How Northern Arizona Healthcare Used LotusOne to Centralize Workforce Management

Table of Contents

• The challenge
• The solution
• Trusted collaboration behind the platform
• Results
• Conclusion
• Workforce visibility and staffing management FAQs

The challenge

As one of the largest healthcare systems in its region, Northern Arizona Healthcare (NAH) manages a broad mix of service lines across nursing, allied health and physician specialties. As the organization grew, so did the complexity of managing its workforce. Leaders needed a better way to view and plan contingent and permanent staff, including where clinicians were working, when contracts were ending and to see which areas required immediate coverage.  

Before adopting LotusOne, workforce data was scattered and often outdated. Reports couldn’t keep pace with real-time needs, making forecasting and staffing decisions difficult. NAH sought a comprehensive, technology-driven solution that could provide transparency across the entire system.

“In order to be able to meet our mission of providing safe, high-quality, patient-centered care, we need to be staffed appropriately,” said Tyffany Sweeny, Chief Nursing Officer. “And Aya allows us to do that.”

The solution

Aya’s LotusOne platform became the cornerstone of NAH’s workforce strategy. The technology delivered real-time insights across all staffing categories — contingent, locums and permanent — in one centralized system. Leaders could instantly see which clinicians were on assignment, when contracts were set to expire and how those changes would affect future coverage.

“LotusOne has been amazing about keeping that real-time information up front,” Sweeny explained. “All of my nursing directors can go in and see exactly what resources they have, where they are and how long we’ll have them.”

Through interactive dashboards and Gantt charts, NAH gained actionable visibility that replaced static reports with live operational data. Integrating CoreHire, a LotusOne application for permanent recruitment, added even more value by allowing NAH to monitor open core staff roles, track candidate pipelines and evaluate recruiting performance all within the same platform.

LotusOne’s reporting and analytics also helped NAH manage costs more strategically. With clear, consolidated data on bill rates, utilization and staffing levels, leaders could pinpoint nearby providers to reduce travel expenses and redeploy resources in line with patient needs.

Partnership: Trusted collaboration behind the platform

Behind the technology, Aya’s dedicated team ensured a seamless experience. A single point of contact managed both locum and travel programs, creating consistency and deep operational understanding.

“Our program manager makes my job incredibly easy,” said Nadia Ivanova-Pfenning, Director of Recruitment, Employee Relations & Experience. “I know that if there’s an issue, she is my one point of contact.”

The collaboration was built on transparency, responsiveness and shared accountability, which extended Aya’s technology benefits through a trusted human connection.

Results

With LotusOne and Aya’s partnership, NAH achieved:

• Real-time workforce visibility through integrated dashboards.
• Reduced time-to-fill for critical nursing and locum roles through centralized workforce visibility and live staffing data.
• Higher conversion rates from travelers and locums to permanent hires.
• Reduced unnecessary travel staffing costs by identifying nearby clinicians and optimizing resource deployment through LotusOne analytics.
• Operational stability supported by proactive, data-driven planning.

“I love LotusOne and what that platform has been able to do for us. Just the fact that I can go in and look at my fill rates, and the folks that we have on site, whether those are locums or travelers, in one place,” said Ivanova-Pfenning. “Again, just makes my job incredibly easy.”

Conclusion

For Northern Arizona Healthcare, the difference wasn’t just better staffing, it was better control. With LotusOne and Aya’s partnership, the organization gained the insight and structure to plan effectively and sustain performance across its workforce.

Frequently asked questions about workforce visibility and staffing management

How can healthcare systems improve workforce visibility?

Northern Arizona Healthcare improved workforce visibility by using Aya’s LotusOne platform to centralize contingent, locum and permanent staffing data into a single real-time dashboard.

What staffing data can healthcare leaders track in LotusOne?

Leaders can monitor clinician assignments, contract end dates, fill rates, staffing utilization and recruiting pipelines across nursing, allied and physician staffing categories.

How does LotusOne support healthcare workforce planning?

LotusOne provides live staffing analytics, reporting dashboards and forecasting visibility that help organizations proactively plan for coverage needs and staffing gaps.

Can LotusOne support both contingent and permanent staffing?

Yes. Northern Arizona Healthcare used LotusOne alongside CoreHire to manage contingent labor, locums and permanent recruitment within one platform.