Navigating the complexities of workforce management in healthcare

Context

Our client, the largest mental health organisation based in The Netherlands, provides mental health care to people of all ages, serving around 15,000 clients. Our partnership with the client began in 2018, and since then, we’ve collaborated to navigate various changes in the healthcare labour market and tackle a range of recruitment and workforce management challenges.

Challenge

The client had challenges structuring their hiring process. They needed to manage their hiring costs better and were facing an increase in audits in which they needed to ensure they were compliant. These challenges, coupled with a limited supplier landscape, were dominated by a single supplier who was struggling to fulfil their hiring requests.

They sought our guidance on efficiently managing their current contingent and permanent workforce, as well as broadening their supplier base to help fulfil current and future hire requests while diminishing the dependence on external agencies, reducing their time to hire, and maintaining control over hiring costs, all while ensuring full compliance.

Solution

To overcome the client’s challenges, we introduced our Managed Service (MSP) solution. Our team established an integrated approach to client partnerships by commencing engagements with an internal project leader from the client’s organisation.

Due to the nature of healthcare businesses, it was imperative we seamlessly integrated our services with meticulous attention to detail and effective communication to avoid affecting the services the business delivers. Our solution involved a phased approach to address low and high-complexity groups. We meticulously tackled contract analysis and compliance through a three-phase approach while establishing communication with existing agencies. All of this was achieved without any adverse impact on the critical services provided by the client.

Before integration, we sought to understand our clients’ contingent eco-system and how they were managed to allow us to align our Vendor Management Systems (VMS) appropriately. We then initiated collaboration on departmental data analysis bases and close coordination with the recruitment team to identify trends and gaps. This stage enabled an effective working relationship that evolved over time.

Once our systems were integrated, efficient management and visibility by being present on-site were key in establishing a singular point of contact for queries and compliance advice. Our next priority was to alleviate fluctuating rates through our negotiation strategies, actively working to optimise costs by maintaining a cap on higher-rate demands from agencies. Through these negotiations, we achieved savings averaging at 8.2%, contributing to overall cost efficiencies.

Managing the diverse shift patterns of healthcare workers, particularly in response to short-notice requirements presented an additional challenge. We adapted to this challenge by implementing our automated distribution and shift scheduling tool, ‘FlexLinQ.’ By utilising ‘FlexLinQ’ we were able to expand our market reach to specific candidates who were available to fill roles at short notice. Before being entered in the ‘FlexLinkQ’ talent pool, each supplier and candidate is pre-screened, and rates are negotiated and finalised. As a result of this approach, the time-to-hire was cut in half and the number of steps in the process reduced from 6 to 3.

Given the critical services delivered by the client, the ultimate responsibility for ensuring competence and quality within roles remained with the client, while Flexhuis handled paperwork and qualifications. This emphasis on safety and quality remains integral to our collaborative approach with audits taking place yearly.

Results

The implementation of our Managed Service (MSP) solution surpassed key performance indicators and delivered substantial value to our client.

The percentage of successfully fulfilled requests not only met but consistently surpassed the agreed Service Level Agreement (SLA) targets. This accomplishment significantly contributed to the overall acceptance of the MSP programme and allowed hiring managers to concentrate on their core responsibilities.

Faced with labour shortages in specific markets, our team adapted by implementing innovative measures, such as international sourcing and targeted training programmes. By doing so we successfully filled 98% of roles while remaining 100% compliant, demonstrating our ability to meet staffing needs with care and effectiveness. This high fulfilment rate is a testament to our strategic approach in collaboration with internal teams and meticulous data analysis, ensuring optimal alignment with client requirements.

Our negotiation strategies played a pivotal role in optimising costs and maintaining control over higher-rate demands from agencies. On average, we achieved savings of 8.2%, contributing significantly to overall cost efficiencies for our client.

Find out more about Flexhuis’ MSP solution or contact us at hello.uk@flexhuisglobal.com

Navigating the complexities of workforce management in healthcare

Context

Challenge

Solution

Results

Solutions that flex with you

Let's talk