Healthcare Staffing Management: How To Switch Managed Services Providers When Your Current Partnership Is No Longer Viable

You signed your healthcare facility up to be run by a managed service provider (MSP) because you’d heard of the many benefits they could provide. Maybe they made promises of lower costs, top-talent contingent staff, and making the headaches of dealing with vendors go away.

But are they following through on those promises?

If not, it may be time for you to start shopping around for a better healthcare MSP — one who delivers and does what they say they’ll do. One who makes your job as a hospital administrator or doctor’s office manager as painless as possible.

Keep reading to discover common issues that often cause healthcare organizations to change MSPs, how to transition when switching managed service providers, and which company can make that switch easier for you.

Table of Contents

• What Does a Typical Contract With a Healthcare Managed Services Provider Look Like?
• Common Performance Issues That Lead Healthcare Organizations To Switch Managed Services Providers
• How To Switch Managed Services Providers in the Healthcare Industry: Consider These Factors 
• What Does the Process Look Like When Switching Managed Services Providers at a Healthcare Facility?
• Switching Managed Services Providers May Be a Challenging Process: Let Trusted Managed Services Make It a Smooth Transition

What Does a Typical Contract With a Healthcare Managed Services Provider Look Like?

When a healthcare facility is partnered with an MSP, they usually have a contract of three years, although some managed service providers offer a one-year minimum service period.

Often, healthcare MSPs have a 60-day out clause, meaning you will need to give them 60 days’ notice if you plan to cancel.

Many of the larger healthcare MSPs have ironclad contracts, so you’ll need to supply documentation of a legitimate reason for canceling, such as consistent performance issues among contingent staff. A typical healthcare MSP contract should have everything laid out to clearly state what services it does and does not provide, so you may be able to use this to prove you have reason to cancel if needed.

The Trusted Managed Services Difference

One of the benefits of partnering with Trusted Managed Services is that we don’t lock you into long contracts. We’re confident that you’ll be happy with our services — but if you aren’t, you won’t be stuck with us against your will.

We also have a 30-day out clause, which means you can switch to another company if you want to in half the time you have to wait with our competitors.

But that’s just one of the benefits of using Trusted Managed Services. Some of the others include:

• Streamlining all services
• Recruitment outsourcing
• Labor cost reductions
• Increased program efficiency; and
• Better vendor cost controls

And on top of all this, our healthcare MSP is free to use. 

Common Performance Issues That Lead Healthcare Organizations To Switch Managed Services Providers

Since one of the main things MSPs do for healthcare facilities is provide contingent staffing, many of the reasons hospitals are dissatisfied with their current MSP can be related back to this. But there also may be issues relating to administrative issues, meaning how the healthcare MSP is run.

Let’s look at some of the main staffing and administrative problems healthcare facilities may experience with their healthcare MSPs.

Staffing Problems

Healthcare MSP performance issues related to staffing may include:

• The time it takes to recruit and fill positions
• Lengthy onboarding processes
• A decline in the quality of clinicians 
  • Lack of professionalism
  • Unsatisfactory clinical performance
  • Bringing in contingent staff that is not qualified for the job at hand
  • No-shows and last-minute call-ins

Administrative Problems

Healthcare MSP performance issues related to administration may include:

• Price gouging
• Insufficient account management
• Lack of communication
• Poor support and responsiveness
• Failure to comply with healthcare regulations
• Insufficient reporting metrics
• Inability to evaluate how their program is performing
• Failure to save costs and/or keep track of expenditures
• Failure to integrate with current systems

If your healthcare facility is experiencing any combination of these issues, then you’re not getting what you deserve from your MSP. But you can find a different provider that will meet your needs.

How To Switch Managed Services Providers in the Healthcare Industry: Consider These Factors 

For some healthcare facility managers, figuring out how to prepare to switch manager service providers may seem like a daunting task. But it’s actually manageable, and it’s something you shouldn’t avoid if you want your workplace to run efficiently.

Going into a switch with a new MSP implementation plan in mind will be helpful to your organization — and it shouldn’t be a heavy lift for your facility if you’re working with the right provider. An experienced MSP like Trusted Managed Services knows what they’re doing and will make the process as painless as possible.

Clear Communication Will Be Essential

Since many things will change, everyone needs to be informed about and aware of the changes before the new healthcare MSP comes in to make the switch. All nurses and other staff members will have to be switched to the new system and aware that they may now be working with different vendors or systems.

Also, be sure to clearly communicate to your new healthcare MSP why you cut ties with your old one. Whatever you weren’t happy with, let the new provider know so they can address it. 

You should also discuss any potential challenges that are particular to your healthcare facility. Keeping open lines of communication like this will help ensure a smooth transition.

Historical Data Migration Will Be Necessary

All the data that your former MSP holds belongs to your healthcare facility, so you have every right to request that it be moved over to the new MSP. Having the providers communicate directly with each other will save everyone a big hassle.

You can discuss with your new MSP which historical data must be migrated and which isn’t as critical. In the world of healthcare, everything may need to be moved.

You May Need To Change Your VMS

When you switch to a new healthcare MSP, this provider may not use the same vendor management system (VMS) that your previous one did. If this is the case, the new system could look totally different and will require that staff be trained on the new VMS and be given time to adjust.

Don’t let this discourage you from making the switch if you are dealing with a healthcare MSP that doesn’t do everything you need. With a provider like Trusted Managed Services leading you through the process, it won’t be as painful and the end result will be well worth it.

You’ll Need Solid Leadership Within a Project Management Team 

When switching from one healthcare MSP/VMS to another, it’s smart to name a point person or team to lead everyone through the process. Pick people who have strong relationships with the rest of your staff and can work with the new provider to make the transition easier.

When you’re trying to think of who fits well in this role, be objective and truly think through who has the best qualities for this type of project management.

Being Open To Change Management Is Important

Change is inevitable when you’re switching managed service providers, but it’s important that you trust the process and understand that the new MSP will improve your healthcare facility. Your new provider will likely have suggestions on how things can be done more efficiently and with greater cost savings.

Of course, you don’t have to accept everything they say blindly. They’re the experts, but you know your hospital or office best. You can — and should — question them to make sure you understand why they want to do what they want to do and how it will work best in your environment.

The Process Will Require Patience

Switching from one healthcare MSP to another can’t be done overnight. There are many important moving parts and care must be taken to get buy-in from everyone involved.

This will take a while, so stress to your team that they should be patient — but that this change means better things are coming their way.

What Does the Process Look Like When Switching Managed Services Providers at a Healthcare Facility? 

The switch to a new MSP involves things like:

• Implementing all VMS technology
• Notifying vendors of the change
• Getting nurses and other hospital staff entered into the system
• Setting up all compliance and paperwork
• Training staff members on the new system

This can be a big job, but switching to an MSP that manages as much of the transition from one provider to another will make it so much easier.

Switching Managed Services Providers May Be a Challenging Process: Let Trusted Managed Services Make It a Smooth Transition

If you choose Trusted Managed Services as your new healthcare MSP, a lot of the burden of transitioning will be lifted from your shoulders. For the most part, your healthcare facility will only be responsible for:

• Electronic Timekeeping and Reporting – Providing timely and accurate reporting, the MSP team will ensure smooth workforce management and alleviate administrative burden.
• Informing the MSP of other vendors – It is essential to inform the MSP about other Staffing Agencies, or Vendors involved with your Healthcare Staffing. By maintaining open lines of communication, the MSP can coordinate with these vendors to ensure no gaps in coverage!
• Informing the MSP of current contingent staff contracts – Keeping the MSP informed about current contingent staff contracts is crucial during the transition. It allows the MSP to effectively oversee and manage these contracts and streamline staffing needs.

We’ll take care of the rest, including getting reports to new vendors and other administrative burdens. This will allow you to save precious time during your integration process, making sure all staff is trained on the new system and implementing it successfully.

Trusted Managed Services will also handle the integration of your existing software off-site, taking one more thing off of your (and your IT team’s) plate.

Contact us to request a demo and let us show you why you should switch managed service providers.