In 2022, the U.S. Bureau of Labor Statistics reported that the demand for healthcare professionals would grow by 13% through 2031, much faster than the average for all occupations. Despite this growth, healthcare facilities across the country are facing critical staffing shortages, with over 50% of healthcare organizations struggling to fill key positions in nursing, allied health, and administrative support.
This staffing crisis presents a pressing challenge, How can healthcare administrators ensure their facilities remain adequately staffed with qualified professionals?

Choosing the right healthcare staffing agency has never been more critical. With workforce burnout, rising patient loads, and an aging population compounding the problem, finding a reliable staffing partner isn’t just about filling vacancies—it’s about securing skilled professionals who can uphold the quality of care and maintain industry standard.
This guide will help you navigate the process of selecting a healthcare staffing agency that meets your facility’s unique needs. By evaluating agencies based on essential criteria, you’ll be better positioned to partner with an agency that aligns with your goals, values, and operational requirements.
Why Healthcare Staffing Agencies?
Healthcare staffing agencies are critical in bridging the gap caused by ongoing staffing shortages in healthcare facilities. With demand for healthcare services rising, the supply of qualified professionals is struggling to keep up. According to the Bureau of Labor Statistics (BLS), healthcare occupations are projected to grow by 15% over the next decade, adding 2.6 million jobs. In this environment, staffing agencies help ensure healthcare facilities have the right professionals when they need them.
Staffing agencies offer flexible solutions, providing full-time, temporary, per diem, or locum tenens staff to address both seasonal and long-term staffing needs. These agencies allow healthcare organizations to manage fluctuations in demand while maintaining operations smoothly, even during staffing challenges.

Choosing the right staffing agency is crucial given the complexities of compliance and high patient care standards. The American Staffing Association reports that in 2023, staffing services placed over 300,000 healthcare professionals daily, including temporary and permanent staff. A reliable staffing partner can streamline hiring, reduce administrative burdens, and provide access to pre-vetted, qualified candidates.
Before partnering with an agency, it’s important to clearly define your facility’s specific staffing needs. Whether you need nurses for seasonal surges or specialists in fields like radiology or anesthesiology, knowing your requirements ensures you select the right agency.
As patient acuity increases, specialized roles, such as ICU nurses and surgical technicians, are in higher demand, making early planning essential.
In essence, partnering with the right staffing agency ensures that healthcare organizations can maintain quality care while navigating the challenges of staffing shortages and regulatory requirements.
Steps to choose the right staffing agency

1. Understanding Your Facility’s Needs
Before selecting a healthcare staffing agency, it’s essential to have a clear understanding of your facility’s specific staffing requirements. This includes the types of healthcare professionals needed, the volume of staff required, and any specialized skills your facility demands.
Start by assessing the roles you need to fill. Do you require nurses, physicians, physical therapists, or medical technologists? Healthcare staffing agencies often specialize in particular types of professionals, so knowing exactly what you need will help narrow down your options.
For instance, some agencies focus on providing nursing staff, while others may specialize in locum tenens physicians or allied health professionals.
Next, consider the volume and flexibility of your staffing needs. Larger facilities or those with seasonal patient surges may require a staffing partner capable of providing large numbers of professionals quickly. Conversely, smaller, more stable facilities may only need periodic or on-demand staffing, such as per diem or temporary workers. Understanding whether you need temporary or full-time staff will help you choose an agency that can meet your facility’s specific demand.
Finally, specialized roles should also be taken into account. If your facility requires highly specialized professionals, such as trauma surgeons or pediatric specialists, choosing an agency with expertise in sourcing niche skills is critical. Agencies with experience in recruiting for specialized roles will be better equipped to meet these more complex staffing needs.
2. Evaluating Agency Credentials
When selecting a healthcare staffing agency, evaluating its credentials is crucial to ensure credibility and reliability. Key indicators include licensing, accreditation, industry affiliations, and the agency’s track record in healthcare staffing.
Start by verifying that the agency is properly licensed to operate in your state. Licensing requirements vary by state, and working with an unlicensed agency could lead to compliance issues down the line. In addition, check if the agency is accredited by recognized organizations like The Joint Commission, which sets rigorous standards for healthcare staffing and accredits agencies that meet those criteria.
Industry affiliations are also important.
Agencies that are members of reputable organizations such as the American Staffing Association (ASA) or the National Association of Locum Tenens Organizations (NALTO) are more likely to adhere to professional standards and best practices. These organizations promote ethical behavior, professionalism, and operational excellence, all of which can directly impact the quality of staff the agency provides.
Lastly, consider the agency’s experience and track record. A well-established agency with a proven history in healthcare staffing will have a deeper understanding of the sector’s unique needs and regulatory requirements. Inquire about their experience providing staff for facilities similar to yours to ensure they are a good fit.
3. Assessing the Recruitment and Screening Process
A crucial factor in selecting a healthcare staffing agency is evaluating its recruitment and screening process. The healthcare industry demands a high level of competence, reliability, and ethical behavior from its professionals, so agencies must have a robust vetting process to ensure candidates meet these standards.
Key elements of a comprehensive screening process include background checks, credential verification, and professional competence assessment. Background checks are essential for ensuring candidates have no criminal history, particularly in areas like healthcare fraud or abuse, which is vital for maintaining patient safety. In addition, agencies must verify that healthcare professionals are properly licensed and certified to work in their specific roles. This verification ensures that candidates have the required training and qualifications to perform their duties effectively.
Beyond initial screening, it’s important to consider whether agencies offer ongoing training and professional development opportunities for their staff. Healthcare is a dynamic field with constantly evolving standards, technologies, and best practices. Agencies that invest in continuous education demonstrate a commitment to providing high-quality, up-to-date professionals for your facility.
Finally, when evaluating a staffing agency’s recruitment process, consider their experience with specialized roles. If your facility requires specialists, such as surgeons, radiologists, or oncology nurses, ensure the agency has a deep talent pool of qualified professionals with expertise in those areas. Experienced agencies will be able to quickly place highly skilled candidates who can integrate into your team with minimal training.
A staffing agency's recruitment and screening process should be thorough and well-documented. Ensure the agency conducts comprehensive background checks, verifies credentials, and provides ongoing training to maintain a skilled workforce. By evaluating these factors, you can select an agency that will provide candidates who meet your facility’s high standards for patient care.
4. Assessing the Agency’s Reputation and Track Record
A staffing agency’s reputation and track record are key indicators of its ability to consistently deliver high-quality staff. You can gain valuable insights into an agency’s reputation by reviewing client testimonials, case studies, and industry feedback.
Start by asking the agency for client testimonials or case studies. These documents can provide concrete examples of the agency’s success in meeting staffing needs and the quality of candidates they provide. You can also reach out directly to other healthcare facilities that have worked with the agency to get firsthand feedback on their experience, including the agency’s responsiveness and ability to meet specific staffing challenges.
Another valuable source of information is online reviews and ratings. Many industry-specific platforms and review sites feature feedback from healthcare administrators who have worked with staffing agencies. While individual reviews can vary, a consistent pattern of positive feedback is a strong indicator of the agency’s quality and reliability. Pay special attention to agencies that have received high ratings from organizations similar to yours.
Lastly, consider the agency’s reputation within the broader healthcare community. Well-respected agencies are often known for attracting top talent and maintaining high ethical standards. Check if the agency has received industry awards, recognitions, or positive mentions from healthcare professionals and stakeholders. A strong reputation within the community increases the likelihood that the agency will provide competent and dependable staff for your facility.
5. Evaluating Support and Service Quality
Once you've narrowed down your options, evaluating the level of support and service the agency offers is crucial to finding a long-term partner. Key factors include communication, flexibility, cost transparency, and the use of technology to streamline staffing processes.
Effective communication is foundational to a successful partnership. The agency should be responsive, easy to reach, and proactive in addressing your needs. Whether it’s confirming a candidate's availability, resolving issues with current placements, or providing updates on staffing status, timely communication ensures that your facility’s needs are met without delay.
Flexibility is equally important. Healthcare environments are dynamic, and your staffing needs may fluctuate due to seasonal trends, patient volumes, or unexpected absences. A good agency will be agile, able to scale staffing up or down quickly to accommodate these changes without compromising service quality.
Cost transparency is essential. Be sure the agency provides clear, upfront pricing with no hidden fees. Evaluate the agency’s pricing model—whether hourly rates, flat fees, or long-term contracts—to ensure that it offers fair value for the services provided. While cost should not be the only consideration, understanding the pricing structure helps ensure you’re getting competitive rates without surprise charges down the line.
Finally, agencies that leverage technology to manage staffing can enhance the efficiency of your operations. Look for agencies that offer advanced scheduling platforms, compliance tracking tools, and mobile apps for real-time communication. These technologies can save time, improve accuracy, and reduce administrative burden, ensuring your facility runs smoothly.
6. Making the Final Decision
After evaluating multiple agencies, it's time to make your final decision. The key to selecting the right agency is ensuring a strong alignment with your facility’s culture and specific staffing needs. Consider the agency’s responsiveness, quality of staff, and ability to meet your requirements.
To minimize risk and ensure a good fit, consider implementing a pilot phase or trial period. This allows you to assess the agency’s performance in real-time—whether they can meet your staffing needs and adapt to your facility’s environment—before committing to a long-term contract.
Once you’ve chosen an agency, establishing a long-term partnership is essential. A solid, ongoing relationship ensures a consistent supply of qualified professionals and helps you stay agile in response to evolving staffing needs. As the healthcare landscape continues to shift, this partnership will enable you to maintain high-quality care and meet the changing demands of your patients.
Effective integration of the staffing agency’s team into your operations is also crucial. Set clear communication channels and provide regular feedback to build a collaborative relationship. This helps ensure the agency understands your expectations and can consistently meet your staffing requirements.
Conclusion
Selecting the right healthcare staffing agency is a critical decision for healthcare administrators. The agency you choose will directly influence your facility’s ability to meet staffing needs, maintain high-quality patient care, and operate efficiently. By carefully assessing your specific needs, evaluating agency credentials, and considering key factors such as screening processes, reputation, and support quality, you can make an informed decision that aligns with your facility’s goals.
Partnering with the right agency not only helps you navigate staffing challenges but also contributes to improved operational efficiency, reduced turnover, and enhanced patient outcomes. A collaborative, long-term relationship with the right staffing partner ensures that your facility has access to the qualified professionals it needs, both now and in the future.
By taking the time to thoroughly research and evaluate agencies, you can secure a reliable staffing partner that supports your facility’s success and the high level of care your patients deserve.
Dec 13, 2024
8 min read