10 Questions to Ask Before You Sign With a Staffing Agency

Signing with a staffing agency often happens under time pressure — a facility is short-staffed, a vacancy needs filling now, and the decision gets made quickly based on who responds fastest. That’s understandable, but it’s also how facilities end up in year-long contracts with partners who don’t actually serve them well. A short list of direct questions, asked before you sign, surfaces most of what actually matters.

1. How Do You Vet Clinical Candidates?

Ask specifically what the credentialing process looks like — license verification, background checks, reference checks, and how recently those checks are refreshed for staff who work with you regularly. An agency that gives a vague answer here is telling you something important.

2. What Happens When a Shift Falls Through at the Last Minute?

Every staffing relationship eventually hits a no-show or last-minute cancellation. The real question is what the agency’s process is when that happens — is there a backup plan, a point of contact who’s actually reachable, or are you on your own to scramble?

3. How Familiar Is Your Candidate Pool With Facilities Like Mine?

An agency that primarily places hospital staff may not have deep experience with the specific rhythms of skilled nursing, behavioral health, or long-term care. Ask directly about their experience in your specific setting, not just healthcare broadly.

4. Who Is My Actual Point of Contact, and What Are Their Hours?

Vague answers here (“our team is always available”) are a warning sign. You want a name, a direct line, and clarity about coverage during nights and weekends if that’s when you’re most likely to need help.

5. How Do You Handle a Poor Fit?

Sometimes a placed candidate isn’t the right fit for your unit, through no fault of anyone. Ask what the process is for addressing that quickly and professionally, without it becoming a drawn-out ordeal for your director of nursing.

6. What’s Your Typical Time-to-Fill for a Role Like Mine?

Ask for a realistic answer based on your specific role and location, not a generic marketing number. A good partner will tell you honestly when a specific specialty or shift is harder to fill.

7. Are There Long-Term Contract Terms I Should Understand Clearly?

Read the actual terms around exclusivity, minimum commitments, and cancellation before you sign — not after a problem arises. A transparent partner will walk you through this without pressure.

8. How Do You Communicate During a Seasonal Surge?

Ask how the agency plans ahead for predictable surges like flu season, rather than treating every surge as a surprise. Their answer tells you whether they think proactively about your facility or only react to your calls.

9. Can You Provide References From Facilities Similar to Mine?

A confident agency will connect you with current clients in similar settings. Hesitation here is worth noting.

10. What Does Onboarding Look Like for a New Placement?

Ask specifically how a placed nurse or CNA gets oriented to your EMR, your unit’s specific protocols, and your team — not just whether they show up credentialed and licensed.

Why This Matters More Than It Seems

None of these questions are complicated, but very few facilities ask all ten before signing. The agencies worth partnering with will welcome the questions rather than deflect them, because confident, transparent answers are exactly what a good long-term relationship is built on.

QH Staffing is happy to answer every one of these questions directly, with specifics rather than marketing language. Schedule a conversation with our team, or call (718) 400-6166, and ask us anything on this list.

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