The University of Vermont Health Network Medical Group: A Locum Tenens Transformation Story

The cornerstone of exceptional patient care in modern healthcare systems lies in the effective management of a skilled and adaptable workforce. For large health systems, this challenge is magnified when it comes to coordinating temporary physician coverage, known as locum tenens. The University of Vermont Health Network Medical Group (UVMHN) recently faced this challenge head-on, embarking on a transformative journey to revolutionize its locum tenens management. It is the story of how a fragmented system evolved into a streamlined, unified program that not only improved operations but also enhanced patient care.

The Starting Line: A Fragmented Approach

Established in 2018, UVMHN is a comprehensive health system serving patients across Vermont and northern New York. As a result of integrating six independent hospitals, UVMHN inherited a decentralized approach to managing locum tenens – temporary healthcare professionals who fill in for absent staff or help during busy periods.

Each hospital had its own way of doing things: separate contracts, different processes, and long-standing relationships with various locum vendors. This led to a lack of visibility across the network, inefficient processes, and inconsistent vendor relationships. Local leaders were burdened with the time-consuming tasks of coordinating locum orders, managing vendor relationships, and handling onboarding.

Meghan Fay-McCaffrey, Network Director of Physician Services at UVMHN Medical Group, recognized the need for change. The goal was clear: find a solution that would provide visibility, efficiency, and consistency while respecting the established relationships some hospitals had with their preferred vendors.

The Game-Changer: Partnering with HWL

Enter HWL, a partner that would prove instrumental in UVMHN's transformation. HWL offered a platform that addressed the key challenges head-on:

1. Unified Visibility: The platform provided a comprehensive view of locum workforce distribution and spending across all UVMHN hospitals. This real-time monitoring capability allowed for effective resource planning.
2. Efficiency Boost: By managing locum orders from requisition to onboarding, HWL enabled UVMHN to shift from a process-oriented to a program-oriented approach. This freed up internal resources and significantly reduced the administrative burden.
3. Vendor Integration: HWL successfully integrated existing vendor relationships and expanded the network to over 40 locum suppliers, maintaining the quality and reliability UVMHN needed.
4. Cultural Fit: Perhaps most importantly, HWL demonstrated a deep understanding of UVMHN's culture, geographic challenges, and expectations, ensuring a smooth transition and successful implementation.

The Results: A Healthcare Revolution

The impact of this transformation was felt across the entire network:

1. Focus on Core Competencies: With the reduction in administrative workload, the internal Physician Services team could redirect their efforts to permanent placements and service enhancements, ultimately leading to better patient care.
2. Data-Driven Decision Making: The platform's robust data capabilities empowered UVMHN to analyze historical trends, measure performance, and plan with greater detail.
3. Cost Management: A clearer view of spending and vendor performance positioned UVMHN to better manage costs and negotiate favorable terms with suppliers.
4. Continuous Improvement: The shift from a process to a program laid the groundwork for ongoing enhancements and long-term success.

A Partnership That Delivers

Reflecting on the transformation, Meghan Fay-McCaffrey shares, "HWL has been a great partner and has delivered on every promise made during the sales process. HWL has completely transformed the way we manage our locum providers and the locums' agencies for the UVMHN Medical Group, leading to shorter timelines and cost savings."

She adds, "Together we have built a solid program that is streamlined, transparent, and service focused. This collaboration has resulted in the placement of high-quality providers throughout our network. Of additional note, HWL is highly responsive, providing outstanding customer service and guidance. I consider HWL an extension of my team and highly recommend them to any healthcare organization."

The Road Ahead

As healthcare continues to evolve, UVMHN stands ready to meet new challenges. With a streamlined locum tenens program in place, the network is better equipped to ensure consistent, high-quality care for patients across Vermont and northern New York.

The UVMHN story serves as a powerful example of how the right partnership and innovative solutions can transform healthcare operations, ultimately benefiting both providers and patients. It's a reminder that in healthcare, as in life, the willingness to adapt and embrace change can lead to remarkable improvements and a brighter future for all.