End-toEnd Scheduling, Credentialing & Payroll System for a Multi-Facility Physician Staffing Company
Overview
We partnered with a physician staffing firm managing over 100 contracted doctors across 30+ hospitals and clinics. Legacy tools – including spreadsheets and a basic sheduling app – couldn’t scale to meet growing credendialing,compilance, and coordination demands. Disjointed systems created operational silos, inconsistentdata, and high administrative overhead.
100+ physicians across 30+ hospitals and clinics
Automated multi-site scheduling with real-time physician availability
Self-reported time and automated payroll aligned to contracts
Facility invoicing based on schedules, contract terms, and time worked
Credentialing management with automated expiration alerts
Mobile-optimized portal for physicians and administrators
Facility portal for credential access, notes, and document sharing
Automated email & SMS notifications for shifts, credentials, PTO, and more
We delivered a secure, centralized staffing platform for scheduling, credentialing, documentation, payroll, invoicing, and communication — accessible by both administrators and physicians via mobile or desktop. The solution significantly reduced administrative time, improved compliance, and enabled accurate, contract-based billing.
The Challenge
The client operated with:
Manual spreadsheets and disconnected scheduling tools
Communication gaps between departments, facilities, and staff
No unified platform for scheduling, credentials, payroll, or invoicing
Variable contracts couldn’t be supported in legacy payroll tools
As physician volume increased, so did operational inefficiencies:
Manual retrieval of Veeder Root tank data, with no real-time integration across sites
No PTO system, time-tracking workflow, or mobile self-service portal
Facilities were billed manually — with no connection to actual shifts or contract terms
Credentialing workflows were fragmented, risking noncompliance
Inconsistent physician naming caused billing mismatches and time-consuming reconciliation
Administrative overhead increased with each payroll cycle due to lack of system alignment
The Solution
We engineered a custom, web-based platform for managing the full physician staffing lifecycle — including scheduling, credentialing, PTO, communication, payroll, and billing. Built for healthcare staffing, the solution centralized all workflows into a single, secure system.
Key Features Delivered
Multi-Site Scheduling Engine
Intelligent facility-aware scheduling with conflict prevention
Real-time physician availability input
Recurring, on-call, short-term, and urgent shift support
Credentialing & Compliance
Centralized credential repository for licenses, DEA, insurance, and more
Credential dashboard with filters for expired, upcoming, and overdue documents Upload portal for physicians to manage their own documents
Automated renewal tracking and expiration alertsPayroll & Facility Invoicing
Physicians self-report arrival/departure via a calendar interface
Auto-generated invoices sent to each facility, aligned with billing cycles and contract types (e.g., cancellations, overtime, monthly billing) Real-time payroll built on contract templates (hourly, shift-based, on-call, overtime)
Admins can review and adjust hours before approvalPhysician Portal (Mobile-Optimized)
Submit time, update credentials, manage availability, and view schedule
Accessible across devices: mobile phones, tablets, and desktops
Self-service tools reduced administrative follow-up and increased accountability
Facility Portal
Facility staff can view physician credentials, schedules, documents, and history
Add searchable internal notes with timestamps
Collaborate directly with staffing team for faster decisionsCommunication & PTO Management
Physicians can request PTO through a built-in calendar form
SMS and email alerts for scheduling, credentialing, and time-off updates Automated alerts notify relevant staff for approval
System alerts physicians when PTO is approved or denied
Reporting Suite
Dynamic reports for payroll, credentialing, scheduling, PTO, and billing
Export-ready formats for accounting, audits, and operational reviewsResults & Impact
- 75% fewer manual scheduling corrections
Accurate, self-driven payroll built from physician time logs and contract rules
Automated invoicing tied directly to physician activity and billing contracts
Credential compliance maintained across all providers and sites
Improved physician engagement through mobile self-service
Faster staffing decisions with real-time data access and facility collaboration
Scaled to 100+ physicians across 30+ sites with no additional admin headcount
Full visibility into key metrics with real-time operational and financial reports
Key Innovations
Our custom fueling controller included:
Full integration of rugged hardware with .NET Core backend
Real-time, encrypted TCP socket communication
Site-localized operations with automatic offline queuing and resynchronization
Role-based access control and unified citywide reporting
Custom compression-encryption protocol reducing payload size by up to 60% while maintaining full data integrit
Delta-based sync that eliminated redundant full-whitelist transmissions
Technology Stack
| COMPONENT | TECHNOLOGY |
|---|---|
| Frontend | Razor Pages, JavaScript, Bootstrap |
| Backend | .NET Core / C# |
| Security | Role-based access control, encryption at rest |
| Networking | Encrypted TCP socket services |
| Database | SQL Server, Stored Procedures, Views |
| Hardware | RFID boards, manual scan keys, coil sensors |
| Hosting | On-premises IIS with SQL Server |