How to Connect & Use StafferLink (Smartlinx VMS & ASM) with YourMedSoft
Complete step-by-step guide to integrate StafferLink (Smartlinx VMS & ASM) with YourMedSoft. Learn how to connect StafferLink (Smartlinx VMS & ASM), control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Scheduling & VMS Orders.
Connects your staffing agency to both StafferLinkVMS (Hospital Vendor Management System) and StafferLinkASM (Agency Staffing Management by Smartlinx) with $0 middleware fees. Inbound sync pulls open hospital per-diem/contract shift orders, department bill rates, and clinician registry compliance statuses into YourMedSoft. Outbound sync pushes credentialed nurse profiles, confirmed shift schedules, and supervisor-approved electronic timecards/invoices back to StafferLink. To connect StafferLink (Smartlinx VMS & ASM) in YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), select StafferLink (Smartlinx VMS & ASM), and enter your API token or activate free Sandbox/CSV Batch mode to manage Data In, Data Out, and + Add Data.
What You Need Before Starting
- Active YourMedSoft account with Administrator or Coordinator role.
- Active account on StafferLink (Smartlinx VMS & ASM) (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 StafferLink (Smartlinx VMS & ASM) 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 StafferLink (Smartlinx VMS & ASM)
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 "StafferLink (Smartlinx VMS & ASM)" or filter by the "VMS & Staffing MSP" category pill.
Connect StafferLink (Smartlinx VMS & ASM) (Live API Token or Free CSV / Sandbox Mode)
Option 1 — Direct API Token (Live Sync): Log into your StafferLinkVMS Vendor Portal or StafferLinkASM Admin Console, navigate to Vendor Profile / API & Integrations, copy your API Access Token and Vendor Account ID, and paste them into the connection form. Option 2 — Custom Hospital Portal / Webhook URL: If your contracted hospital network uses a dedicated regional StafferLink URL or webhook endpoint for order broadcasts and timecard receipts, paste that URL into the Custom Base URL / Webhook field. Option 3 — Zero-Key Sandbox & CSV Batch Mode ($0 / No API Key Required): If your hospital MSP administrator does not issue direct REST API tokens to partner agencies, leave the API Key blank and click "Connect (Sandbox Mode)" to test two-way roster/timesheet sync and exchange standard StafferLink CSV/Excel shift and invoice feeds.
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Pull Data In (Inbound API Sync or CSV / JSON Upload)
Immediately after connecting, the "StafferLink (Smartlinx VMS & ASM) Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from StafferLink (Smartlinx VMS & ASM)" 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 StafferLink (Smartlinx VMS & ASM) 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 StafferLink (Smartlinx VMS & ASM).
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 StafferLink (Smartlinx VMS & ASM)" for direct API transmission or "Download CSV Batch" for manual upload into StafferLink (Smartlinx VMS & ASM).
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 StafferLink (Smartlinx VMS & ASM) 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: StafferLink (Smartlinx VMS & ASM) shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means StafferLink (Smartlinx VMS & ASM) 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 StafferLink (Smartlinx VMS & ASM) > "Manage Data & Sync" > "API Key" tab, paste your StafferLink (Smartlinx VMS & ASM) token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by StafferLink (Smartlinx VMS & ASM)
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in StafferLink (Smartlinx VMS & ASM), or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into StafferLink (Smartlinx VMS & ASM).
Issue: Where do my imported records from StafferLink (Smartlinx VMS & ASM) appear?
Operational Resolution: Imported records from StafferLink (Smartlinx VMS & ASM) 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 StafferLink (Smartlinx VMS & ASM)?
As soon as you click Connect, YourMedSoft pins StafferLink (Smartlinx VMS & ASM) 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 StafferLink (Smartlinx VMS & ASM)?
In the StafferLink (Smartlinx VMS & ASM) 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 StafferLink (Smartlinx VMS & ASM)?
The two-way integration handles: (1) Inbound (Data In): Import hospital shift requisitions, contracted bill rates, and clinician registry status via API, webhook, or CSV feed -> routed to Scheduling & VMS Orders (/portal/scheduling). (2) Outbound (Data Out): Submit credentialed nurse profiles, confirmed shift schedules, and approved electronic timecards/invoices -> sourced from Filled Shifts & Approved Timesheets.
Does connecting StafferLink (Smartlinx VMS & ASM) 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 StafferLink (Smartlinx VMS & ASM) API key or use free CSV Batch / Sandbox Mode.
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