Travel Healthcare Staffing Timecard & Payroll Workforce
This workforce automates the end-to-end weekly timecard approval and audit process for travel healthcare professionals. It ingests submitted timecards, validates hours against image verification using facility-specific rules, and routes exceptions for human review. The system ensures payroll accuracy and frees up finance and operations teams from hours of manual data entry and reconciliation.
The problem this solves
Processing weekly timecards for travel nurses is a high-volume, error-prone task. Each healthcare facility has unique rules for breaks, overtime, and shift differentials, which must be manually checked. Operations teams spend hours downloading verification images, visually comparing them to entered hours, and flagging discrepancies, leading to payroll delays, payment errors, and significant administrative overhead.
How the workforce works
- Step 1
VMS Job Mapping
Ensures new jobs from Vendor Management Systems are correctly mapped to accounts and disciplines within the ATS.
This agent monitors the VMS integration platform for jobs that failed to auto-map. It automatically resolves mapping issues by updating facility accounts in the ATS, applying the correct profession and specialty, and confirming the job is synced and visible to recruiters.
VMS Integration Platform
Applicant Tracking System - Step 2
Timecard Ingestion
Monitors the ATS for newly submitted timecards and structures the data for validation.
The agent polls the Applicant Tracking System for timecard records that have just been submitted for payroll processing. It extracts all relevant data, including the contractor, facility, week-ending date, and all individual time entries, structuring it for the validation pipeline.
Applicant Tracking System - Step 3
Hours Validation
Compares user-entered hours against the attached verification image and checks compliance with facility-specific rules.
This agent performs a critical comparison between the hours entered in the ATS and the hours read from the verification image. It then applies a dynamic ruleset based on the healthcare facility's policies for overtime, breaks, and shift differentials, flagging any record with a discrepancy.
Applicant Tracking SystemDocument Storage - Step 4
Exception Orchestration
Determines the appropriate action for each validated timesheet: auto-approve, flag for review, or request more information.
Based on the validation results, this agent decides the next step. Clean timesheets are automatically approved. For discrepancies, it either triggers an automated outreach to the contractor for clarification or compiles a complete exception packet—including the image, entered data, and noted deltas—for a payroll specialist to review.
Applicant Tracking System
Email - Step 5
Contract Audit
Audits approved timesheets against contract terms to ensure accurate pay and stipend calculations before final processing.
After initial approval, this agent performs a final audit. It cross-references the approved hours against the contractor's specific contract terms stored in the ATS, checking for guaranteed hours, prorated stipends, and other compliance rules. It recommends final actions, such as pay adjustments, before the timesheet is sent to the payroll system.
Applicant Tracking System
Payroll System
Frequently asked questions
- How does the system handle different payroll rules for each hospital or facility?
- The workforce uses a dynamic, rules-based engine. Each facility's specific policies for overtime, breaks, guaranteed hours, and stipends are configured as a ruleset. The validation agents automatically apply the correct ruleset for the facility listed on the timesheet, ensuring compliance without manual lookups.
- What happens if a traveler submits a blurry or unreadable timesheet verification image?
- The Hours Validation agent includes an image legibility check. If it cannot confidently read the hours from the image, the Exception Orchestration agent automatically flags it and routes it to a payroll specialist with a note indicating an unreadable image. This prevents incorrect approvals and allows for immediate human intervention.
- Can this workforce integrate with our existing Applicant Tracking System and Payroll System?
- Yes, this pattern is designed to be system-agnostic. It connects to standard systems of record like an Applicant Tracking System (ATS) for ingesting timesheets and contract data, and it prepares an audited data file ready for ingestion into any standard Payroll System. The integration points are configurable to match your existing technology stack.
- How does automating VMS job mapping improve the timecard process?
- By automating VMS job mapping, the workforce ensures that all contractor assignments exist correctly in the Applicant Tracking System from the start. This prevents 'missing job' errors when contractors submit timesheets, which would otherwise require manual correction before payroll could even begin. It cleans the data upstream to guarantee a smoother downstream payroll process.