Healthcare Staffing Agency Contract Template

This healthcare staffing agency contract (this "Contract") is made and entered into as of (Effective Date) by and between:

​[Healthcare Staffing Agency.Company], a (State of Incorporation) corporation, with its principal place of business located at [Healthcare Staffing Agency.StreetAddress][Healthcare Staffing Agency.City][Healthcare Staffing Agency.State][Healthcare Staffing Agency.PostalCode],

and

​[Healthcare Facility.Company], a (State of Incorporation) corporation, with its principal place of business located at [Healthcare Facility.StreetAddress][Healthcare Facility.City][Healthcare Facility.State][Healthcare Facility.PostalCode].

The staffing agency and the client may be referred to herein as the "Parties" or individually as a "Party."

The parties hereby agree to the terms and conditions outlined in this contract and shall be legally bound to perform their respective obligations following its provisions. Each party represents and warrants that they have the full legal capacity and authority to enter into this contract and have obtained all necessary approvals and consents.

Scope of Services

Description of Staffing Services

The healthcare staffing agency shall provide comprehensive staffing services to the client for temporary or permanent healthcare professionals to meet the client's staffing needs as may be specified in separate work orders or requests for staffing services. The agency shall exercise best judgment and labor practices to source and present qualified and licensed healthcare professionals, including but not limited to nurses, physicians, therapists, medical assistants, and other allied health professionals, who possess the requisite qualifications and certifications necessary to perform the specified healthcare services.

Scope of Work and Responsibilities

The agency shall collaborate with the client to determine the specific staffing requirements and the desired skill sets of healthcare professionals needed for each assignment. The agency shall conduct thorough recruitment efforts to present the client with qualified candidates, including candidate sourcing, screening, background checks, and reference verifications. The agency shall also coordinate healthcare professionals' scheduling, onboarding, and orientation to ensure a smooth integration into the client's facility.

Quality Assurance and Compliance

The agency shall implement a comprehensive quality assurance program to monitor the performance of healthcare professionals provided to the client. The agency agrees to maintain compliance with all relevant federal, state, and local laws, regulations, and licensing requirements regarding healthcare staffing. It is the agency’s responsibility to vet and verify candidates’ licenses. The agency shall conduct background checks as provided in the laws of [Healthcare Staffing Agency.State].

Obligations of the Healthcare Staffing Agency

Recruitment and Credentialing

The healthcare staffing agency shall undertake diligent efforts to recruit qualified and competent healthcare professionals to fulfill the client's staffing requirements. The agency shall conduct comprehensive credentialing procedures to verify the credentials, qualifications, licenses, and certifications under [Healthcare Staffing Agency.State] laws. It’s the agency’s responsibility to evaluate the experience of each recruited healthcare professional as agreed in the staffing requests.

Background Checks and References

The staffing agency agrees to perform thorough background checks on all recruited candidates to ascertain their suitability for placement. These background checks shall encompass, but not be limited to, criminal history, professional disciplinary records, and any adverse actions taken against the healthcare professional's licenses or certifications.

Additionally, the agency shall obtain and evaluate references from prior employers or supervisors to assess the character and work performance of the healthcare professionals.

Training and Education of Staff

The agency shall take up the duty of training all prospective candidates to perform duties per industry standards. During the recruitment process, the staffing agency shall ensure that recruited professionals can perform assigned duties to meet the client’s objectives and be in compliance with applicable laws and regulations. The agency shall provide continuous training opportunities for its staff members.

Providing Replacements and Coverage

In the event of any unexpected absence, termination, or unavailability of a healthcare professional placed at the client's facility, the healthcare staffing agency shall promptly provide a suitable replacement with qualifications and credentials matching or exceeding those of the absent staff member. The agency shall make reasonable efforts to maintain continuity of services and ensure that the client's staffing needs are met without disruption.

Maintaining Accurate Records

The agency shall maintain accurate and up-to-date records for all recruited healthcare professionals. This includes but is not limited to their credentials, licensures, certifications, background checks, and references. The agency must create a database logging staff assignments and hours worked for temporary and long-term assignments. Records shall be stored and maintained to comply with legal and regulatory requirements.

Obligations of the Client

Provision of Necessary Information

The client shall provide accurate and complete information pertaining to its staffing requirements, including but not limited to the specific healthcare positions needed, desired qualifications, work schedules, and any other pertinent details. If requested services are updated or changed, the client shall promptly provide such information.

Timely Payment for Services Rendered

The client shall make payments for services rendered by the agency in a timely manner. The payments shall be done per the timeline provided in this contract. The client shall make payments within (Number of Days) after receipt of invoices. The client shall notify the agency with a detailed description of a payment dispute.

Communication and Feedback

The client shall maintain open and effective communication with the healthcare staffing agency throughout the term of this contract. The parties shall designate their respective points of contact for communication purposes. The client agrees to promptly notify the agency of any issues or concerns related to the performance or conduct of the provided healthcare professionals. Additionally, the client shall provide periodic feedback on the services rendered, enabling the healthcare staffing agency to assess and improve its service delivery as deemed necessary.

Payments

Agency Fees

By signing this contract, the client agrees to pay a (Specify the Type of Fee, whether a one-off payment, annual fee, hourly rate, etc.) fee totaling to (Enter the Amount) to the agency.

The payments shall be made (Enter Payment Interval weekly, monthly, yearly) via (Specify the Acceptable Payment Methods, e.g., electronic transfer, check, etc.)

In addition, the client shall reimburse the agency within reasonable measure for any necessary expenses incurred while providing services. The reimbursements include but are not limited to travel expenses, lodging and meals, and other related expenses.

Invoicing

The agency shall send a detailed invoice to the client for services provided on (Invoicing Date) via (Invoicing Method email, courier, etc.) to (Enter Billing Address).

Late Payments

In the event of late payment, the client agrees to pay a late fee of (Specify the Late Fee Percentage or Amount) per (Specify the Interval, e.g., week or month) on any overdue amount until the outstanding balance is settled in full.

Right to Adjust Fees

The agency reserves the right to amend its fees to reflect substantial changes in the market or other influencing factors. The agency shall give a (Notice Period) written notice for any fee adjustments.

Confidentiality and Non-Disclosure

The parties acknowledge and agree to a strict confidentiality code during the term of this contract and thereafter. The parties agree to hold privileged information in confidence and shall not disclose it to any third party without prior written consent. Privileged information, as defined in this contract, includes but is not limited to patient records, trade secrets, financial data, or any other information marked as confidential or that would reasonably be considered confidential under the circumstances.

The confidentiality obligation as defined in this contract is limited to (a.) information available to the receiving party before the disclosure, (b.) information made public without breaching this contract, and (c.) information required in compliance with legal or regulatory standards.

Insurance, Liability, and Indemnification:

The staffing agency shall maintain comprehensive professional liability insurance coverage with reputable carriers. The client shall obtain and maintain adequate general liability and malpractice insurance coverage throughout the term of this contract. The agency is responsible for footing expenses associated with insurance coverage for the services provided.

Parties shall, in good faith, notify each other in writing in case of a claim related to this agreement. Parties further agree to cooperate in resolving any such claim and the parties’ liability for any such claim. The liability limitation as defined by this contract absolves parties' responsibility for punitive damages, including but not limited to lost profits or economic damages.

Parties agree to indemnify, defend, and hold harmless the other party and its officers, directors, employees, agents, and affiliates from and against any and all losses, damages, liabilities, claims, demands, actions, suits, proceedings, judgments, settlements, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to any actual or alleged acts, omissions, negligence, or misconduct of the healthcare professionals supplied by the staffing agency while performing services for the client, to the extent such claims are not covered by insurance.