In this post, we'll cover:
Healthcare systems across the globe are facing unprecedented staffing shortages. From rural clinics to urban hospitals, administrators are turning to locum recruiters to fill their urgent gaps in coverage. But once your locum agency is up and running, how do you ensure it scales quickly without losing efficiency or quality?
In this post, we'll explore tried-and-true best practices that help locum agencies transition from a modest startup to a highly profitable, rapidly expanding recruitment business. Whether you're focusing on doctors, pharmacists, or veterinarians, these strategies will give you a clear roadmap for growth.
1. Establish a Data-Driven Strategy
Why Metrics Matter
Scaling effectively hinges on knowing your numbers. Without key performance indicators (KPIs), your team is operating on guesswork. Common locum staffing metrics include:
- Fill Rate: The percentage of posted shifts you successfully fill.
- Time-to-Fill: How long it takes to place a candidate in an open shift.
- Candidate Retention: How often locums return or stay active in your talent pool.
- Client Satisfaction: Measured via feedback surveys or direct check-ins.
Real-Time Analytics
A robust recruitment platform (like Hirepad) offers dashboards that show active shifts versus filled ones, candidate availability, and potential compliance issues. Monitoring these metrics in real-time allows you to make quick adjustments---such as ramping up candidate outreach when fill rate dips or identifying popular shift locations/roles to target.
Action Steps
- Define Your KPIs: Choose 3--5 metrics that best reflect your core goals.
- Schedule Reviews: Hold monthly or quarterly sessions to see which areas need improvement.
- Iterate: If your time-to-fill is lagging, consider improving your candidate portal or communications.
Mini-Recap: A data-driven approach means fewer surprises and more proactive decisions. Let KPIs guide your recruiting tactics, rather than hunches.
2. Perfect Your Candidate Experience
Streamlined Onboarding
Speed is everything in locum recruitment. The quicker a professional can register, upload their certifications, and set preferences, the more likely they are to engage with your agency regularly.
- Tip: Offer single sign-on (SSO) or social logins if possible. Busy candidates appreciate frictionless account creation.
Preference Management
A sophisticated candidate portal, such as Hirepad, allows locums to indicate more than just their availability---they can also note which job types they want (locum, full-time, or both), preferred locations, and shift patterns. This ensures they see only relevant opportunities.
Success Example\ Imagine you're specializing in pharmacist staffing. You have 50 locum pharmacists who each have unique preferences---some only want weekends, others want full-time. By letting them update these preferences in real-time, you reduce back-and-forth calls, increasing fill rates by 25% in just a few months.
Compliance Automation
Nothing frustrates a candidate more than constantly resubmitting documents. Automated reminders for license renewals, registrations, or certificates save everyone time and help locums feel supported, rather than pestered.
Mini-Recap: A user-friendly portal bolsters your agency's reputation and keeps top talent returning for more assignments.
3. Deepen Client Relationships
Move From Transactional to Consultative
As your locum agency grows, your clients should see you as a partner, not just a vendor. By proactively suggesting staffing solutions---whether seasonal expansions, specialized roles, or flexible scheduling models---you position your agency as a trusted advisor.
Real-Time Updates and Transparency
Gone are the days of phone tag. Automated shift confirmations and notifications about new candidates or shifts help clients stay in the loop with minimal effort.
- Showcase Compliance: Offering a quick snapshot of a candidate's credentials builds confidence in your agency's thoroughness.
Value-Added Services
While Hirepad doesn't handle payroll or invoicing, it can integrate with third-party tools, giving you flexibility to manage shifts and scheduling in one place and handle financials in another. Beyond technology, you might also offer specialized screening (like advanced background checks) or permanent placement services for clients eager to fill full-time positions.
Pro Tip: Partner with professional associations or regional healthcare networks to maintain a constant flow of job postings and client referrals.
4. Automate & Integrate Technology
Why Automation?
When you have multiple clients, dozens of open shifts, and an ever-growing candidate pool, manual processes quickly become a bottleneck. Automation reduces human error, saves countless hours, and speeds up time-to-fill.
Core Integrations
- CRM: Track all interactions with candidates and clients in one system.
- Scheduling: Let recruiters post shifts in real-time, while candidates get instant notifications.
- Candidate Portal: Ensure locums can upload documents, update availability, and accept shifts without back-and-forth emails.
Hirepad Example\ Instead of juggling spreadsheets, chat apps, and WordPress forms, Hirepad offers an all-in-one environment for locum management. Instantly post shifts, see which candidates are available, and stay on top of compliance---without leaving a single platform.
Scalability
A well-integrated tech stack allows you to handle a growing roster of candidates and clients without dramatically increasing headcount or complexity. In other words, you can do more with fewer admin resources---a must for rapid expansion.
Mini-Recap: Automating routine tasks streamlines your entire operation, letting recruiters focus on high-value work like building relationships and closing deals.
5. Expand Your Specialties or Regions
Find Growth Areas
If you currently cater to general medical staff, consider branching into pharmacy locums, veterinary roles, or dental professionals---whichever aligns with market demand and your existing skill set.
- Local Data: Check stats on underserved areas or rising demand specialties.
- Client Feedback: Ask current partners about other staffing gaps they face.
Smart Diversification
Rather than jumping into a completely unrelated field, expand where you can leverage existing relationships. If you already have strong ties to a hospital network, for instance, see if you can also supply them with allied health professionals (e.g., physiotherapists, radiographers).
Mini-Recap: Target expansions that build on your core strengths. It's easier to branch out in adjacent specialties than to pivot to a totally new market.
6. Build a Stellar Team
Hire for Key Roles
As you scale, you'll need specialized talent in-house:
- Operations Manager: Oversees day-to-day admin, ensuring smooth processes.
- Compliance Officer: Monitors licensing deadlines and manages document checks.
- Tech-Savvy Recruiters: Comfortable using scheduling software, CRMs, and portals.
Training & Development
Offer ongoing professional development to keep your team sharp. This might involve compliance training, tech workshops, or sales coaching for recruiters.
Culture & Retention
Your internal culture trickles down to candidate and client experiences. Foster an environment that values innovation and problem-solving. Employees who feel heard and supported are more likely to provide outstanding service on your behalf.
Mini-Recap: Scaling isn't just about technology. The human side---a well-trained, motivated team---often makes the biggest difference in client satisfaction and overall growth.
7. Measure, Refine, and Repeat
Continuous Improvement Cycle
Set up regular strategy sessions to revisit your KPIs and growth objectives. Celebrate wins (like improved fill rates) and identify bottlenecks (like delayed compliance checks or unfilled shifts).
Feedback Loops
- Client Feedback: Short surveys or quick phone calls to see if staffing goals are met
- Candidate Feedback: Post-placement check-ins to measure satisfaction
- Team Feedback: Internal meetings to gather insights from recruiters
Adaptability
The locum industry is fast-paced. One quarter, you might see a spike in pharmacy locum requests; the next, it might be telehealth roles. Be prepared to pivot your specialty focus or invest in new marketing channels to stay ahead of these changes.
Mini-Recap: Ongoing optimization keeps you nimble, ensuring your agency remains competitive in a rapidly evolving market.
Conclusion: Your Path to Rapid Growth
Scaling your locum agency requires more than just a great start---it's about refining operations, embracing technology, building strong client and candidate relationships, and expanding at the right pace. By focusing on data-driven strategies, delivering a stellar candidate experience, and automating repetitive tasks, you'll be poised to handle substantial growth without sacrificing quality.
Ready to streamline your agency for rapid expansion? A comprehensive platform like Hirepad integrates:
- Real-Time Shift Scheduling
- Candidate Portal with Advanced Preferences
- Locum CRM for seamless relationship management
From covering urgent weekend pharmacist shifts to managing a roster of traveling veterinarians, the right tech tools can elevate your agency's reputation---and bottom line.
Call to Action
- "Curious how Hirepad can help you scale?" Book a personalized demo today to explore our end-to-end solutions for locum staffing success!
Additional Resources
- Streamlining Shift Management for Locum Agencies: Discover how to efficiently manage locum shifts with modern tools and techniques.
- Building a Strong Locum Candidate Pool: Tips & Tools: Master the techniques for sourcing, attracting, and retaining top locum talent.
- How to Onboard New Locums Seamlessly: Learn how to create an efficient, candidate-friendly onboarding process for your locum professionals.
Final Note
By focusing on best practices for metrics tracking, candidate experience, client partnerships, and team development, your locum agency can grow faster and smarter. Each improvement you make---from implementing real-time shift alerts to offering compliance-friendly portals---adds up to a powerful competitive edge in a thriving market.