Physician Staffing Case Study: Scheduling, Credentialing, plus Payroll in One System
A physician staffing firm managed over 100 contracted doctors across more than 30 hospitals and clinics on spreadsheets plus a basic scheduling app. PCG built one secure platform for scheduling, credentialing, payroll, invoicing, plus communication.
Why did the legacy tools stop working?
The firm ran on manual spreadsheets plus disconnected scheduling tools. There was no unified platform for scheduling, credentials, payroll, or invoicing, and communication gaps opened between departments, facilities, plus staff. Variable contracts simply could not be supported in the legacy payroll tools.
As physician volume grew, the inefficiencies grew with it. There was no PTO system, no time-tracking workflow, plus no mobile self-service portal. Facilities were billed by hand, with no connection to actual shifts or contract terms, and inconsistent physician naming caused billing mismatches that took hours to reconcile.
Credentialing was the sharpest risk. The workflows were fragmented, so a lapsed license or an expired document could slip through into noncompliance. Every payroll cycle added administrative overhead because nothing lined up.
What did PCG build for the staffing lifecycle?
PCG engineered a custom, web-based platform covering the whole physician staffing lifecycle. Scheduling, credentialing, PTO, communication, payroll, plus billing were centralized into a single secure system, reachable by administrators and physicians from a phone, a tablet, or a desktop.
Physicians self-report arrival and departure through a calendar interface, and payroll builds in real time from contract templates covering hourly, shift-based, on-call, plus overtime terms. Admins review and adjust hours before approval. Invoices generate for each facility, aligned with billing cycles and contract types such as cancellations, overtime, or monthly billing.
Credentials live in one repository with automated renewal tracking plus expiration alerts. Email and SMS notifications cover shifts, credentials, PTO, plus more. Most deployments run in weeks, not months. Administrative time dropped, compliance improved, plus billing finally matched the contracts.
How is physician data protected?
The platform runs role-based access control with encryption at rest. The infrastructure is hosted by Phoenix Consultants Group. A physician, an administrator, plus facility staff each reach only the records their role allows.
Facility notes carry timestamps and credential documents live in one repository, so an audit trail exists for every provider at every site.
What is the technology stack?
What are the key features delivered?
Multi-Site Scheduling EngineFacility-aware scheduling with conflict prevention, real-time physician availability input, plus support for recurring, on-call, short-term, and urgent shifts.- Credentialing and ComplianceA central repository for licenses, DEA, insurance, plus more, with a dashboard filtering expired, upcoming, plus overdue documents, an upload portal physicians manage themselves, plus automated renewal tracking and expiration alerts.
- Payroll and Facility InvoicingPhysicians self-report arrival and departure on a calendar, payroll builds in real time from contract templates covering hourly, shift-based, on-call, plus overtime, admins review and adjust hours before approval, and invoices generate per facility against billing cycles and contract types.
- Physician PortalSubmit time, update credentials, manage availability, plus view the schedule from a phone, tablet, or desktop. Self-service cut administrative follow-up and raised accountability.
- Facility PortalFacility staff view physician credentials, schedules, documents, plus history, add searchable internal notes with timestamps, and work directly with the staffing team for faster decisions.
- Communication and PTO ManagementPhysicians request PTO through a built-in calendar form, SMS and email alerts cover scheduling, credentialing, plus time-off updates, automated alerts route requests to the right staff for approval, plus the system notifies a physician when PTO is approved or denied.
- Reporting SuiteFlexible reports across payroll, credentialing, scheduling, PTO, plus billing, in export-ready formats for accounting, audits, plus operational reviews.
Thirty-one years behind this build
Phoenix Consultants Group has built custom software since 1995, more than 500 applications, and this physician credentialing platform for a multi-site staffing firm is one of them. The same .NET Core and SQL Server stack has carried client systems for decades, built plus supported in-house.
FireFlight also adds AI reporting on top. A staffing coordinator can ask a plain-English question about which credentials expire next month or which facility is short-staffed and get an answer from live data, with no canned report and no waiting in a queue. Most deployments still run in weeks, not months.
What changed operationally after deployment?
- 75% fewer manual scheduling corrections.
- Payroll builds itself from physician time logs and contract rules.
- Invoicing ties directly to physician activity and billing contracts.
- Credential compliance held across every provider and site.
- Physician engagement improved through mobile self-service.
- Staffing decisions move faster on real-time data.
- Grew to 100+ physicians across 30+ sites with no added admin headcount.
- Full visibility through real-time operational and financial reports.
Ikhana walks physicians through the portal
A contracted physician uses the portal occasionally, not daily, so nothing can be assumed. Ikhana explains each field as they submit time, upload a credential, or request PTO, which keeps self-service working without a call to the office.
Learn moreFrequently Asked Questions
Can one platform run physician scheduling, credentialing, plus payroll together?
Can one platform run physician scheduling, credentialing, plus payroll together?How does it handle variable physician contracts?
How does it handle variable physician contracts?Does it stop credentials from lapsing?
Does it stop credentials from lapsing?How are facilities invoiced?
How are facilities invoiced?Can physicians use it from a phone?
Can physicians use it from a phone?What do the facilities themselves get?
What do the facilities themselves get?How long does a build like this take?
How long does a build like this take?
Phoenix Consultants Group. Founded 1995. FireFlight Data Systems is PCG's hosted platform. Last updated June 2026.