Healthcare organizations are increasingly turning to contingent workers to address fluctuating staffing needs, but the key to success lies in how well these clinicians are integrated into existing teams. When done effectively, the seamless integration of contingent staff doesn’t just fill gaps — it boosts operational efficiency, enhances team collaboration, and improves patient outcomes. At Medely, we’ve seen healthcare facilities reduce last-minute staffing gaps by up to 96% and cut labor costs by 16% by adopting more agile staffing strategies. The secret isn’t just finding the right professionals — it’s ensuring they’re set up for success from day one.
From my experience working with healthcare facilities across the country, I’ve seen that the most successful organizations treat contingent workers not as outsiders, but as extensions of their core teams. Here are some of the key operational strategies that make that possible:
1. Standardize onboarding and orientation
A smooth start is critical to ensuring contingent workers can hit the ground running. Standardizing onboarding processes by covering key protocols, facility layouts, EMR systems, and communication channels can minimize downtime and maximize efficiency from day one. Many of our customers have found success by creating digital resources or quick-reference guides that contingent clinicians can access before and during their assignments.
Building a pool of familiar professionals also helps streamline the process, reducing the need for constant retraining while ensuring a more consistent, high-quality patient experience. This approach not only enhances efficiency but also provides greater flexibility—allowing facilities to tap into their contingent pool for per diem shifts, not just long-term contracts. By moving beyond the traditional view of contingent labor as strictly travel contracts, healthcare organizations can create a more agile workforce that adapts to their evolving needs.
2. Foster real-time communication
Clear communication is the backbone of any efficient team, and this holds especially true when integrating contingent staff. Leveraging centralized communication tools, like team messaging apps or shared task boards, ensures everyone is aligned on patient care plans, task delegation, and urgent updates. Quick access to these tools reduces misunderstandings and helps contingent workers quickly find support when needed.
The facilities that prioritize communication see faster alignment between staff and contingents — and it pays off. Teams that implement structured communication workflows report fewer delays and smoother collaboration, even during high-demand periods.
3. Assign a point of contact
Designating a team member as the go-to resource for contingent clinicians creates a smoother workflow. This point of contact can answer questions, provide feedback, and help address challenges in real time — creating a sense of stability and continuity for the entire team.
4. Align scheduling process
Operational efficiency is closely tied to scheduling. Integrating contingent staff with the hospital’s internal scheduling ensures that staffing levels align with patient demand. Automating this process, where possible, reduces administrative burden while offering transparency across the team.
We’ve seen customers dramatically cut down the time it takes to fill shifts, sometimes from hours to minutes, by centralizing shift requests and giving managers more visibility. Automating this process doesn’t just speed things up — it reduces the risk of errors and helps facilities stay ahead of staffing needs.
5. Gather feedback and iterate
Continuous improvement is key. Gathering feedback from both full-time staff and contingent workers helps identify roadblocks and opportunities for refinement. Hospitals that regularly assess and optimize their integration processes can adapt more effectively to evolving patient needs and staffing dynamics.
One thing I always recommend is building feedback into regular workflows, whether through quick surveys or debriefs after shifts. These insights not only improve the experience for contingent workers but also help full-time teams work more seamlessly alongside them.
The bottom line: operational efficiency starts with inclusion
Contingent clinicians are a vital part of the healthcare workforce. When hospitals and health systems integrate these professionals effectively, the entire team becomes more agile, resilient, and capable of delivering better care — no matter the circumstances.
“What stood out to me was how quickly Medely pros adapted. They came in ready to work, already highly skilled, and fit right into our team. Many of them became our go-to professionals, and we now rely on them as part of our extended team.” — Angela Benoit, Chief Nursing Officer, Townsen Memorial Hospital
At Medely, we’ve seen firsthand how operationalizing these strategies doesn’t just support contingent staff; it streamlines workflows for everyone. And in healthcare, every operational gain translates into more time for what matters most: patients.
Medely makes it easy to build and maintain a pool of trusted professionals, so your team can quickly tap into familiar, high-quality clinicians for both per diem and longer-term needs.
Discover how Medely can help your team seamlessly integrate contingent staff and improve operational efficiency.
