Best Healthcare Staffing Software for Hospitals & Agencies in 2025

Looking for smarter ways to manage your healthcare team? In today’s fast-paced medical environment, managing staff efficiently is more important than ever. From juggling complex schedules to ensuring clear communication, healthcare staffing challenges can quickly lead to burnout and impact patient care.

That’s where healthcare staffing software comes in. The right solution not only simplifies healthcare scheduling but also streamlines recruitment, onboarding, and staffing automation, helping hospitals and agencies run smoothly.

In this article, we explore the top healthcare staffing software solutions, highlighting features that empower hospitals and agencies to optimize workforce management. Whether you’re looking for an all-in-one healthcare staffing software or tools designed specifically for your facility, this guide will help you choose the solution that fits your needs.

How to Choose the Best Healthcare Staffing Software

Managing a healthcare workforce is challenging. To select the right healthcare staffing software, focus on solutions that simplify scheduling, recruitment, onboarding, and staffing automation. The best tools not only save time but also improve staff satisfaction and patient care.

Key Features to Look For:

• Smart Scheduling: Assign shifts automatically based on staff availability, skills, and workload, reducing errors and conflicts.

• Recruitment Made Simple: Use an applicant tracking system (ATS) to manage job postings, applications, and candidate communications efficiently.

• Credential & Compliance Management: Keep licenses, certifications, and compliance records up to date, reducing administrative burdens.

• Onboarding & Training: Support smooth onboarding and continuous staff development to meet healthcare standards.

• Mobile Access: Enable staff to view schedules, request time off, and receive notifications from anywhere.

• HIPAA-Compliant Communication: Secure messaging and task management tools streamline team coordination.

• Self-Service Portal: Empower staff to manage schedules, submit requests, and access important documents independently.

• Integration Capabilities: Connect seamlessly with EHRs, payroll, and HR systems for a unified workflow.

• Financial Management: Manage pay rates, billing, and invoicing efficiently, especially for agencies handling temporary or travel staff.

By considering these features, hospitals and agencies can select top healthcare staffing software solutions that streamline operations, reduce staff burnout, and improve overall patient care.

Top 5 Healthcare Staffing Software Solutions for 2025

1. Vars Health - Comprehensive Healthcare Staffing Solution

Vars Health stands out as a leading provider of healthcare staffing software, offering an all-in-one platform designed to streamline operations for staffing agencies. By integrating various functionalities into a single solution, Vars Health enables agencies to manage their workforce efficiently, ensuring high-quality patient care and operational excellence.

Why Choose Vars Health?

Vars Health offers a comprehensive, fully HIPAA-compliant solution for managing staff, scheduling shifts, tracking time and locations, and coordinating tasks, all through a user-friendly interface and a mobile app.

Key Features of Vars Health

1. Talent Onboarding, Development, and Management

Vars Health provides robust tools to support the onboarding and training of healthcare professionals, focusing on enhancing employee competencies and maintaining compliance. New hires can onboard themselves through their smartphones, which is incredibly convenient.

You can collect and store information from new hires, such as licenses, certifications, background checks, and contracts, in a secure and easily accessible staff documents center. Additionally, you can share vital documents like offer letters, employee handbooks, and other compliance forms with them.

With Vars Health, training new hires and existing staff is straightforward. The employee training software lets you create custom courses, including quizzes and surveys to assess understanding.

The employee timeline management feature allows you to track your staff’s professional milestones, including training completions and performance evaluations. You can also use this feature to track certification expirations and ensure staff qualifications remain current.

2. Drag-and-Drop Scheduling

Vars Health’s drag-and-drop scheduling app simplifies handling complex rosters across various units. It allows you to tailor your shift patterns with customizable templates that meet the demanding operational hours of healthcare facilities.

The auto-scheduler generates optimal schedules by considering staff availability, qualifications, and predefined rules, streamlining the scheduling process further. Plus, you can keep your medical staff informed with instant updates on shifts. Empower staff with the flexibility to manage their availability and swap shifts easily.

3. Streamlined Employee Timekeeping

Vars Health enhances employee timekeeping with a GPS-based time clock app that allows you to set staff reminders to ensure timely clock-ins and clock-outs. You can set up virtual boundaries to restrict clock-ins to specific areas and automatically clock out staff for mandatory breaks.

Vars Health enables you to track work hours, live locations, and mileage. All recorded work hours convert to automated timesheets, and you can apply different rates to different shifts. The software can also automate rates for overtime shifts.

Additionally, the Vars Health timesheet app simplifies payroll processing by enabling 1-click timesheet exports to popular payroll software like QuickBooks, Xero, or Gusto, ensuring seamless integration between time tracking and payroll management.

4. Staff Communication

Vars Health’s employee directory software enables quick, easy contact with any staff member. The online team chat, featuring end-to-end encryption and full HIPAA compliance, allows you to communicate with them instantly.

You can quickly share important updates, coordinate with various services departments, and manage shift changes effectively. Create specific group chats and share files directly, including patient reports or images.

Through the task management app, you can provide shift instructions and assign and monitor tasks, from patient care to administrative duties.

Moreover, Vars Health’s digital forms and checklists allow you to streamline data collection and standardize processes critical for patient care and safety. Staff can complete and submit these forms on the go, ensuring that vital information, including patient health statuses, medication checklists, and procedural compliance, is accurately recorded and instantly accessible to you no matter where you are.

5. Robust Employee Engagement

To enhance team morale, Vars Health provides an employee appreciation app that includes digital rewards and recognition capabilities for celebrating staff achievements.

Plus, with Vars Health’s surveys and polls, you can evaluate your healthcare staff’s engagement, training effectiveness, and overall job satisfaction.

Additional Features That Make Vars Health Stand Out

Vars Health isn’t just another staffing tool, it’s a comprehensive healthcare staffing software designed to help hospitals and agencies manage their workforce efficiently while improving staff engagement and patient care. Here’s how its advanced features set it apart:

1. Custom Branded Mobile App

With Vars Health, agencies get a fully custom-branded mobile app for Android and IOS that allows clinicians and staff to access their schedules, manage availability, and view open shifts on the go.

• Why it matters: Enhances the user experience for staff while reinforcing the agency’s brand.

• Improves communication and transparency by giving staff control over their schedules.

• Reduces administrative workload as staff can self-manage availability and shift swaps.

This makes Vars Health an ideal healthcare scheduling software, ensuring every shift is filled efficiently and staff have real-time access to their schedules.

2. AI-Powered Staffing Automation

Vars Health integrates artificial intelligence (AI) to automate critical staffing processes, from recruitment to scheduling.

• Automates candidate matching using healthcare recruitment software features.

• Sends reminders to engage candidates, ensuring faster hiring.

• Uses predictive analytics to optimize schedules and anticipate staffing needs.

By incorporating healthcare staffing automation, agencies can save time, reduce errors, and improve placement speed, making it one of the top healthcare staffing software solutions for modern healthcare facilities.

3. Custom API Integrations

As an all-in-one healthcare staffing software, Vars Health integrates and connects seamlessly with EHRs, payroll systems, and HR platforms.

• Centralizes workforce management in one platform.

• Eliminates data silos, reduces errors, and simplifies reporting.

• Supports scaling agencies by integrating with additional tools as needed.

This feature ensures that healthcare staffing software for hospitals and agencies operates smoothly with existing systems, improving operational efficiency across the organization.

4. Digital Forms and Checklists

Vars Health provides digital forms and checklists, helping agencies standardize operations and maintain compliance.

• Enables staff to submit patient care updates, shift logs, and compliance forms digitally.

• Stores all documentation securely for audits and easy access.

• Ensures data accuracy and reduces manual paperwork.

This functionality enhances healthcare onboarding software and staff management, ensuring new hires and existing staff follow standardized procedures.

5. Employee Engagement Tools

Employee satisfaction is crucial in healthcare. Vars Health includes tools for recognition, rewards, and engagement surveys:

• Celebrate staff achievements with digital rewards programs.

• Measure training effectiveness and job satisfaction through surveys and polls.

• Promote a positive workplace culture to reduce turnover and increase retention.

By incorporating these features, Vars Health ensures agencies not only manage staff efficiently but also foster a motivated and engaged workforce, key benefits of top healthcare staffing software solutions.

Key Features

• Healthcare onboarding and training

• Centralized staff document management

• Automatic shift scheduler

• GPS-based time and attendance tracking

• HIPAA-compliant team communication

• Employee rewards and recognition

Pros

• All-in-one healthcare staffing software for hospitals and agencies

• User-friendly interface

• Affordable for healthcare organizations of all sizes

• Fully HIPAA-compliant and secure

2. NextCrew: A Smart Choice for Temporary Healthcare Staffing Agencies

Temporary staffing agencies face unique challenges in managing multiple healthcare settings, travel nurses, per-diem staff, home healthcare providers, and allied health professionals all require flexible scheduling and streamlined communication.

That’s where NextCrew, a cloud-based healthcare staffing software, shines. But what makes it one of the top healthcare staffing software solutions for agencies? Let’s break it down.

• Recruiting and Onboarding Made Easy

With NextCrew’s onboarding capabilities, agencies can create detailed job postings with specific qualifications and locations and share them across preferred job boards. The healthcare recruitment software tools let you quickly filter candidates by skill sets, discipline, and availability, saving valuable time in sourcing the right staff.

Once candidates are selected, the healthcare onboarding software features make bringing them on board seamless. From e-signatures to document collection and certification verification, the platform ensures that every new hire meets immunization and training requirements. This automation minimizes administrative hassle while keeping compliance on track.

Note: While NextCrew excels at onboarding, its training modules and engagement analytics are relatively basic, so agencies seeking in-depth learning tools may need supplementary solutions.

• AI-Powered Job Management and Scheduling

NextCrew’s AI-driven scheduling engine is one of its standout features. The platform automatically matches available staff to shifts based on proximity, discipline, and availability, making it a strong example of healthcare staffing automation. Agencies can review AI suggestions before assigning jobs, maintaining control while reducing manual effort.

For staff, healthcare scheduling software features allow self-scheduling and location-based shift notifications. Nurses and other healthcare providers can choose shifts that fit their availability, empowering them and improving shift coverage.

• Timesheet Management with Geofencing

NextCrew also offers geofencing technology, letting agencies set virtual boundaries around patients’ homes or healthcare sites. This ensures staff are clocking in and out at the correct locations, improving accountability and workflow efficiency.

• Client and Employee Self-Service

NextCrew provides a robust self-service experience for both clients and employees. Clients can manage staffing needs directly via a drag-and-drop calendar, approve timesheets, and monitor service completion, enhancing transparency and collaboration.

Employees can update availability, rates, and credentials, upload documents, and receive expiration alerts for certifications. This all-in-one healthcare staffing software approach simplifies license tracking, staff selection, and payroll integration.

• Integrations That Simplify Operations

NextCrew integrates with popular job boards like Indeed, payroll and financial software like QuickBooks, and various CRM and HRIS systems. These integrations make it easier for agencies to maintain smooth operations without switching between multiple platforms.

Key Features

• AI-powered job automation and scheduling

• Recruiting and onboarding

• Timesheet management with geofencing

• Employee and client self-service

Pros

• Advanced AI technology for intelligent staffing

• Streamlined onboarding process

Cons

• Limited customization options

• Basic training modules compared to some other platforms

3. Bullhorn: Ideal for Agencies Focused on Recruitment Automation

For healthcare staffing agencies looking to streamline recruitment and manage complex staffing workflows, Bullhorn stands out as a robust solution. From candidate sourcing to payroll, it covers the entire staffing lifecycle, making it one of the top healthcare staffing software solutions for agencies and hospitals alike.

• Streamlined Recruitment and Onboarding

Bullhorn’s applicant tracking system (ATS) is at the heart of its healthcare recruitment software capabilities. Agencies can post job openings, track candidates, and use advanced filters to find healthcare professionals with the right skills and credentials, whether nurses, doctors, or allied health staff.

The platform also allows you to manage candidates at different stages of the hiring process, improving pipeline visibility and efficiency. Combined with its healthcare onboarding software, Bullhorn centralizes documentation, automates compliance checks, and ensures that new hires are ready to work safely and confidently from day one.

• Credentialing and Compliance Management

Keeping staff credentials up to date is critical in healthcare. Bullhorn automatically tracks certifications and credentials, sending alerts for expirations to ensure compliance with healthcare regulations. This feature is a must-have for agencies that need healthcare staffing automation to reduce risk and administrative burden.

• Shift Scheduling Made Simple

Bullhorn’s shift scheduler lets you assign shifts based on employee qualifications, availability, and regulatory requirements. It also handles shift swaps and last-minute staffing adjustments with ease, making it an excellent example of healthcare scheduling software in action.

• Time Tracking, Payroll, and Billing

Managing hours, payroll, and billing in healthcare staffing can be complex, but Bullhorn simplifies it. Employee profiles, timesheets, overtime tracking, and expense management are all integrated, and mobile-friendly portals make it easy for staff to log hours on the go.

Additionally, the platform supports complex billing needs, including VMS import for automated invoicing. This ensures accurate payroll and faster billing cycles, streamlining financial operations for healthcare agencies.

• Vendor Management System (VMS) Automation

Bullhorn’s VMS automation integrates with over 40 systems, automatically matching job orders with candidate profiles based on qualifications and availability. This reduces manual work, speeds up placements, and enhances overall staffing efficiency, making it a strong contender for agencies seeking all-in-one healthcare staffing software solutions.

Key Features

• Recruitment automation with ATS integration

• Credentialing and compliance management

• Shift scheduler

• VMS automation

Pros

• Increased recruitment efficiency

• Extensive ATS and VMS integrations

Cons

• Higher learning curve for new users

• Premium pricing compared to simpler platforms

4. MakeShift: Smart Scheduling for Healthcare Teams

Efficient scheduling is the backbone of any healthcare operation. MakeShift is a specialized platform designed to simplify staff scheduling while ensuring optimal coverage across nurses, doctors, and allied healthcare staff. Its AI-powered tools make it one of the most effective healthcare scheduling software solutions for hospitals and agencies looking to optimize workforce management.

• AI-Powered Scheduling with ShiftMateAI

MakeShift stands out with its ShiftMateAI, a generative AI platform that addresses complex staffing challenges. One of its standout features, ShiftPredict, analyzes historical patient volumes to forecast staffing needs, helping managers proactively plan shifts and prevent coverage gaps.

With MakeShift, you can create rotation-based and skills-based schedules, ensuring staff are assigned shifts according to certifications, specialties, and availability. The system also helps prevent fatigue by alerting managers when employees are nearing consecutive shift limits, promoting safer, more effective scheduling practices.

The MakeShift Live app allows administrators and staff to manage schedules on the go, making last-minute adjustments easier and improving communication across the team.

• Time and Attendance Management

Accurate time tracking is critical in healthcare staffing. MakeShift’s geofence time clock ensures that staff clock in and out at the correct locations, whether via web or mobile app. You can also configure overtime, holiday rules, and compliance with labor laws, making payroll processing seamless. Timesheets can be approved and exported directly from the platform, reducing administrative workload.

Limitations

While MakeShift excels at healthcare scheduling, it does not provide comprehensive tools for recruitment, onboarding, or credential management, making it better suited for organizations primarily focused on shift optimization rather than end-to-end workforce management.

Key Features

• Rotation-based and skills-based scheduling

• Geofence time clock

• MakeShift Live app for mobile scheduling

• Fatigue management rules and alerts

Pros

• Highly customizable scheduling rules

• AI-driven automation improves efficiency

Cons

• Limited recruitment and onboarding features

• Lacks full HR and credential management capabilities

5. OnShift: Tailored for Homecare and Long-Term Care Providers

Managing staffing in home care and senior living settings comes with unique challenges, from scheduling caregivers across multiple locations to ensuring compliance and engagement. OnShift is a healthcare staffing software built specifically for the long-term, post-acute care sector, offering solutions designed to simplify recruitment, workforce management, and employee engagement.

• Talent Acquisition Made Simple

OnShift helps agencies attract and hire qualified healthcare professionals efficiently. You can post job openings across multiple job boards, social media channels, and your organization’s career page. The platform also allows you to track applicants, schedule interviews, and send offer letters, all from a centralized interface.

Note: OnShift does not include a native ATS, so agencies needing a more traditional applicant tracking system may need additional tools.

• Workforce Management and Engagement

OnShift’s healthcare scheduling software makes it easy to manage staff schedules based on availability, skills, and compliance requirements. The Schedule Automation Marketplace Integration (SAMI) further enhances staffing efficiency by automatically matching available, qualified employees to open shifts in real time.

Employee engagement is another strong suit. With OnShift Engage, managers can reward staff for achievements, provide feedback, track referrals, and deliver training and recognition, all in one platform. This helps reduce turnover and keeps caregivers motivated.

• Payroll and HR Integration

OnShift also streamlines payroll and HR processes by integrating with existing systems. Agencies can automate payroll calculations, deductions, and taxes, ensuring accuracy and saving administrative time.

Key Features

• Talent acquisition

• Workforce scheduling and automation

• OnShift Engage for employee recognition

• Payroll and HRIS integration

Pros

• Intuitive and user-friendly interface

• Comprehensive workforce management and engagement features

Cons

• Primarily focused on long-term care and senior living

• Lacks a native ATS for applicant tracking

What Is Healthcare Staffing Software and How Does It Work?

In today’s fast-paced healthcare environment, efficiently managing staff is more than just scheduling, it’s about ensuring the right professionals are in the right roles at the right time. Healthcare staffing software is a specialized digital solution designed to streamline every aspect of workforce management, from recruitment and onboarding to scheduling, time tracking, and compliance.

Healthcare staffing agencies, hospitals, clinics, and long-term care facilities rely on these solutions to meet the unique demands of the sector. Whether managing temporary nurses, travel staff, or full-time clinicians, this software ensures staffing levels are aligned with patient care needs while reducing administrative burdens.

How Healthcare Staffing Software Works

Modern healthcare staffing software for hospitals and agencies integrates multiple functions into a single platform. With it, administrators can:

• Post job openings and attract qualified candidates using healthcare recruitment software

• Streamline the onboarding process with healthcare onboarding software, including document collection, certification verification, and compliance checks

• Build, assign, and optimize shifts using healthcare scheduling software and AI-driven automation

• Track employee hours, manage payroll, and ensure regulatory compliance with built-in healthcare staffing automation tools

For healthcare professionals, the platform simplifies day-to-day operations. Staff can access schedules, swap shifts, update availability, clock in and out, and communicate with managers, all from one centralized system. Instant notifications keep employees informed about schedule changes, time-off approvals, and other updates, helping reduce confusion and improve workforce satisfaction.

By combining recruitment, onboarding, scheduling, and workforce management in one place, all-in-one healthcare staffing software solutions empower organizations to operate efficiently while allowing healthcare providers to focus on delivering excellent patient care.

The Benefits of Healthcare Staffing Software

Wondering why healthcare organizations are increasingly adopting healthcare staffing software? These solutions do more than just manage schedules—they transform workforce management, helping agencies and facilities operate efficiently while improving staff satisfaction and patient care.

Here’s how top healthcare staffing software solutions can make a real difference:

1. Boosted Operational Efficiency

By automating scheduling, shift management, and administrative tasks, healthcare staffing software for hospitals and agencies reduces the workload for HR teams and staffing coordinators. Agencies can dedicate more time to business growth and client relations, while healthcare facilities can focus on delivering exceptional patient care rather than wrestling with manual staffing processes.

2. Stronger Compliance with Healthcare Regulations

The best healthcare recruitment and onboarding software automatically tracks certifications, licenses, and other credentials, ensuring staffing decisions comply with strict healthcare standards. This minimizes the risk of regulatory violations, enhances patient safety, and gives managers peace of mind.

3. Optimized Staff Utilization

With features like skills-based scheduling and AI-driven shift planning, healthcare scheduling software helps match the right professionals to the right shifts. Workloads are distributed more evenly, ensuring qualified staff handle patient care while reducing the risk of fatigue and burnout.

4. Improved Staff Satisfaction

Modern all-in-one healthcare staffing software empowers employees by giving them control over their schedules, access to pay stubs, and the ability to submit time-off requests or swap shifts. This autonomy improves morale, work-life balance, and overall job satisfaction, critical factors in retaining top talent.

5. Cost Savings and Efficiency

By minimizing overtime, reducing scheduling errors, and providing accurate time and attendance tracking, healthcare staffing automation helps both agencies and healthcare facilities save money. Optimized staffing ensures resources are used effectively, leading to better patient care and a healthier bottom line.

How Much Does Healthcare Staffing Software Cost?

If you’re considering implementing healthcare staffing software, one of the first questions on your mind is likely cost. Most solutions follow a subscription-based pricing model, but the price can vary significantly depending on features, scalability, and support options.

Industry rates for healthcare staffing software for hospitals and agencies typically range from $30 to $100 per user per month for basic functionality. More advanced platforms with AI-powered scheduling, healthcare recruitment software, healthcare onboarding software, and all-in-one healthcare staffing software capabilities can reach $200+ per user per month. Larger organizations or those requiring extensive integrations may see higher costs.

Vars Health stands out for its transparent and cost-effective approach. Designed to provide comprehensive staffing solutions, Vars Health offers access to core features that streamline scheduling, recruitment, onboarding, and workforce management, making it an ideal choice for agencies and healthcare facilities of all sizes. Paid plans start at a competitive rate, ensuring both small and growing healthcare organizations can access a top healthcare staffing software solution without breaking the budget.

By investing in a solution like Vars Health, healthcare organizations not only gain a robust platform for managing staff but also save time, reduce administrative overhead, and improve overall operational efficiency.

FAQs

1. How much does healthcare staffing software cost?

The cost of healthcare staffing software varies depending on features, scalability, and support options. Basic plans typically range from $30 to $100 per user per month, while advanced platforms with AI-driven scheduling and full healthcare staffing automation can reach $200+ per user. Vars Health provides transparent, scalable pricing, making it suitable for small agencies, growing clinics, and large hospital networks.

2. Can healthcare staffing software help with scheduling?

Yes. Healthcare scheduling software within platforms like Vars Health automates shift planning, matches staff based on skills and availability, and prevents overwork or burnout. It allows staff to view schedules, swap shifts, and receive real-time updates, improving workforce efficiency. Automated scheduling ensures that healthcare facilities always have the right staff in place to deliver consistent, high-quality patient care.

3. Does healthcare staffing software track credentials?

Absolutely. Modern healthcare onboarding software tracks certifications, licenses, training, and other regulatory requirements. Platforms like Vars Health automatically alert administrators when credentials are about to expire, helping ensure compliance with healthcare regulations. This feature reduces the risk of penalties, ensures staff qualifications are always up-to-date, and simplifies workforce management, giving managers peace of mind.

4. Does Vars Health have a mobile app?

Yes, Vars Health offers a user-friendly mobile app for both iOS and Android devices. Healthcare professionals can view schedules, claim shifts, clock in and out, and receive real-time notifications. This healthcare staffing software feature empowers staff to manage their work from anywhere, improving flexibility, communication, and overall workforce efficiency.

5. Can Vars Health integrate with payroll or HR systems?

Absolutely. Vars Health integrates seamlessly with popular HR and payroll platforms, reducing manual data entry and ensuring smooth operations. This all-in-one healthcare staffing software capability allows agencies and hospitals to synchronize employee data, automate payroll calculations, and maintain accurate workforce records, saving time and improving overall staffing management.

6. Who can use Vars Health?

Vars Health is designed for a wide range of healthcare organizations, including staffing agencies, hospitals, clinics, long-term care facilities, and home healthcare providers. Its versatile features, including healthcare recruitment software, healthcare scheduling software, and healthcare onboarding software, make it suitable for managing temporary, permanent, and travel staff efficiently.

The Bottom Line on Healthcare Staffing Software

The healthcare industry faces unique staffing challenges, including finding qualified healthcare professionals, managing complex schedules, ensuring compliance, and making timely placements. Healthcare staffing software simplifies these processes by automating recruitment, onboarding, scheduling, credential tracking, and workforce management. Among the leading solutions, Vars Health stands out as a top choice for healthcare agencies and hospital HR teams. It combines healthcare recruitment software, healthcare scheduling software, healthcare onboarding software, and healthcare staffing automation in one platform, streamlining talent management, improving scheduling accuracy, and enhancing communication between staff and managers.

Whether you’re a staffing agency or a healthcare facility, Vars Health helps optimize operations, reduce administrative burden, and boost staff satisfaction. Start improving your workforce management today with Vars Health’s all-in-one healthcare staffing software.