COVID-19 has been one of the biggest lessons for the healthcare industry, highlighting the importance of being ready for every challenge, especially staffing. When people think of hospitals or clinics, the first image is often nurses—the compassionate professionals who provide essential care under doctors’ guidance. But challenges and emergencies can happen anytime, and during peak periods, the demand for nurses rises quickly. If hospitals do not have enough staff, patient care can suffer. With rising patient numbers, seasonal needs, and sudden staff shortages, this is where staffing agencies for healthcare play a vital role. They connect skilled nurses with hospitals and clinics, ensuring proper patient care while giving professionals valuable opportunities. If you are considering a nurse staffing agency, here’s your simple guide to understanding contracts and placements.

Let’s understand staffing nurse contracts

Before you start chasing contracts, you need to know what they are. 

A nursing staffing contract is a formal agreement between a healthcare facility and a staffing agency that outlines: 

• Scope of work — What roles need to be filled (e.g., RNs, LPNs, CNAs). 

• Duration — Short-term, seasonal, travel assignments, or long-term staffing needs. 

• Pay rates — How much the facility will pay the agency per nurse/hour. 

• Compliance requirements — Certifications, licensing, insurance, and background checks. 

These contracts can be for: 

• Per diem staffing — Nurses on short notice for daily shifts. 

• Travel nursing — Temporary relocation for weeks or months. 

• Permanent placement — Full-time hires via the agency. 

• Crisis staffing — Urgent needs during pandemics, natural disasters, or sudden staff shortages. 

How Staffing Agencies Get Nursing Contracts

Formalizing a contract with a nurse is not just about getting a verbal agreement. As a staffing agency, our role is pivotal. We facilitate the connection between the healthcare facility and the nurse, ensuring that all parties are satisfied with the terms of the contract.  

Step 1: Build a Strong Business Foundation 

Healthcare facilities want to partner with agencies they can trust. This means you must have your paperwork, licensing, and operations in order: 

• Business registration — Your agency must be legally registered. 

• Healthcare staffing license — Required in some states. 

• Insurance — General liability, workers’ compensation, and professional liability. 

• Recruitment systems — A database of pre-screened, qualified nurses. 

• Compliance tools — Background checks, credential verification, and skill assessments. 

Step 2: Research and Target Potential Clients 

Start your research based on the ratings and locations that are closer to your residence, where you aim to work. Keep a few options in your hand and understand where your services can make the most impact. Your role in the healthcare industry is crucial, and your services are highly valued. 

• Hospitals & medical centres — High demand for speciality nurses and travel contracts. 

• Nursing homes & assisted living — Consistent demand for long-term staffing. 

• Clinics & urgent care centres — Need per diem and part-time nurses. 

• Home healthcare agencies require skilled and compassionate caregivers. 

Use market research tools, LinkedIn, and local healthcare association directories to build a prospect list.  

Step 3: Build Relationships with Decision-Makers 

As a contract agency, we don’t easily get contracts. We have to connect with HR directors, nurse managers, and procurement teams who make staffing decisions. Building relationships with these decision-makers is crucial as it can lead to repeat business and referrals, helping to establish your agency’s reputation in the Industry. 

• Networking events — Join healthcare job fairs, conferences, and nursing association meetings. 

• LinkedIn outreach — Personalise messages, showcase your expertise, and engage with their content. 

• Referral systems — Encourage nurses you work with to refer you to facilities. 

Step 4: Bid for Contracts Through Vendor Management Systems (VMS) 

Many large healthcare systems use a Vendor Management System to handle staffing needs. Once approved as a vendor, you’ll receive alerts about open positions you can fill. 

• Research healthcare VMS platforms. 

• Submit applications to become an approved vendor. 

• Keep your agency profile updated so facilities know your specialities. 

Before you prepare for the bidding, understand that you need to prepare a capability statement as an agency. This should include a company overview, services offered (per diem, travel nursing, permanent placement), credentials, licenses, certifications, past client references and success stories, and contact information. 

Step 5: Deliver Excellence and Build Reputation  

Once you secure a contract, the real work begins. Your commitment to consistently delivering high-quality nurses, on time, without compliance issues, is what will set you apart. Your responsibility in this process is paramount. 

• Communicate clearly with both clients and nurses. 

• Maintain strong onboarding and orientation processes. 

• Ask for testimonials and referrals after successful placements. 

How EmpowerCare can be your next nurse staffing contract agency?  

With the established connections in the Industry, we have developed excellent relations with multiple healthcare institutions and many healthcare staff. From rural clinics to major urban hospitals, we connect you with opportunities that match your nurse roster. With our tech-driven matching platform, we quickly connect qualified nurses with open roles, helping you fulfil contracts faster. 

Final thought

Hiring a nurse should not be that difficult, but finding good nursing staff can be difficult. You have the option to be independent and let the applicants apply, or you have the option to have an agency on board to help you with the staffing requirements, whether it is short-term or long-term. And if you want to skip years of trial and error, EmpowerCare is here to open doors. We bring the connections, resources, and expertise so you can focus on what you do best — providing top-tier nurses to the facilities that need them most. Ready to grow your nursing staffing business?

Let EmpowerCare help you secure your next contract and expand your reach in the healthcare industry.