Ultimate Guide to Hiring in Healthcare – 2025

The American healthcare system – and much of the global one is running on borrowed time. Clinical and non-clinical roles are sitting unfilled across hospitals, clinics, and care facilities.

According to The World Health Organization, we’ll be at a global shortfall of 11 million health workers by 2030. And closer to home, the U.S. may face a deficit of up to 130,600 physicians as early as next year.

What’s Causing Talent Shortages in Healthcare?

1. Aging out:

Firstly, a large portion of the workforce is nearing the end of their careers. More than one-third of U.S. nurses are expected to retire within the next 10–15 years. The pipeline behind them simply isn’t wide enough to replace what’s leaving.

2. Burnout and attrition:

Secondly, high patient loads, long hours, rising administrative work, and emotional tolls are pushing workers out – many for good.

3. Demand on the rise:

As the U.S. population grows older and chronic illnesses surge, the need for care is ballooning – especially in geriatric, chronic disease, and long-term care management.

4. Training blockages:

Fourthly, it’s important to note that medical and nursing schools can’t expand fast enough. Because class sizes are capped, and qualified instructors are in short supply. Even those eager to enter the field are often left waiting.

5. Urban-rural divide:

Cities face strain, but rural and underserved areas are in crisis. Many small communities can’t attract or retain even one full-time physician or mental health provider.

Healthcare roles under pressure currently

• Nursing: Demand for registered nurses continues to rise. Specialized and elder care roles are especially hard to fill.

• Primary care physicians: By 2037, the U.S. may fall short by over 87,000 general practitioners.

• Mental health: The global shortfall is rising- over 1 million mental health professionals are needed to meet basic demand.

• Non-clinical roles: Behind-the-scenes staff – billing specialists, patient coordinators, administrative support – are just as hard to come by. And without them, operations grind to a halt.

Where do we go from here?

There’s no quick fix, but there is a path forward. Healthcare systems must adopt new staffing models – flexible schedules, job-sharing, and remote care where feasible.

AI and automation can lighten the administrative load, freeing clinicians to focus on patient care.

And perhaps most critically, schools and health systems need to partner up – expanding training programs, offering scholarships, and building pipelines early.

The healthcare workforce is strained, and aging. Without swift, coordinated action, the shortages will deepen. And the system, already cracking, may begin to break

Healthcare Workforce Planning in 2025

Know the numbers, mind the gaps

Keeping the healthcare system afloat requires more than warm bodies in scrubs. It calls for a clear picture – who’s in the workforce now, who’s leaving, what skills are lacking, and what the future will demand. Without that, planning is guesswork, and guesswork won’t cut it in a field where shortages already stretch the seams.

Who makes up the workforce?

The healthcare field is as diverse as it is strained. Globally, women make up roughly 67% of the health workforce – a figure that speaks to their central role across clinical and care-related professions.

In the UK, as of late 2023, nearly 44% of nurses and midwives were between 21 and 40, with an average age just shy of 44 years. That sounds young – until you realize how many seasoned professionals are nearing retirement.

In the U.S., nursing remains predominantly White – 80% of RNs identify as White/Caucasian, with smaller shares identifying as Asian (7.4%), Black/African American (6.3%), and Hispanic (6.9%).

These numbers underscore the need for more inclusive recruitment efforts that better reflect the patient populations being served.

What will the future demand?

From 2023 to 2033, healthcare is expected to outpace most other fields in job growth. The U.S. Bureau of Labor Statistics projects 1.9 million openings per year – driven by both new demand and retirements. But it’s not just about more hands on deck. It’s about the right hands.

Specialized roles – particularly in mental health – face steep deficits. Globally, there’s a shortfall of over 1.18 million professionals, including psychiatrists, psychiatric nurses, and psychosocial care providers. These aren’t optional roles. Without them, critical aspects of care go unmet.

It’s not just people we’re short on – it’s skills.

First, digital competency. New technologies (AI, telehealth, and data platforms) are not mentioned nor pushed upon in healthcare. Competency in them is becoming more and more sought.

Programs like the EU’s Susa project aim to close that gap by providing advanced digital training. But the need is global – and growing fast.

Second, is the human element. Soft skills – communication, empathy, teamwork – are now as critical as technical know-how. Patients expect to be heard, understood, and respected.

Providers must balance digital tools with bedside manner. Which can not be always thought through training but takes ongoing development and leadership that values emotional intelligence as much as clinical precision.

What it all means

Planning the future of healthcare means starting with facts – not assumptions. It means tracking who’s entering, who’s leaving, and what skills they bring or lack. Without that visibility, health systems will continue to stumble into preventable gaps.

The takeaway is simple: A strong healthcare system should be built—deliberately, with the right data, the right training, and the right people in the right places.

Planning and Sourcing in Healthcare

In a healthcare landscape marked by shortages and rising demand, effectual planning and sourcing are foundational. Because without a structured, forward-looking approach to staffing, even the most capable health systems will struggle to keep pace. So here are some tips on how to plan and source healthcare talent.

1. Start with a clear-eyed assessment

Before making a hire, organizations must know what they’re truly short on – and what they’ll need down the line.

A thorough staffing needs assessment takes into account patient volume, case complexity, demographic shifts, and workforce attrition. This is the groundwork for any serious healthcare workforce strategy. Without it, you’re patching holes instead of building capacity.

2. Recruitment must be strategic, not reactive

Once you know the need, the next step is bringing in the right talent – and doing it with purpose. That means targeted recruitment strategies that speak directly to what healthcare workers want: stability, support, and a sense of purpose.

A strong employer brand, backed by a reputation for quality care and professional development, goes a long way. So does streamlining the hiring process. In a competitive labor market, speed and clarity matter.

3. Use the right tools for the job

Modern recruitment isn’t done on spreadsheets alone. Applicant tracking systems and AI-powered platforms can help sift through applications, flag promising candidates, and even forecast future needs based on internal trends.

These tools don’t replace judgment – they sharpen it. When used well, they reduce time-to-hire and help prevent costly staffing gaps.

4. Hire well, then retain

Sourcing is only half the battle. Talent management – onboarding, training, advancement – is what determines whether good hires stay. That means offering more than a job. It means creating clear paths for growth, access to continuing education, and a workplace culture that supports staff, not just productivity. In healthcare, people stay where they feel valued and see a future. Get that right, and you don’t just fill roles. You build loyalty.

Healthcare Job Descriptions that Attract & Retain the Right People

A well-written job description sets expectations, reflects your organization’s values, and shows candidates where they might belong. In healthcare – where skill, character, and commitment are all non-negotiable – getting the job posting right is the first step in hiring well. Here’s how to create job descriptions that do the job properly:

1. Use a clear, recognizable title

Skip the fluff. Use standard, widely understood titles like Registered Nurse, Medical Assistant, or Clinical Scheduler. Avoid internal lingo or branded role names. Candidates should know what they’re reading the moment they see it.

2. Open with a straightforward summary

State the role’s purpose in plain terms. Why does this position matter? Where does it fit in the larger picture? A good summary sets the tone and tells the reader what kind of impact they can expect to have.

To go a step further, highlight growth opportunities. Ambitious candidates want to know if the job leads somewhere. A line about advancement or continued education can catch the right eye.

3. Lay out the duties – cleanly

Use bullet points. Start each line with an action verb (Administer, Coordinate, Document, Assist). Keep the list focused on what’s essential, and don’t bury critical tasks in a wall of text.

Tie responsibilities to core competencies: teamwork, attention to detail, and time management. This helps candidates assess their fit – and gives hiring managers a clearer evaluation framework.

4. Be precise about requirements

List required certifications, licensure, and relevant experience. Don’t oversell or undersell.

And don’t forget the soft skills. In healthcare, technical ability alone isn’t enough. Empathy, calm under pressure, and effective communication are just as vital. Make sure they’re listed plainly, not tucked away.

5. Describe the working conditions – honestly…

Tell the truth about what the job entails. Long hours? On-call shifts? Physical demands? Candidates deserve a realistic preview. It weeds out mismatches before they become turnover.

6. Stay legally sound

Make sure job functions align with ADA standards and other regulations. Define what’s essential – and be consistent. Use inclusive, gender-neutral language. Terms like “he/she” or “rockstar” don’t belong in professional healthcare hiring.

7. Share who you are

A job description isn’t just about the role – it’s about the workplace. Briefly introduce your organization’s mission, values, and culture. What kind of people thrive here? What does your team stand for?

8. Be upfront about pay and benefits

Whenever possible, include a salary range. It builds trust. List benefits clearly – health coverage, retirement plans, PTO, and training allowances. Candidates weigh the whole package, not just the base pay.

9. End with a clear call to action

Finally, make sure you tell them how to apply. Keep it simple: what are the documents needed? where should they send them? and when is the deadline? If you want people to apply, don’t make them guess.

Conducting Healthcare Interviews That Get to the Heart of the Matter

In healthcare, a good hire can communicate, work well with others, and treat patients with dignity. That’s why interviews can’t be surface-level.

They must reveal not just what a candidate knows, but how they operate under pressure, within teams, and in moments that test both skill and character.

Cultural fit and soft skills questions

Every healthcare organization has a way of working – its culture. The best candidates don’t just tolerate that culture – they reinforce it. To assess fit, ask pointed questions like:

“Describe your ideal work environment. How do you handle ambiguity or conflicting instructions?”. And “What does teamwork look like to you in a high-stress setting?”. The answers should reflect alignment with your organization’s pace, tone, and values.

Soft skills, such as empathy, patience, and communication – often show up in the how, not just the what. So watch the body language. Are they making steady eye contact? Speaking with composure? Listening as well as answering? These cues do matter, especially in healthcare, where bedside manner counts for as much as a license.

Behavioral Questions

Past behavior is often the best predictor of future performance. Use behavioral interview questions to draw out real-world examples. Here are a few that pull weight:

• Patient care: “Tell me about a time you went above and beyond for a patient. What prompted you, and what was the result?”

• Teamwork: “Describe a time you worked with a team to resolve a patient care issue. What role did you play?”

• Communication: “Share how you explained a complex medical issue to a patient or family member with little background knowledge.”

• Problem-solving: “Walk me through a difficult situation on the floor and how you managed it.”

Look for specifics – clear actions, outcomes, lessons learned. Vague responses often signal inexperience or lack of reflection.

Use a structured process – not just gut feeling

Consistency matters. A structured interview framework—same questions, same scoring – levels the field and ensures fairness. It also helps compare candidates on equal footing.

So, bring in others when possible. Panel interviews draw out different perspectives. One interviewer may catch a red flag another misses. Just keep the panel lean enough to allow for focused conversation—three is often ideal.

Listen like you mean it

Practice active listening. Don’t just nod – probe. If a candidate glosses over a point, ask for details:

“What specifically did you do?” or “How did the team respond to your suggestion?” The deeper you go, the clearer the picture becomes. Not to mention, a good series of scenario questions can test how they really think:

• “A patient refuses treatment recommended by your team. How do you handle it?”
• “You’re understaffed and behind schedule. A colleague makes a mistake—how do you respond?”

These show how a candidate thinks under pressure, manages competing demands, and handles interpersonal dynamics.

Healthcare interviews must be exacting. Because they do not revolve around credentials but rather how a person will behave on the floor, in a crisis, or with a grieving family.

So, use structure and ask sharp questions. Listen closely. And remember: a good interview doesn’t just find the most qualified person – it finds the one most ready to shoulder the responsibility that comes with the role.

Legal Compliance in Healthcare Recruitment

In healthcare, hiring is also about protecting patients, safeguarding sensitive data, and staying on the right side of the law. Errors don’t just cost time and money. They risk lives, damage trust, and open the door to serious penalties. That’s why compliance must be baked into every stage of the hiring process.

The first line of defense – background checks

First and foremost, a thorough background check is a standard and critical practice in healthcare recruitment. Organizations are charged with caring for vulnerable populations, and any lapse in vetting can have far-reaching consequences. Key elements include the following:

• Criminal history checks: National and state records must be reviewed for disqualifying offenses.

• Sex offender registry searches: Mandatory for roles involving patient interaction.

• Identity verification: Ensures the person applying is who they say they are – especially crucial in a field prone to credential fraud.

• Drug screening: Maintains workplace integrity and patient safety.

• Employment and education verification: Confirms a candidate’s professional claims and timeline.

• License and certification verification: Validates that the applicant holds active, relevant credentials.

These checks must comply with the Fair Credit Reporting Act (FCRA), which requires written applicant consent and proper notice if adverse action is taken. Employers must also watch for “Ban the Box” laws, which restrict when and how criminal history can be considered.

HIPAA: guarding patient privacy starts with hiring

The Health Insurance Portability and Accountability Act (HIPAA) governs patient data – but its implications begin at onboarding.

Any employee with access to protected health information (PHI) must be vetted for trustworthiness and trained to uphold confidentiality. The main responsibilities are as follows:

• All new hires should receive HIPAA training tailored to their role.
• Systems must restrict PHI to only those who need it for their duties.
• Regular audits guarantee access is appropriate and no data is being mishandled.

PS: A HIPAA violation can result in severe civil and criminal penalties.

OSHA and FLSA: safety and fair pay are non-negotiable

Two other pillars of compliance – OSHA and FLSA – protect employees themselves.

• OSHA requires healthcare employers to provide safe working conditions, especially around exposure to illness, dangerous materials, and workplace violence. This means:
  • Regular training
  • Proper use of PPE
  • Accurate incident tracking

• FLSA (Fair Labor Standards Act) governs wages and hours. Healthcare employers must:
  • Adhere to minimum wage laws
  • Pay overtime correctly
  • Keep accurate records of time worked

Regular internal audits help catch issues early and correct course before violations become lawsuits.

Federal and state laws: keep a close eye on the fine print

Beyond federal mandates, state laws carry their own weight in shaping hiring practices – often with more teeth than folks expect.

Firstly, the Medicare-Medicaid Anti-Fraud and Abuse Amendments (MMA) make it plain as day: hiring individuals barred from participating in federal healthcare programs is strictly off-limits.

Then there’s the matter of State Licensing Boards. These outfits often require employers to jump through extra hoops – reporting hires, submitting supplemental background checks, and disclosing any past disciplinary action.

Fail to comply, and you may find yourself in hot water faster than you can say “audit.”

In several states, there’s also what’s called Mandatory Reporting. That means healthcare employers must notify certain boards or registries any time they bring someone on – or let someone go. It isn’t optional, and it isn’t just red tape. It’s part of a broader effort to keep bad actors from slipping through the cracks

Building Stability from Day One: Onboarding and Retention in Healthcare

A well-paced onboarding process runs three to six months, giving new hires time to find their footing, build clinical judgment, and ease into the team’s cadence.

Especially in this field. A one-size-fits-all won’t do; each unit brings its own set of tools, patients, and unwritten rules that must be accounted for. Regular sit-downs with supervisors or mentors help iron out snags and steady the course.

A thorough, written checklist keeps the whole affair on rails—no guesswork, no wasted motion. Done properly, onboarding sets the tone and keeps trouble from brewing down the line.

Retention: how to keep the people you’ve invested into

Hiring eats up time and money, but losing a good hand costs even more. In healthcare, keeping skilled staff requires more than lip service – it calls for steady, conscientious effort grounded in the day-to-day reality of clinical work.

Furthermore, rigid schedules are often the straw that breaks the camel’s back. Most professionals can shoulder the demands of the job, but when the schedule offers no give, burnout isn’t far behind.

Allowing for shift trades, compressed workweeks, or part-time options helps staff stay in the saddle without buckling under the load. Flexibility, when offered in good faith, often buys more loyalty than a raise.

Equally important is the matter of growth. When a nurse or technician sees no path forward, they start looking sideways. Providing access to certifications, specialized training, or clear steps toward advancement shows staff there’s a future here – not just a slot to fill. Career development isn’t just a perk; it’s proof the organization values its people enough to invest in them long-term.

Wellness, too, plays quiet but is paramount. Clinical work takes a toll, and no one performs at their best when running on fumes. Simple steps – a counseling line, a fitness stipend, a place to breathe between shifts – signal that management sees the whole person, not just the badge. This, in turn, helps stave off the slow creep of chronic stress that leads to errors, absenteeism, and eventually, the exit door.

Recognition, though often overlooked, goes further than folks imagine. A handwritten note, a kind word in a staff meeting, or a modest bonus at the right time reminds people their work matters.

Workers stay where they feel seen, and no spreadsheet can substitute for that sense of belonging.

Engagement, feedback & empathy

At the core of all this lies engagement. Simply put, staff who feel heard and respected don’t just stick around – they step up. At the same time, building an inclusive culture, where diverse voices carry weight and decisions aren’t handed down from on high, builds emotional investment.

Letting frontline staff shape workflow or weigh in on policy is pragmatic. So, as a result, people become more likely to stay in a place they’ve had a hand in shaping.

Feedback offered regularly and with care helps morale from both ends. Employees improve when they know where they stand, and leadership stays grounded when it listens. Letting communication lapse is like leaving the barn door open – it may not matter at first, but sooner or later, something slips out.

Finally, and as mentioned previously and several times throughout the article, burnout is a structural failing. No amount of yoga or free coffee will make up for unsafe staffing levels. When shifts stretch too thin, mistakes rise, tempers fray, and trust erodes.

Likewise, time off must be more than a checkbox in the handbook. Staff need not just permission to rest, but encouragement from the top to actually do so. If no one sees their supervisor take a day off, they’ll think twice before taking their own.

Retention is a series of quiet, steady choices that show people they matter. Ignore it, and the best folks will walk – right when you need them most.

Keeping up with Technology in Healthcare Recruitment

The healthcare industry doesn’t have the luxury of slow hiring. Every vacancy delays care, strains staff, and affects outcomes. To keep pace, healthcare organizations are turning to advanced recruitment technologies – tools that sharpen decisions, speed up processes, and extend reach without sacrificing compliance or quality.

AI as the new hiring gatekeeper

Artificial Intelligence has transformed early-stage screening. AI-powered platforms can scan and rank resumes in seconds, filtering for licenses, keywords, and experience with uncanny precision. Instead of wading through stacks of applications, hiring teams can zero in on qualified candidates quickly.

Beyond screening, AI chatbots now handle common inquiries, schedule interviews, and keep candidates engaged – day or night. This keeps the pipeline warm and drastically cuts down on time-to-hire, especially for high-volume roles.

Applicant Tracking Systems (ATS) in organizing the chaos

Modern ATS platforms, provide a centralized view of every candidate, job opening, and compliance requirements. Automated workflows ensure that hiring steps aren’t skipped, and built-in safeguards help maintain alignment with healthcare regulations. This isn’t just about efficiency – it’s about risk management.

Virtual hiring tools to widen the net

Virtual interviews and assessments allow organizations to consider candidates from across the state – or the country. Tools like GoodTime automate scheduling and allow interviews to be conducted without the delays of travel or logistics. Some systems have shown up to 50% reductions in hiring time, all while improving candidate satisfaction.

Predictive analytics in healthcare recruitment

What if you could spot high performers before they were even hired? By analyzing historical data – retention rates, performance scores, interview outcomes – organizations can forecast which candidates are likely to succeed in designated roles.

Mobile healthcare recruitment: hiring on the go

Finally, and especially since today’s workforce is mobile – your hiring process should be too. Mobile-friendly applications, job alerts, and two-way messaging tools allow candidates to engage on their own time. This flexibility increases application rates and makes the process smoother for both sides.

Ready to Hire Healthcare Talent – Anywhere in the World?

The demand is high, the talent is global. Whether you’re filling urgent roles or planning for long-term growth, now’s the time to rethink your strategy.

Let us help you reach qualified healthcare professionals – fast, efficiently, and compliantly.

Get in touch today to access a global network of licensed, vetted healthcare talent.
Because better hiring means better care.