How to Connect & Use Bullhorn VMS Sync with YourMedSoft
Complete step-by-step guide to integrate Bullhorn VMS Sync with YourMedSoft. Learn how to connect Bullhorn VMS Sync, control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Scheduling & VMS Orders.
To connect Bullhorn VMS Sync to YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), locate Bullhorn VMS Sync, and click "Connect". Once connected, the Sync & Data Control Hub opens automatically so you can pull open hospital vms shift orders & registry clinicians into Scheduling & VMS Orders (/portal/scheduling), push matched nurse submittals & approved timecards out to Bullhorn VMS Sync, or add records via "+ Add Data" and CSV upload.
What You Need Before Starting
- Active YourMedSoft account with Administrator or Coordinator role.
- Active account on Bullhorn VMS Sync (API token optional — free CSV Batch / Sandbox Mode supported).
- Configured clinical roster or facility rate sheets in YourMedSoft Foundation.
Clinical & Regulatory Compliance Standards
- HIPAA & HITECH Data Safeguards: All API payloads transmitted between YourMedSoft and Bullhorn VMS Sync are encrypted in transit using TLS 1.3 with AES-256 encryption. PHI is strictly minimized according to minimum-necessary privacy rules.
- Electronic Record Retention: All synchronization logs and execution payloads are maintained in immutable audit storage in compliance with federal healthcare record retention requirements.
- Deduplication & Transaction Integrity: Automated idempotency keys prevent double-counting of timesheets, invoices, applicants, or clinician records during network retries.
Step-by-Step Instructions
Open Integrations & Sync & Locate Bullhorn VMS Sync
Log in to YourMedSoft with an Admin or Manager account. Click "Integrations & Sync" in the left navigation sidebar (or go to Settings > App Marketplace & Integrations). Search for "Bullhorn VMS Sync" or filter by the "VMS & Staffing MSP" category pill.
Connect Bullhorn VMS Sync (Live API Token or Free CSV / Sandbox Mode)
1. Obtain Credentials: Log in to your Bullhorn VMS Sync admin or developer console and copy your API Key / Access Token (and Account or Vendor ID if applicable). 2. Configure in YourMedSoft: Paste your Bullhorn VMS Sync token below, or leave the API Key blank to connect in free Sandbox Mode for testing. 3. Custom Endpoint (Optional): If your organization uses a custom Bullhorn VMS Sync subdomain or webhook listener, enter it in the Custom Base URL / Webhook field.
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Pull Data In (Inbound API Sync or CSV / JSON Upload)
Immediately after connecting, the "Bullhorn VMS Sync Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from Bullhorn VMS Sync" to pull open hospital vms shift orders & registry clinicians via API, or use "Upload CSV / JSON File into Master Schedule (Open Shifts) & Staff Roster" to batch-import records directly into Scheduling & VMS Orders (/portal/scheduling).
Create & Push New Records (+ Add Data Tab)
Switch to the "+ Add Data" tab inside the Bullhorn VMS Sync Sync Hub (or click "+ Add Data" on the Connected Integrations bar inside Scheduling & VMS Orders). Fill out the quick form to create a new record in YourMedSoft and simultaneously push it out to Bullhorn VMS Sync.
Push Data Out (Outbound Sync & Formatted CSV Batch Export)
Open the "Export (Data Out)" tab in the Sync Hub (or click "Push Data Out" from Scheduling & VMS Orders at /portal/scheduling). Select your active billing cycle or pay period, review the live record counts (Filled Shifts & Approved Timesheets), and click "Export to Bullhorn VMS Sync" for direct API transmission or "Download CSV Batch" for manual upload into Bullhorn VMS Sync.
Configure Auto-Sync Rules & Verify HIPAA Audit Logs
Open the "Data Controls" tab to toggle Auto-Sync Data In (Inbound), Auto-Sync Data Out (Outbound), Sync Frequency (Real-time, Hourly, Daily, Manual), and Duplicate Record Handling. Switch to the "Sync Logs" tab at any time to inspect timestamped inbound/outbound receipts.
Pro-Tips & Best Practices
- Use the Connected Integrations bar at the top of Scheduling & VMS Orders (/portal/scheduling) to trigger 1-click "Pull Data In", "Push Data Out", or "+ Add Data" without leaving your workspace.
- If your Bullhorn VMS Sync plan does not include API access, leave the API key blank to use CSV upload in "Import (Data In)" and formatted CSV batch downloads in "Export (Data Out)".
- Use the "Sync Logs" tab to verify timestamped inbound and outbound sync receipts for HIPAA and Joint Commission audits.
Troubleshooting & Operational Edge Cases
Issue: Bullhorn VMS Sync shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means Bullhorn VMS Sync was connected without an API key. While Sandbox Mode lets you upload CSV/JSON files and test "+ Add Data" immediately, to enable live API calls open Bullhorn VMS Sync > "Manage Data & Sync" > "API Key" tab, paste your Bullhorn VMS Sync token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by Bullhorn VMS Sync
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in Bullhorn VMS Sync, or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into Bullhorn VMS Sync.
Issue: Where do my imported records from Bullhorn VMS Sync appear?
Operational Resolution: Imported records from Bullhorn VMS Sync are saved directly into Master Schedule (Open Shifts) & Staff Roster. Click the "Scheduling & VMS Orders" link inside the "Import (Data In)" tab or navigate to /portal/scheduling in the left sidebar.
Frequently Asked Questions & Troubleshooting
What happens immediately after I save and connect Bullhorn VMS Sync?
As soon as you click Connect, YourMedSoft pins Bullhorn VMS Sync to your "Your Active Integrations" command center at the top of Integrations & Sync, adds a 1-click control bar inside Scheduling & VMS Orders (/portal/scheduling), and automatically opens the 7-tab Sync & Data Control Hub with a "What Happens Next" walkthrough.
Where do I control Data In, Data Out, and add new data for Bullhorn VMS Sync?
In the Bullhorn VMS Sync Sync & Data Control Hub (accessible from Settings > Integrations & Sync or the bar at the top of Scheduling & VMS Orders): use "Import (Data In)" to pull records or upload CSV/JSON files, "Export (Data Out)" to push filled shifts & approved timesheets or download CSV batches, "+ Add Data" to create and push individual records, and "Data Controls" to configure automatic sync rules.
What specific data flows between YourMedSoft and Bullhorn VMS Sync?
The two-way integration handles: (1) Inbound (Data In): Automatically ingest shift orders from all connected hospital VMSs -> routed to Scheduling & VMS Orders (/portal/scheduling). (2) Outbound (Data Out): Submit nurse candidate packages and credential files -> sourced from Filled Shifts & Approved Timesheets.
Does connecting Bullhorn VMS Sync incur any additional fees in YourMedSoft?
No. YourMedSoft provides native integrations with zero per-connection surcharges and zero middleware fees. You can connect using your Bullhorn VMS Sync API key or use free CSV Batch / Sandbox Mode.
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