Client facilities post open shifts that are matched instantly against a credentialed clinician database by specialty, distance, and availability. Ranked candidates get WhatsApp offers with one-tap acceptance, contracts generate themselves on confirmation, and shifts that took two days now fill in two hours.
Typical results
94%
Shift fill rate
3x
Placements per coordinator
0
Credential lapses
Figures reflect typical results for this kind of automation.
The challenge
Every open shift kicked off a phone marathon: coordinators dialed down a call list, left voicemails, and waited. Facilities escalated hourly while shifts sat unfilled for two days on average, and when a clinician finally said yes, contracts and credential packs took another hour of copy-paste — sometimes after the shift had already been given away.
Before and after
Time to fill a shift
−96%Shift fill rate
+32%Paperwork per placement
−89%The automation
We built a matching engine on Make over the agency's clinician database. Facilities post shifts through a simple form; the engine instantly filters candidates by specialty, license validity, distance, and availability, then sends ranked WhatsApp offers with shift details and one-tap accept. Unanswered offers cascade to the next candidate after thirty minutes. On acceptance, the contract and credential pack generate automatically and go out for e-signature, and the facility receives confirmation with the clinician's profile.
How it works
- 01
Shift posted
The facility submits specialty, dates, and rate through a simple form; the shift lands in the database instantly.
- 02
Instant matching
The engine filters credentialed clinicians by specialty, license validity, distance, and stated availability.
- 03
WhatsApp offers
Ranked candidates get the shift details with one-tap accept; offers cascade if no reply comes within thirty minutes.
- 04
Paperwork generated
On acceptance, the contract and credential pack generate automatically and go out for e-signature.
- 05
Everyone confirmed
The facility receives confirmation with the clinician's profile; calendar and payroll update on their own.
Starts from
- Facility shift posts
- Credentialed clinician pool
Delivers
- WhatsApp shift offers
- Auto-generated paperwork
- Confirmed placements
The impact
Median time to fill a shift typically drops from two days to two hours, and the fill rate climbs from 71% to 94%. Paperwork per placement shrinks from 45 minutes to five, coordinators handle three times the placements, and no shift goes out with a lapsed credential.
Questions about this automation
How does the engine pick which clinicians get a shift offer?
When a facility posts a shift through the form, the engine filters the clinician database by specialty, license validity, distance and stated availability. Clinicians with lapsed credentials are excluded automatically. The remaining candidates are ranked, and offers go out on WhatsApp with the shift details and a one-tap accept button.
What if nobody accepts the offer?
Offers cascade. If a candidate does not reply within thirty minutes, the next ranked clinician receives the offer, and the coordinator can see where each shift stands. When the list runs out, the shift is flagged to a coordinator so they can widen the search or call the facility.
What paperwork is created once a shift is accepted?
The contract and the clinician's credential pack generate from templates and go out for e-signature. The facility receives a confirmation with the clinician's profile, and the calendar and payroll records update. This is a multi-step build, usually rolled out in stages, starting with matching and offers before paperwork is added.