storage in our software uses high-grade encryption. It leverages protocols like AES-256 bit and TLS 1.2+ to stop unauthorized access.
  • Access controls. The controls are based on least-privilege principles. They limit PHI data access to authorized staff. All access is logged.
  • Testing & audits. We conduct extensive security testing. This includes penetration testing, risk analyses, and simulated attacks on our software and cloud infrastructure. External HIPAA audits are done.
  • Cloud infrastructure. Our cloud platform employs enterprise-grade physical and application security layers for DDoS protection, network security, access control and more.

Contracts. We maintain business associate agreements and vendor contracts to HIPAA standards. This ensures that partners protect PHI.

What are the common pitfalls to avoid when developing medical software?

Developing robust medical software presents some unique challenges. If you do not overcome them, you could undermine the end product’s quality, security, and compliance. Some significant pitfalls are:

  • Inadequate testing. Testing must be rigorous. It must cover interfaces, interoperability, usage workflows, devices, and compliance. Taking testing lightly can lead to patient safety issues down the line.
  • Lack of clinical input. Failing to include clinician perspectives early and throughout development can make products impractical for medical use. This leads to poor adoption.
  • Security. Bolting on security too late in the process opens major holes in HIPAA/HITECH compliance. Privacy and encryption should be baked into the foundations of product architecture.
  • Ignoring accessibility. Ensuring those with disabilities can effectively use the software avoids excluding user groups or potential ADA issues. Prioritizing accessibility is key.

Data silos. Software that does not readily share essential data with facility EHR and systems creates major efficiency and continuity-of-care challenges for providers. APIs are key.

What are the customer support and maintenance requirements for medical staffing software post-launch?

Robust customer support and regular maintenance is crucial for medical software to deliver ongoing value. Some key requirements include:

  • 24/7 support. Having 24/7 multichannel technical support is vital for critical healthcare systems that operate around the clock.
  • Regular updates. Regular and well-planned software updates and patches ensure continuous security, performance, bug fixes and new capability rollouts based on the latest clinical workflows.

Custom integration. Support for integrating with existing healthcare IT systems via APIs and interfaces is key for usability within complex hospital ecosystems.

How do you ensure interoperability with existing healthcare systems and electronic health records (EHR) platforms?

Compatibility with existing health IT systems is essential for strong medical staffing software solutions. 

The staffing software has open APIs and connectors. They allow two-way data sharing with systems like EHRs, HRIS, scheduling, payroll, and time & attendance software. Industry standards like HL7 and FHIR support easy data transmission between systems. They do this per facility preferences. The endpoints and payloads are configurable. They are configured for sending or receiving specific staffing data to or from the integrated platforms. This configuration is based on use case needs.

On the user interface side, single sign-on allows seamless access to the staffing system and EHR. Contextual embedding will show relevant widgets or info on other platforms. It’s for clinical staffing insights without changing systems. Robust integration testing validates accuracy and performance before going live. Our tech team works with hospital IT leads. They ensure tight, flexible integration. It covers bedside clinical systems and back-office platforms. This creates a single data system. It gives hiring managers, schedulers, and staff access to workforce information. It makes staffing workflows smoother across the whole hospital.

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