Introducing Viali FLEX: staffing without the double paperwork

Temporary clinical staffing runs on paper and goodwill. An external nurse finishes a shift, hand-writes the hours on a worklog sheet, and fills in a personnel record (the *Stammblatt*) — often the same details, twice, for every clinic they work at. The agency that placed them then re-keys those hours to invoice the clinic, reconciling by hand against a countersigned sheet that may or may not arrive.

We saw it happen in the field: a worker on their first day re-writing a duplicate worklog on paper because nobody had a shared system. That single moment is the reason we built Viali FLEX.

Viali FLEX connects the three parties who were previously stitched together by email and spreadsheets — clinics, staffing agencies, and the external workers themselves — around a single source of truth.

1. 1Staffing agencies build a curated talent pool, post positions publicly, and match workers against clinic requests — all in the FLEX portal.
2. 2Clinics see vetted, documented candidates, review dossiers before saying yes, and countersign hours via magic link — no Viali account needed.
3. 3External workers maintain one record and one portal for every clinic — no duplicate data entry, no separate logins.

A talent pool the agency actually controls

At the heart of Viali FLEX is the pool: the agency's curated roster of workers. From the Agency Portal's Pool tab, a dispatcher can add a worker by email and tag exactly which roles that person is qualified for — PACU nurse, ICU nurse, anesthesia nurse, surgical tech, and more — split into clear *Clinical* and *Support* groups.

Qualifications are attested by the agency, not self-declared. That difference matters: when a clinic sees "anesthesia nurse" against a name, it carries the agency's accountability behind it.

Let workers come to you: the public job board

Recruiting into the pool used to mean inbound emails and manual data entry. Now every agency has a public, branded job board at its own link. The agency writes up open positions in the Positions tab — and can even draft the description with AI, either from a short prompt or by importing an existing posting from a URL.

Workers visiting the board can browse open positions, open a full description, and apply — or send a spontaneous application if nothing fits. The form collects their details, lets them tick the qualifications they hold, and upload documents (CV, diploma, certificate, residence permit). A built-in honeypot and rate-limiting keep spam out.

New applicants land in the pool as Pending. The dispatcher reviews them — note, qualifications, and uploaded documents all in view — and approves with one click. Approved workers immediately become matchable.

One worker, one portal, every clinic

When a worker is added or approved, the agency can invite them to their own worker portal. This is the piece that ends the double paperwork.

The worker portal is a single, magic-link page where the worker maintains their own details once, uploads their documents once, and sees all of their worklogs across every clinic they've worked at — not a separate login per clinic.

Documents live on the worker's master record, so they're shared with the agencies that pool them — upload a residence permit once, and it's there at placement time. No re-sending, no re-scanning.

Matching that respects the dispatcher's judgement

When a clinic posts a staffing need (a *vacancy*), it broadcasts to the partnered agencies. In the Agency Portal's Requests tab, the dispatcher hits Propose worker and sees their pool matched first — the workers whose tagged qualifications fit the requested role float to the top, with the rest one click away under "Show all pool."

There's no black-box AI deciding who goes where. The system sharpens the shortlist; the dispatcher makes the call.

The clinic sees the dossier before saying yes

On the clinic side, a proposed worker isn't just a name. When the clinic opens the vacancy's answers, an answer linked to a pooled worker carries a read-only Dossier — the worker's uploaded documents, viewable at the moment of decision. The clinic accepts, and the worker drops straight into that day's planned staff.

Hours that close the loop

Once the shift happens, hours get countersigned — by the clinic or via the lightweight clinic portal — turning a worklog entry from *Pending* to *Countersigned*, with a downloadable PDF. Because every entry is tied to an engagement between known parties, the agency sees exactly the hours it's allowed to see, totalled and ready to bill against. The reconciliation that used to eat a dispatcher's afternoon becomes a column that already adds up.

Why it matters

• Workers keep one record and one portal, instead of re-writing the same details at every clinic.
• Agencies get a controlled, qualification-tagged pool, a recruiting front door, fast matching, and hours that reconcile themselves.
• Clinics see vetted, documented candidates and accept with confidence — without running a separate system.

Frequently asked questions about Viali FLEX

What is a talent pool in FLEX? A curated roster of an agency's workers, tagged with agency-attested qualifications (e.g. anaesthesia nurse, ICU nurse, surgical tech). Qualifications are confirmed by the agency — not self-declared.

How does matching work? When a clinic posts a staffing need, the dispatcher sees their pool with matching workers surfaced first. The system sharpens the shortlist — the dispatcher makes the call.

Do clinics need a Viali account? No. Clinics can receive requests, review dossiers, and countersign hours via magic link — all without a Viali account.

What is a digital worklog? A shift report the worker creates and the clinic countersigns. Countersigned hours total automatically and export as PDF — the basis for clean, no-surprise invoicing.

Viali FLEX is live now and rolling out to our first agency partners. Learn more on the Viali FLEX overview page. If you run a clinic or a staffing agency and the double-paperwork story sounds familiar, get in touch — we'd like to put you in the pool.