The Real Cost of Outsourcing Employee Health isn’t What You Think

Across healthcare systems, Employee Health teams are under growing pressure to manage compliance with limited resources. As demands increase, organizations typically respond in one of two ways. Some invest heavily in third-party vendors and outsource clinical services like fit testing, onboarding clearances, and other compliance items. Some manage Employee Health internally but rely on their patient facing EHR or HR systems that are not purpose built employee health platforms. These systems cannot manage things like OSHA and other regulatory guidelines properly like the purpose built ones and can be much more expensive (IT resources and software costs). 

Outsourcing can feel like a quick fix, but it introduces ongoing costs that scale with workforce size. For organizations that keep Employee Health in-house, the burden often shifts to navigating rigid systems, inefficient workflows, and frustrating support experiences. Basic tasks take longer than they should, changes require IT help (which IT usually has limited time/resources to assist), and Employee Health teams are left managing manual workarounds instead of focusing on outcomes.

In both cases, the conclusion is the same. Employee Health feels difficult to manage, staffing feels insufficient, and outsourcing starts to look like the only viable option.

But that conclusion is worth questioning.

Organizations do not outsource Employee Health because it cannot be done internally. They outsource because the tools and systems they are using make it harder than it should be. Employee Health does not have to operate this way.

Outsourcing in Employee Health

Outsourcing Employee Health often looks cost-effective on the surface, especially for spreadsheet warriors. Vendor contracts provide predictability, and internal staffing appears reduced. But over time, the true cost becomes clear.

Outsourced programs introduce recurring fees, limited flexibility, and reduced visibility into real-time compliance. Organizations remain dependent on third parties during audits, onboarding surges, and regulatory changes. What began as a temporary solution becomes a permanent expense.

In contrast, bringing Employee Health back in-house with the right technology creates immediate and measurable ROI.

Where the ROI Becomes Clear

• Fewer staff hours required to manage compliance workflows

• Elimination of recurring vendor costs for services like fit testing

• Faster onboarding and clearance times that reduce workforce delays

• Improved audit readiness without external support

  
  

Automation allows Employee Health teams to support more employees and locations without increasing headcount.

When Technology Works, Employee Health Comes Back In-House

A purpose-built Employee Health platform changes the equation. Instead of adding staff or outsourcing services to manage compliance, automation removes the friction entirely. Tasks that once required coordination with third-party vendors can be handled internally with fewer staff hours, better visibility, and stronger control.

This is not a theoretical shift. It is already happening.

One national health system with over 200,000 employees recently started using TrackMy’s Employee Health EHR, but previously outsourced its fit testing program due to the time and staffing required to manage it internally. Scheduling, documentation, and reporting created enough operational strain that outsourcing appeared to be the most efficient option.

That changed once automated fit testing workflows were implemented.

With TrackMy fit testing was digitized end to end, they brought the program back in-house. Scheduling became streamlined, documentation flowed directly into employee records, and compliance reporting no longer required manual reconciliation. What once depended on external vendors could now be managed internally with confidence.

This is what happens when Employee Health technology is designed to support the work, not slow it down.

Why Purpose-Built Matters in Employee Health

TrackMy was built specifically for Employee Health, not adapted from patient care systems. Every workflow is designed around workforce compliance, efficiency, and scale. Automated fit testing, immunization tracking, onboarding workflows, consent-based registry retrieval, and reporting are all built into one platform.

Instead of managing around limitations, Employee Health teams gain a system that works the way they do.

What Changes With TrackMy

• Manual tasks are replaced with automation

• Compliance visibility becomes real time

• Outsourced services can move back in-house

• Costs shift from recurring vendor fees to long-term efficiency

Employee Health teams regain control. Leadership gains financial clarity. Compliance improves without adding staff.

Outsourcing should be a strategic choice, not a permanent workaround. With a purpose-built Employee Health platform, organizations can reduce costs, strengthen compliance, and operate confidently in-house.

That is the difference purpose-built technology makes. Learn More: https://www.trackmysolutions.us/