5 Must-Have Features when Choosing a VMS for Healthcare

With the surge in contingent labor usage within the Healthcare and Hospital sector, many Healthcare Organizations are turning to VMS solutions to enhance their management of the contingent workforce. In this article, we look into the essential features to consider when selecting a Vendor Management System (VMS) for Healthcare. In this article, we look at the role a VMS plays in the Healthcare sector and what features you should look for when choosing the right VMS for your organization.

The Need for a Staffing Automation in Healthcare

According to the recent Staffing Industry Analysts (SIA) Healthcare Benchmarking Survey, the contingent labor market in the Healthcare Industry has experienced remarkable growth, tripling in size in recent years. With this rapid expansion, more Healthcare organizations are turning to Vendor Management Systems (VMS) to streamline the management of their contingent workforce.

The surge in the Healthcare sector underscores the urgent need for automation in procurement and HR processes concerning this workforce. This is where a VMS (Vendor Management System) can truly revolutionize your organization. While a VMS offers standard procure-to-pay functionality, it is crucial for healthcare providers to ensure that the VMS meets their specific requirements to maximize its benefits.

What is VMS in Healthcare?

A Healthcare Vendor Management System (VMS) can be instrumental in addressing the healthcare staffing shortage. Healthcare providers should invest in a VMS to streamline the administration of contingent labor. Such platforms can handle rostering, time-tracking, and payroll efficiently, allowing the management to focus on patient care rather than administrative tasks.

The Top 5 Functionalities for a Healthcare VMS

Here are the essential top five functionalities that Healthcare organizations should prioritize when selecting Healthcare VMS software:

1 - Advanced Scheduling Tools

For the healthcare sector, a VMS should offer powerful scheduling features to manage shift planning, handle last-minute coverage, and cater to long-term scheduling needs. Real-time visibility into staffing levels is crucial to ensure seamless coverage for all shifts, allowing for quick adjustments in case of cancellations or unexpected absences.

2 - Timekeeping

Accurate timekeeping functionalities play a vital role in ensuring precise payroll and billing processes. The system should seamlessly support electronic time capture methods to minimize errors and allow for the submission of various expenses incurred within the healthcare industry, including travel and per diems.

Moreover, your VMS should offer effortless integration with clock and payroll systems to streamline the compensation process for contingent staff, guaranteeing prompt and precise payment.

3 - Compliance Management

Many healthcare organizations have dozens of credentialing requirements. Your VMS should be able to accommodate this level of onboarding requirements as well as integrate with healthcare backcheck providers like Karma Check. The VMS needs to support ensuring that all contingent workers meet healthcare-specific compliance standards.

These features should facilitate the tracking and management of certifications, immunizations, and background checks.

4 - Healthcare Reporting and Analytics

A VMS should provide basic reporting, but it should also give the user the ability to create and save their own reports and provide specific healthcare workforce reporting.

If your VMS provider has an Open API – the best in class – this gives your organization the ability to get the raw data out of the system so you can then create your own reports.

5 - Industry Experience

You need to validate if a VMS provider has experience supporting healthcare providers and understands the nuances of contingent workers in the healthcare space. This will make setup, implementation and ongoing support better and aligned to your specific needs

Additional Reading on Vendor Management Systems for Healthcare

Conexis VMS: Built for the Healthcare Industry

Not all VMS platforms are designed for clinical environments. Many were built for IT or professional services procurement and later adapted for healthcare.

Conexis VMS was built with shift-based, contingent-heavy industries in mind. The Healthcare sector demands specialized tools to effectively manage its contingent workforce.

We stand out with our tailored VMS functionality designed to meet the unique needs of the healthcare industry. From resource pooling to job assignments, managing work shifts, and handling per diem billing. Conexis makes the process of sourcing, managing, and compensating both clinical and non-clinical staff members easier; making it a valuable asset for healthcare organizations. Read more at Conexis VMS for Healthcare

1 - Purpose-Built for Shift-Based and Per Diem Workforce Management

Conexis VMS supports:

Open shift management
Department-level shift visibility
Per diem billing workflows
Floating staff across units
Structured internal-first release rules

This is critical for hospitals, long-term care facilities, and regional health systems managing fluctuating patient volumes.

2 - Internal Resource Pooling to Reduce Agency Spend

Our resource pooling functionality allows you to:

Build and manage internal float pools
Automatically prioritize internal staff
Track cost savings from internal utilization
Maintain agility without overspending on agencies

For mid-market healthcare systems, controlling agency spend can deliver immediate financial impact.

3 - Healthcare-Focused Compliance Controls

Conexis VMS enables:

Automated credential tracking
Expiration alerts
Real-time compliance flags
Audit-ready documentation storage
Configurable do-not-rehire tools

This protects your organization during accreditation reviews and regulatory audits.

4 - Open API and Modern Tech Stack

Unlike legacy VMS platforms, Conexis VMS is built on a modern architecture with open APIs, allowing integration with:

HRIS systems
Payroll platforms
Scheduling tools
ERP systems
Time and attendance systems

Additional Resources - Free Guide

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About Conexis VMS

Conexis is an award-winning vendor management system built for organizations that want the power of enterprise software without the complexity or cost.

Leveraging the latest technology, Conexis delivers the expertise, reliability and security of enterprise systems, while offering the flexibility, user friendliness and tailored, personal service you require. Learn more about our Company and why organizations Choose Conexis VMS.

Why Leading Companies Choose Conexis VMS

Here’s why we're the right choice:

Fast Deployment: Get up and running in weeks, not months
Transparent Pricing: Flexible pricing with no hidden costs
White-Label Ready: Customize the platform with your brand
Real-Time Insights: Make faster decisions with built-in analytics
Audit-Ready Compliance: Store contracts, worker data, and rates in one secure hub

Looking to Switch Your VMS or Just Getting Started?

Whether you are looking to Switch your VMS, or just Getting Started, we are here to help. Contact Us for a Free No-Obligation Consultation, See how Easy Conexis is to use by taking a quick 2 minute Self-Guided Online Demo, or Book a Personal Demo Today!