White-Label Medical Auction Platform for Healthcare Staffing

About the client

Many medical organizations and hospitals face challenges when assigning holiday and weekend clinical shifts. Radiology Associates of Northern Kentucky used to be one of them.

Prior to cooperating with us, Dr. Eric Brandser and his team relied on manual processes (email threads, text messages, spreadsheets, and ad hoc digital tools) to collect and compare rates from physicians who are ready to work high-demand days such as Thanksgiving and Christmas.

Such processes created several pain points:

• High administrative overhead.
• Сonsiderable amount of time.
• Risk of errors and inconsistencies.
• Lack of transparency.
• Participant hesitation in making bids due to a lack of anonymity.
• Difficulty in scaling.

The client needed a secure, structured, and automated medical auction platform that could preserve anonymity and simplify decision-making processes for administrators.

Dr. Brandser considered different approaches to solving the existing problems, from finding an appropriate off-the-shelf app to building software from scratch. Based on all the strengths and weaknesses of different options, he chose Geomotiv’s highly customizable white-label auction platform.

Our solution precisely matched the organization’s requirements and offered reliable functionality. Moreover, our affordable subscription model is designed to support long-term use without high upfront costs. And that’s exactly what our client was looking for.

Goals

The existing manual process made it difficult for the association to track participation and manage the administrative workload. Moreover, with the complexity of manual tasks and high risk of errors, full fairness couldn’t be guaranteed.

The client required a platform that could run reverse auctions for holiday shifts. It was necessary to implement a workflow needed to support the following logic:

• Administrators post an available holiday or weekend shift with an initial reference rate or suggested compensation.
• Physicians submit lower bids over time, competing to offer the lowest acceptable compensation for working the shift.

As a result, the employer benefits from reduced labor costs as bids decrease throughout the auction. Meanwhile, for employees, it’s a convenient and fast way to share their acceptable rates for working shifts.

Given the specificity of the medical auction process, the main requirements included:

• Full anonymity between bidders (participants shouldn’t see each other’s identities).
• Administrator visibility into each bid’s timestamp, amount, and sequence.
• Exportable reports and analytics to clearly determine the winning bid and maintain compliance and transparency.
• Ease of use (many participants don’t have specialized technical skills, that’s why a simple, intuitive interface was a priority).
• Minimal setup overhead to ensure the team could adopt the system quickly without training complexity.

Work description

To streamline the development process and optimize its cost, our team built a customized shift-bidding platform based on our white-label auction system as the foundation. The solution was enhanced with additional features required by our client and tailored to the medical association’s specific operational workflows.

Key components included:

• Reverse auction mechanics tailored for medical shift scheduling.
• Complete bidder anonymity (medical auction participants can see only bid amounts and timing, while identities of other bidders are hidden).
• A branded interface aligned with the association’s visual identity.
• A centralized admin dashboard that offers full transparency over bid histories, audit logs, and final outcomes.
• Exportable reports needed for compliance documentation and year-end analysis.

The implementation required 30 development hours, delivered by a single software engineer. The medical auction platform was rapidly deployed with minimal disruption to the client’s ongoing operations.

Work stages

In our software development services, we always follow a structured approach that allows us to meet the set deadlines and satisfy all the client’s requirements.

On this project, our work was divided into several steps:

1. Requirements analysis and planning. We conducted a focused discovery session with the client to clarify bidding mechanics and rules, anonymity requirements, administrators’ needs, reporting expectations, as well as branding preferences. Based on the collected requirements, we designed a clear project roadmap.
2. Custom feature development services. We modified the platform to fit the client’s exact workflow. We configured reverse bid logic for medical shift auctions, implemented complete user anonymity, and created custom reporting templates for administrators.
3. Branding. Our team implemented association-specific branding elements, including color themes, typography, and interface adjustments. It was crucial to ensure intuitive use for non-technical specialists.
4. Testing and quality assurance. We conducted a range of tests to validate bid ordering accuracy, security, user anonymity, and admin reporting reliability.
5. Client onboarding and deployment. The platform delivery was followed by an onboarding walkthrough and basic training for administrators.

Results

The delivered platform replaced a time-consuming and error-prone manual process with a fully automated and well-structured workflow. Now, administrators no longer need to collect bids individually, manage spreadsheets, or coordinate participants through various tools without consistent data exchange.

The benefits of the new medical auction platform include:

• Time savings for both administrators and physicians.
• Stronger cost efficiency for the employer through competitive reverse bidding.
• Reduced risk of data errors, which ensures that every bid is captured and tracked accurately.
• A fair and transparent bidding environment thanks to anonymized participation and impartial analytics.
• Higher participation activity driven by ease of use and standardized processes.
• Lower technical burden (the system doesn’t require any specialized skills to manage the processes).

The client began using the platform for scheduling holiday shifts immediately after its deployment and noted significant improvements and faster overall workflow.

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