RealStaff

RealStaff is an end-to-end staffing platform designed specifically for healthcare staffing agencies. It connects agencies, facility managers, and clinicians in a single ecosystem for managing shifts, approvals, and payments. The company saw rapid growth during the pandemic, but like many businesses, scaled back afterward. With fewer internal resources and a platform built from multiple disjointed components, RealStaff needed a cohesive design vision. That’s where I came in.

As the Senior Product Designer, I was brought on to lead UX efforts across the platform. My role spanned research, product strategy, hands-on design, and frontend execution. I worked directly with developers, stakeholders, and end users to guide both iterative improvements and larger feature overhauls.

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One of the most impactful features I led was the design of a new QR code-based time tracking system. This feature addresses one of the most critical trust issues in healthcare staffing: accurate and agreed-upon time tracking between clinicians and facilities.

Staffing agencies often deal with disputes over hours worked, and manual or paper-based time tracking leads to delays and inaccuracies. Our challenge was to design a feature that builds trust between all parties, improves speed of payment, and fits into the real-world workflows of healthcare facilities.

I collaborated closely with engineering and product to develop a mobile-based QR code clock-in/out system. We structured our design approach around four core questions:

1. How do we ensure both parties agree on time worked?

We introduced a two-step verification flow where clinicians clock in/out via QR code scanned by the facility manager. Both parties review and confirm the time entry, creating a mutual approval record.

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2. How do we make it flexible enough for real-world use?

In case of mistakes or minor adjustments, both clinicians and facility managers can edit the time entry before final approval—adding flexibility while preserving a clear audit trail.

3. Can we use this to pay clinicians instantly?

The short answer is yes. With verified and approved time entries, the platform can now trigger same-day payments to clinicians. This is a major competitive advantage for agencies, and in turn, for us.

4. What about technical difficulties?

A feature like this is always going to encounter edge-case issues, especially shortly after launch. We to encourage agencies to enable this feature for their facilities, so we need to remove roadblocks to adoption. If a clinician has issues with the QR code, they can always revert to a paper time slip instead.

When I joined RealStaff, the company’s landing page was minimal, consisting of a hero section, a few feature icons, and a footer. It primarily targeted clinicians, who are not the primary revenue source, as RealStaff’s business model relies on staffing agencies paying to use the platform. Recognizing an opportunity to better align the landing page with our target audience, I proposed and led a redesign to enhance marketing efforts and attract more agencies.

To maintain RealStaff’s existing design language and work efficiently with our small team, I avoided creating an entirely new design system. Instead, I wireframed a new structure with the following key sections to focus on staffing agencies:

• Hero: A compelling introduction highlighting the platform’s value for agencies.
• Key Features: Detailed explanations of how RealStaff streamlines agency operations.
• Metrics: Data-driven insights showcasing the platform’s impact.
• Product Offerings: Clear descriptions of services tailored to agency needs.
• Testimonials: Authentic feedback from agency clients to build trust.
• Footer: Enhanced navigation and contact information.

I designed and built the new landing page in Webflow over a few days, ensuring a fast turnaround while preserving the brand’s essence. The redesigned page shifted the messaging to resonate with staffing agencies, improving its potential to drive conversions.

In the future, I envision expanding the site with additional pages for team and mission details, competitor comparisons, and blog content to boost engagement and SEO.

Check out the site at realstaff.com

In addition to the major initiatives, I designed several smaller feature updates to enhance the platform’s usability and efficiency. These updates were informed by user research and stakeholder feedback to ensure alignment with user needs and business objectives. Key updates included:

• Admin Navigation Updates: I redesigned the admin dashboard navigation to improve intuitiveness and accessibility, reducing the time needed for admins to manage tasks and access critical information.
• Automatic Shift Pay Rate Boosting: I introduced a feature that automatically adjusts pay rates for high-demand shifts, incentivizing clinicians to fill urgent roles while providing agencies with greater flexibility in staffing.
• Invoice Table for Customers: I designed a clear, user-friendly table to display invoices for agency customers, improving transparency and simplifying financial tracking.
• Consolidated Shift Workflow: I streamlined the shift scheduling workflow to reduce friction for facility managers, making it easier to assign and manage shifts efficiently.
• Reworked Clinician Signup Process: I simplified and optimized the clinician signup process, reducing onboarding time and improving the experience for new users.

These updates, while individually minor, collectively improved the platform’s usability, efficiency, and user satisfaction, contributing to a more cohesive experience across user groups.

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My tenure at RealStaff as a Senior Product Designer has allowed me to make meaningful contributions to a platform critical to healthcare staffing.

The QR Code clock-in feature addressed trust and efficiency challenges, creating a solution poised to drive business growth. The landing page redesign in Webflow repositioned RealStaff’s marketing to target its core audience, staffing agencies, with a user-focused and efficient approach.

The smaller feature updates, including admin navigation improvements, automatic pay rate boosting, invoice tables, and streamlined workflows, further enhanced the platform’s usability. Together, these efforts reflect my ability to lead design initiatives, balance user needs with business goals, and deliver impactful solutions in a fast-paced environment.

Moving forward, I aim to continue refining these features and expanding RealStaff’s digital presence to support its mission of revolutionizing healthcare staffing.