Custom Beats Cookie-Cutter: Why Healthcare Staffing Tech Shouldn’t Be One Size Fits All

BY CURT BALDWIN, CHIEF TECHNOLOGY OFFICER, MEDICAL SOLUTIONS

I was at Home Depot again last week, maybe for the fourth or fifth time, because I underestimated what I’d need for a home project. You know how it goes — you think it’ll be a quick fix, but one piece doesn’t quite fit, or you measured wrong, or you forgot something entirely. So, back to the store you go.

It’s frustrating, but it’s also what happens when you’re trying to build something that actually works, not something that just sits there and looks right.

Somewhere between trips, it hit me: this is exactly what it’s like when we build technology solutions for hospitals and health systems. It’s rarely perfect on the first try. You adjust, test, learn, and refine until it fits just right.

Why One Size Doesn’t Fit All in Healthcare

One of the most common mistakes in healthcare technology is assuming that a single system can work for every organization. But hospitals and health systems vary widely. They have different geographies, staffing models, financial realities, and strategic goals.

What works for a large urban academic medical center might be completely wrong for a small rural hospital. Trying to impose the same tool on both is like expecting one wrench to fit every bolt in a mixed box of parts. It might grip well enough to get by, but it won’t be reliable.

That’s why we design technology with flexibility built in. Not just configurable settings, but actual space to shape the system around how each organization truly operates.

"In a high-pressure environment where every shift counts, ‘almost working’ just isn’t good enough."

Build or Buy? Ask the Right Question

People often ask whether it’s better to build or buy when it comes to technology. The answer depends on the problem you’re trying to solve, but I always return to one guiding question: does this solution impact how our customers operate at their core?

Some tools, like email or payroll systems, are pretty standard. Off-the-shelf works well enough. But when you’re dealing with areas that directly affect how hospitals deliver care, manage people, or respond in moments of crisis, you have to consider whether a custom approach would better reflect day-to-day realities.

Staffing is a prime example. It’s not just a function that supports care, it’s part of the care itself. When the system behind it doesn’t align with how your team works, small mismatches can turn into major inefficiencies. In those cases, building something tailored can create real advantages.

Why Off-the-Shelf Often Falls Short

There’s no shortage of workforce platforms in the market. Many try to be all things to all users, and that’s where the problems start. These tools often end up doing many things but doing none of them particularly well.

Healthcare leaders frequently tell us about systems that slow them down, limit flexibility, or create friction when trying to deploy staff efficiently. These aren’t just annoyances. They impact outcomes.

In 2023, 90% of hospital CEOs listed workforce issues as their top concern, according to the American College of Healthcare Executives. Meanwhile, nearly 60% of healthcare workers reported mental health struggles and nearly half had considered leaving the profession.

Those challenges ripple through operations. The average cost to replace a registered nurse is more than $40,000. Filling a primary care role can take more than 120 days, assuming everything from credentialing to onboarding goes smoothly.

Technology should ease that burden, not add to it. But too often, leaders are left trying to adapt their workflows to a rigid system instead of using tools designed to fit the way they actually work.

"Hospitals need staffing technology that fits the way they operate — not the other way around."

Custom Isn’t Easy, But It’s Worth It

Building something custom is not quick or effortless. It requires input from real users, constant iteration, in-the-field testing, and flexibility when things don’t go as planned. But when you build technology around how your customers truly operate, the results are meaningful. Hospitals gain better visibility into their workforce. Communication between departments becomes easier; staffing teams can respond quicker during high-pressure situations; and, most importantly, the technology supports them instead of standing in their way.

Almost Working Isn’t Good Enough

Every healthcare executive has had a Home Depot moment, thinking they had everything they needed to solve a problem, only to realize something important was missing. It’s frustrating, but it’s also part of building something that works for the long haul.

The same idea applies to healthcare staffing technology. If your system is close but not quite what you need, it may be time to ask whether a more custom solution would better serve your people and your patients. Because in a high-pressure environment where every shift counts, "almost working" just isn’t good enough. ♦

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Author bio:

Curt Baldwin is the Chief Technology Officer at Medical Solutions where he leads the organization’s technology vision and innovation strategy. With more than 30 years of leadership experience in technology and software development, he has built a reputation for delivering scalable platforms, driving operational excellence, and enabling teams to thrive in fast-changing environments.

Prior to joining Medical Solutions, Baldwin held senior leadership roles across several prominent technology firms, where he led large-scale initiatives and cultivated high-performing teams. Passionate about solving complex challenges in healthcare, he remains committed to building transformative, human-centered solutions that improve outcomes and make a meaningful impact on the lives of patients and providers alike.

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