Healthcare MSP Implementation: Step-by-Step

Implementing a Managed Services Provider (MSP) program can feel like a daunting task—especially in an industry as complex and fast-paced as healthcare. But when done right, an MSP can be a game-changer, helping your organization streamline staffing, reduce costs, and ensure compliance, all while freeing up your team to focus on what really matters: patient care.

Whether you’re just starting to explore the idea of an MSP or you’re ready to take the plunge, this article will guide you through the entire process. From assessing your needs and selecting the right partner to rolling out the program and overcoming resistance, we’ll cover everything you need to know to make your MSP implementation a success. Let’s dive in!

3 considerations before implementing a new Healthcare MSP

If your organization is thinking about new technology to streamline locums management, here are three points to keep in mind:

1. Smaller organizations may have a harder time getting buy-in. It’s a close-knit group, where more people feel as if they should have decision-making authority. Smaller organizations are also used to operating in silos, which might be hard to overcome.

2. Bigger organizations are used to enterprise decision-making, so while there are more stakeholders involved, reaching consensus is often much easier, as is the post-decision rollout. 

3. Whatever your size, do not underestimate the value of standard processes that can streamline every facet of locums recruiting “from req to check” to give your team more time to focus on the most important parts of their roles. A true workforce solution covers planning and strategy, and provides process consistency for greater efficiency.  

9 steps to Healthcare MSP implementation

Implementing a Healthcare Managed Services Provider (MSP) program is a strategic process that requires careful planning, collaboration, and execution. To ensure a seamless transition and long-term success, it’s essential to follow a structured approach. In this section, we’ll walk through the key steps to implementation, offering practical insights to help you navigate each phase with confidence and clarity.

1. Assessing your organization’s needs

Before diving into the world of Healthcare MSPs, start by identifying the pain points in your current staffing and workforce management processes. Are you struggling with high turnover rates? Spending too much on contingent labor? Or maybe credentialing issues are keeping you up at night.

Once you’ve pinpointed the challenges, it’s time to define what success looks like. What are your goals for the MSP program? Is it about cutting costs, improving efficiency, or ensuring better compliance with healthcare regulations? Getting clear on these objectives upfront will not only help you choose the right MSP partner but also set the stage for a program that delivers real, measurable results

2. Communicating with stakeholders

Setting your Healthcare MSP implementation up for success means getting the right stakeholders involves at the right time. Let’s face it, it’s not possible to have every person who wants to weigh in on the decision involved from the get-go. But there are certain parameters you can follow to ensure timely involvement from key decision-makers.

• With an investment of this scale, it’s common for higher-level leaders to be the first to reach out to a solutions provider—this can include a VP of Recruitment, a Senior Finance Director, a System Director or even a System Physician. 
• Once an initial meeting is in place, if possible, you’ll want that same leader to attend.
• You’ll also want to designate an “evangelist” to be involved. This person does not necessarily have to be a final decision-maker, but should be someone who is aware of which stakeholders (credentialing, finance, practice leaders, etc.) need to participate in the pre-purchase evaluation process.
• It’s also important to ensure any additional individuals involved in the process at a leadership level are identified from the start and part of the preliminary meetings.

In this way, you establish a small core group with specific roles and can then leverage your evangelist to share feedback “up the ladder” from a larger target audience.

3. Choosing the right Healthcare MSP partner

Choosing the right MSP partner is like finding the perfect co-pilot for your healthcare organization’s journey—it’s a decision that can make or break the success of your program. Start by doing your homework: research potential MSP providers and look for ones with a strong track record in the healthcare industry. After all, healthcare has its own unique challenges, from compliance with strict regulations to managing specialized clinical staff.

Don’t be shy about asking tough questions during the selection process. What’s their experience with organizations like yours? How do they handle data security and compliance? What kind of technology do they use, and how will it integrate with your existing systems? It’s also a good idea to check references and even talk to other healthcare organizations they’ve worked with.

Remember, this is a partnership, so you want to find an MSP that not only has the expertise but also aligns with your organization’s culture and values. Take your time—this step is worth getting right!

4. Design the MSP program

Now that you’ve found your MSP partner, it’s time to roll up your sleeves and design a program that works for your organization. Collaborate closely with your MSP to define the scope of the program. Will it cover all contingent labor, or just specific departments? What about specialized roles like travel nurses or locum tenens physicians?

Next, hammer out the details: service levels, key performance indicators (KPIs), and how often you’ll review progress. Don’t forget to establish clear communication channels and escalation paths for any issues that might pop up. The goal here is to create a program that’s not only effective but also flexible enough to adapt as your needs evolve.

5. Develop a Change Management Plan

Let’s be real—change can be tough, especially in healthcare where everyone’s already juggling a million things. That’s why a solid change management plan is crucial for a smooth MSP rollout. Start by being transparent with your team. Explain why you’re implementing the MSP program, how it will benefit the organization, and what it means for them. Address any concerns head-on and provide plenty of opportunities for questions and feedback.

Training is also key. Make sure everyone who will interact with the MSP—whether it’s hiring managers, HR staff, or department heads—knows how to use the new system and understands their role in the process. And don’t forget to celebrate small wins along the way! A little positivity can go a long way in getting everyone on board and excited about the changes.

6. Technology Implementation

Alright, it’s time to bring in the tech! Your MSP will likely have a platform or vendor management system (VMS) that’s designed to streamline everything from sourcing candidates to tracking performance. But before you hit the ‘go’ button, make sure it plays nicely with your existing systems. This might mean integrating the MSP’s technology with your HR software, payroll system, or even your electronic health records (EHR) platform.

Work closely with your IT team and the MSP to ensure data flows smoothly and securely between systems. And don’t forget about training—make sure everyone who will use the new tools feels comfortable and confident. A little upfront effort here can save you a lot of headaches down the road.

7. Pilot the program

Before going all-in, it’s a good idea to test the waters with a pilot program. Think of this as a ‘soft launch’—a chance to see how everything works in real life without committing to a full-scale rollout just yet. Choose a specific department, location, or even a single job category to start with. This lets you work out any kinks, gather feedback, and make adjustments before expanding.

Keep a close eye on how things are going: Are the processes smooth? Are stakeholders happy? Are you hitting your KPIs? Use this pilot phase as a learning opportunity, and don’t be afraid to tweak things as needed. Once you’re confident everything’s running smoothly, you’ll be ready to take the program organization-wide.

8. Full-scale rollout

Now that you’ve tested the program and worked out any kinks, it’s time to go big! The full-scale rollout is where all your planning and preparation pay off. Start by communicating the expansion clearly to everyone involved—this is your chance to build momentum and reinforce the benefits of the MSP program.

Make sure your MSP partner is ready to scale up with you, providing the support and resources needed to handle the increased volume. Keep a close eye on the transition, especially in the early days, to ensure everything runs smoothly. And remember, this isn’t a ‘set it and forget it’ moment. Stay engaged, gather feedback, and be ready to make adjustments as you go. This is your program’s time to shine!

9. Monitor, evaluate, and optimize

Congratulations—your MSP program is up and running! But the work doesn’t stop here. Think of this as the ‘continuous improvement’ phase. Regularly review the KPIs you established earlier to see how the program is performing. Are you hitting your goals for cost savings, efficiency, and compliance? Schedule regular check-ins with your MSP partner to discuss progress, address any challenges, and brainstorm ways to make the program even better.

Don’t be afraid to tweak processes, update technology, or expand the program’s scope as your organization’s needs evolve. The best MSP programs are the ones that grow and adapt over time, so keep an open mind and stay proactive. After all, this is about creating long-term value for your organization.

Rallying the team around your new investment

Even with the best planning, you might run into some resistance after rolling out your MSP program—and that’s okay! Change can be uncomfortable, especially when it disrupts familiar routines. The key is to address concerns head-on and show how the program benefits everyone.

Start by listening. Hold open forums or one-on-one conversations to understand what’s causing the pushback. Is it a lack of understanding? Fear of job changes? Or just frustration with new processes? Once you know the root cause, you can tailor your approach.

For example, if people are struggling with the new technology, offer additional training sessions or create quick-reference guides to make things easier. If there’s skepticism about the program’s value, share early wins and success stories—like cost savings or faster fill rates for open positions. And don’t underestimate the power of involving resisters in the process. Sometimes, giving people a voice in shaping the program can turn critics into champions.

Finally, be patient. Change takes time, and consistent communication is key. Keep reminding everyone why the MSP program was implemented and how it supports the organization’s broader goals. With empathy, transparency, and a little persistence, you can turn resistance into buy-in and make the program a success for everyone.

Ready to Transform Your Healthcare Workforce Management?

At Syncx, we make it a priority to understand your current process and custom build a workforce management solution that ensures locums recruiting seamlessly integrates with your workflows. Instead of taking the industry-common 90-days to stand up your new solution, we have you up and running in four weeks while providing deep implementation support.

Whether you’re looking to optimize your workforce, enhance operational efficiency, or simply gain better visibility into your staffing needs, Syncx MSP has the tools and expertise to make it happen. Ready to see the difference? Schedule your complimentary 15-minute call with a Syncx customer solutions specialist today.