A complete guide to vendor management system

Vendor management services

Are you looking for a vendor management solution to manage your staffing needs? Well! Vendor management solutions for managing staffing needs, have helped several facilities improve its outcome.

But before we understand more about the intricacies of it, let’s start with the basics.

What is a Vendor Management System?

A Vendor Management System (VMS) is software that helps healthcare facilities take care of vendor management processes. From the initial agreement to the last closure of a deal or while designating a business association.

VMS can be used in several ways. Commonly the system helps in automating all the vendor management processes such as quoting, negotiation, pre-negotiation, contract negotiation and finally closing the deal.

The VMS also provides real-time access to all the information related to ongoing negotiations and contracts including financial data such as invoices, purchase orders, etc.

In addition to this, many VMSs have features that help businesses manage their suppliers by providing standardized templates for different types of contracts

 Why do you need a Vendor Management Solution?

Procurement is the process of buying goods and services that are needed to supply your business. Your procurement team needs to work efficiently and effectively to make sure you get what you need at the right price, and this means using a vendor management solution that can help you do just that.

Vendor management is key to the success of any procurement team, and using the best VMS helps you make the most of your supplier relationship.

Here are some of the other benefits of using a vendor management solution:

  • Timely delivery of goods and services
  • Minimizes the expenditure of resources, both personnel and financial
  • Improved customer relationships improve
  • Better ability to deliver consistent results
  • Allows you to analyze vendor performance with custom reports and KPIs.
  • Optimize the procurement process for improved productivity

What are the steps involved in vendor management?

Essentially, there are seven steps involved in vendor management which are:

Assess the vendor

When you’re looking to onboard a merchant, it can be overwhelming. There are so many things to consider—quality, time to supply, pricing, network, and reliability.

If you’re not sure if your organization has identified all third-party risks, don’t worry; 82% of organizations aren’t sure if they’ve identified all third-party risks.

The purpose of researching your suppliers is to vet them for a long-term association. It’s essential to determine if they can unfailingly deliver the pledged output and quality.

Establish goals

To meet the goals of your healthcare facility while setting up clear objectives for your vendors. Additionally, understand your business process in the utmost detail. It will help you design and specify clear execution metrics.

Communicate your anticipations and create a joint understanding with your vendors. With strategic intakes, your vendors will be able to foretell your needs and maintain their inventory accordingly.

Set up regular meetings with your suppliers/vendors to ensure that they are meeting all of our needs and expectations relating to product quality and delivery times. We will also be conducting regular site visits with our suppliers/vendors to ensure that we are getting the most out of them.

Negotiate a contract

To develop an association with your healthcare vendors, identify and accept their business objectives through a legitimate contract.

Intervening extensively for expenses and limiting the profit margin can hamper the quality of the product. To evade that, plan the terms of the agreement in a mutually profitable way.

Onboard the vendor

The onboarding process involves navigating the healthcare vendor into your healthcare facility. A good vendor onboarding procedure ensures the beginning of a smooth association.

Monitor your vendor’s performance

If you’re in charge of managing your vendors, then you know how hard it can be to keep track of them.

If you want to ensure your vendors are performing up to par, you need to give them regular feedback on their performance. And that is where Vemsta comes in. We make it easy for you to track your vendors’ performance and give them the right kind of attention.

The vendors who perform exceptionally well are called strategic vendors.

Communicate regularly with your vendors

To avoid delays, re-stocking issues, and other problems with your supply chain, it’s important to keep in touch with your vendors.

When you communicate with them regularly about their stock and supply network, you can provide them with tips on how to improve their operations. This will help them avoid delays and re-stocking issues.

Reward your vendors

If you want your healthcare vendors to be more productive, you must reward them for their performance. Rewarding your vendors is a simple way to motivate them and establish healthy competition among them. In the long run, vendor performance will be beneficial for your company.


Vendor management services offer to improve the business outcome by making your practice more productive. Now that you understand the benefits and steps involved in vendor management, what are you waiting for?

By using the latest vendor management technology, you enhance your patient and staff experience by giving them more benefits.

If you are not able to find a good healthcare vendor management service try Vemsta that offers you with best services to manage your healthcare vendors.