Vatica Health, a prominent healthcare technology company, has successfully navigated a period of exponential growth, expanding its workforce eightfold from 100 to 800 employees over seven years, with Workable serving as the foundational applicant tracking system (ATS) that underpinned its scalable talent acquisition infrastructure. Since its inception in 2012, Vatica Health has been at the forefront of assisting primary care providers in optimizing value-based care processes, ultimately aiming to enhance patient outcomes through innovative technology solutions. This commitment to innovation extends to its internal operations, where a robust and adaptable hiring platform has proven indispensable for sustained expansion and strategic talent attraction.
Vatica Health’s Mission and Growth Trajectory
Headquartered at the intersection of healthcare and technology, Vatica Health’s core mission revolves around empowering primary care providers to excel within the complex framework of value-based care. This model of healthcare reimbursement ties payments to the quality of care provided and the patient outcomes achieved, rather than the volume of services. For providers, this means a heightened focus on preventive care, chronic disease management, and coordinated patient journeys, all areas where Vatica Health’s technological solutions provide critical support. Their work directly contributes to a more efficient and patient-centric healthcare system, a sector that is perpetually evolving and demands a highly skilled workforce to keep pace with regulatory changes, technological advancements, and shifting patient needs.
The company’s journey began in 2012, steadily building its reputation and client base. By 2019, Vatica Health employed approximately 100 individuals, a foundational period during which it recognized the imperative for a more sophisticated talent acquisition system. This foresight proved critical as the company embarked on an ambitious growth trajectory. A significant milestone in its expansion occurred in late 2025 with the merger with Coziva, an integration that brought an additional 300 employees, including an offshore team, into the Vatica Health fold. Today, the organization boasts around 800 employees, with operations spanning critical clinical, operational, and corporate functions, encompassing specialized roles in sales, product development, technology, and engineering. This rapid expansion underscores the critical need for a scalable and efficient talent acquisition strategy, capable of integrating new teams and maintaining a consistent hiring velocity across diverse departmental needs.
Leading these extensive talent acquisition efforts is Jessica Wagner, Manager of People Operations and Talent Acquisition, who joined Vatica Health in 2019. Wagner has been an eyewitness to, and an architect of, the company’s dramatic growth. Her team, comprising three contract recruiters and an HR generalist, manages all recruiting activities, overseeing the entire talent pipeline from initial outreach to onboarding. The sustained partnership with Workable over seven years highlights the platform’s adaptability and robustness in supporting such dynamic organizational change, ensuring that the hiring infrastructure remained aligned with, rather than bottlenecking, the company’s ambitious growth objectives.
The Pre-Workable Landscape: A Fragmented Approach to Talent Acquisition
Before the comprehensive adoption of Workable, Vatica Health’s recruiting efforts were characterized by a fragmented approach, relying primarily on standalone job board platforms such as Indeed and ZipRecruiter. While these platforms are effective for broad job distribution, they lacked the integrated functionalities necessary for a cohesive and efficient talent acquisition process. The absence of a unified system meant that managing candidate pipelines, coordinating feedback from hiring managers, and ensuring consistency across various recruitment stages were largely manual, time-consuming endeavors. This ad-hoc methodology presented significant challenges as the company contemplated scaling its operations.
When Jessica Wagner joined Vatica Health in 2019, the organization was already taking steps to professionalize its recruiting infrastructure, transitioning from a basic job-posting plan with Workable to a more comprehensive account. The initial appeal of Workable was clear: it offered the essential framework of an Applicant Tracking System (ATS) without the prohibitive cost overhead typically associated with enterprise-level recruiting software. At the time, with 100 employees and relatively modest hiring needs, the existing infrastructure, while functional, was clearly insufficient for the anticipated growth. The decision to invest in a more robust ATS was a proactive measure, recognizing that future scaling would demand a centralized, efficient, and cost-effective solution. This strategic shift marked a pivotal moment, laying the groundwork for the efficient talent acquisition engine that would power Vatica Health’s subsequent expansion.
The Strategic Shift to Workable: Cost, Capability, and Enduring Partnership
The initial rationale for Vatica Health’s deepened engagement with Workable was straightforward: a compelling combination of cost-effectiveness and robust capability. Workable provided the necessary ATS framework at a price point that was financially viable for a company in its early growth phase, allowing Vatica Health to professionalize its recruitment without incurring the substantial expenses often associated with larger, more complex enterprise systems. This initial alignment proved crucial, but what truly cemented the seven-year partnership was Workable’s ability to evolve and scale alongside Vatica Health through a period of unprecedented expansion, including a 700-person increase in headcount, a significant corporate merger, and the complete maturation of its talent acquisition function.
Jessica Wagner’s perspective encapsulates the enduring value proposition: "I get calls every year from other companies with other ATS systems trying to get us to switch over. But even with other ones we’ve looked at, the comparison and the cost perspective — we’ve been such a solid client to Workable over these last seven years. There’s really no need to move, because it’s working." This statement underscores the platform’s reliability and its seamless integration into Vatica Health’s operational fabric. The continuity provided by a stable ATS has allowed the talent acquisition team to focus on strategic hiring rather than grappling with system migrations or adapting to new interfaces, particularly critical during periods of rapid change like the Coziva merger.
Driving Efficiency and Consistency: Key Innovations with Workable
Workable’s comprehensive suite of features has fundamentally transformed Vatica Health’s hiring processes, introducing efficiencies and consistencies that were previously unattainable.
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Streamlined Job Postings: One Posting, Multiple Markets
A significant administrative burden prior to Workable was the necessity of creating individual job postings for each geographical location where a role was open. For instance, a registered nurse position open in Rochester and Buffalo would require two distinct listings, leading to separate candidate pipelines and duplicated administrative effort. Workable revolutionized this by enabling the publication of a single, consolidated posting that covers all relevant locations simultaneously. This change has provided hiring managers with a unified candidate pipeline, drastically reducing administrative overhead and eliminating the time-consuming process of managing and closing redundant postings. This not only saves time but also ensures a holistic view of the talent pool for a given role. -
Automated Workflows: Removing the Manual Layer
Workable’s automated response functionality is deeply embedded throughout Vatica Health’s hiring pipelines, significantly reducing the manual coordination that previously consumed valuable recruiter time. This automation spans critical stages: when a nurse candidate advances to the assessment stage, a clinical assessment is automatically dispatched; if a candidate is disqualified, the notification is sent without any manual intervention; and upon a successful hire, a welcome email and a reference-gathering follow-up deploy in a predetermined sequence. Jessica Wagner notes the profound impact: "It’s cut down on a lot of manual process that we were doing previously. Now we just move them through, and we don’t have to worry about whether we emailed this candidate or followed up." This automation frees recruiters to focus on high-value activities like candidate engagement and strategic planning. -
Standardized Evaluation: Scorecards for Process Consistency
Given Vatica Health’s reliance on a team of contract recruiters managing diverse roles and involving various hiring managers across different functions, ensuring consistency in candidate evaluation is a deliberate priority. Workable’s scorecard feature addresses this by standardizing the interview process. Every recruiter is equipped with the same set of questions for each prescreen, and the information presented to hiring managers is structured and comparable across all candidates. This standardization minimizes bias, improves the fairness of the evaluation process, and ensures that hiring decisions are based on objective criteria, leading to better quality hires. -
AI-Powered Interviewing: The Metaview Integration
One of the most impactful efficiency gains achieved by Vatica Health has come through a seamless integration with Metaview, an AI-powered notetaker designed specifically for recruiting. By connecting Workable with Metaview, the team has eliminated the manual note-taking that previously added 15 to 20 minutes to every candidate screening. What once took 45 minutes now takes 30 to 35. Metaview records the conversation and automatically drops a hyperlink directly into the candidate’s Workable profile, allowing hiring managers to review the interview at their convenience without needing to schedule a separate debrief session. For a team managing dozens of active roles, this accumulated time saving translates into a substantial increase in capacity and productivity. -
Enhanced Hiring Manager Engagement: Visibility Without the Friction
Engaging hiring managers effectively in the recruitment process without overcomplicating their experience is a perennial challenge for many recruiting teams. At Vatica Health, Workable’s intuitive interface, combined with its tagging and commenting functionalities, has successfully bridged this gap. When a recruiter completes a screen and logs feedback, they can directly tag the relevant hiring manager within the system. The manager receives an immediate notification and can click through directly to the candidate profile and associated feedback in a single action, eliminating login friction or the need to search through emails. This streamlined access ensures that hiring managers are consistently informed and can provide timely input, fostering a more collaborative and efficient hiring process. -
Data-Driven Decision Making: Reporting That Informs the Business
As Vatica Health has grown and undergone significant organizational changes, the demand from leadership for robust recruiting data has escalated. Jessica Wagner leverages Workable’s comprehensive reporting capabilities to generate quarterly diversity reports, track critical metrics like time to hire and time to fill, and provide weekly pipeline updates to individual hiring managers, detailing the number of candidates at each stage of the process. What was once a laborious, manual, Excel-driven process is now largely automated within the platform. As Workable’s reporting capabilities continue to expand, the team is actively working to migrate even more of their manual tracking directly into the system, further enhancing data accuracy and accessibility for strategic business decisions. -
Optimizing Candidate Experience: Self-Scheduling That Candidates Appreciate
Vatica Health’s commitment to a positive candidate experience is reflected in its new hire surveys, which consistently show positive feedback, particularly highlighting the efficiency, timely updates, and the self-scheduling feature. Candidates appreciate the convenience and control offered by the ability to schedule their own interviews. The talent acquisition team is actively evaluating the possibility of making self-scheduling a default automated action at the HR phone screen stage, where the scheduling link would be sent automatically upon a candidate’s advancement, rather than requiring manual trigger by a recruiter. This enhancement would further streamline the candidate journey and reinforce Vatica Health’s reputation as a forward-thinking employer.
Quantifying Success: Metrics of a Scalable Talent Acquisition Function
The measurable outcomes of Vatica Health’s strategic partnership with Workable underscore the platform’s profound impact on the company’s talent acquisition efficiency and effectiveness.
- Time Saved: A significant gain of 15 to 20 minutes per candidate screening has been achieved. Considering the volume of candidates processed for 30 to 40 concurrent specialized roles, this translates into thousands of hours saved annually across the recruiting team. This meaningful capacity allows recruiters to dedicate more time to strategic initiatives, candidate engagement, and fostering strong relationships with hiring managers, rather than administrative tasks.
- Inbound Quality: An exceptional 95% to 98% of roles are filled through inbound applicants. This metric is a testament to Vatica Health’s strong employer brand and Workable’s ability to optimize job distribution and candidate attraction. Such a high rate of inbound success significantly reduces the reliance on expensive and time-consuming active sourcing efforts, even though the team holds a LinkedIn Recruiter seat. This directly contributes to a more cost-effective recruitment model.
- Concurrent Roles: The ability to simultaneously manage 30 to 40 open roles across diverse functions—clinical, operations, and corporate—demonstrates the remarkable efficiency of Vatica Health’s talent acquisition team. A lean team of six (Jessica, three contract recruiters, and an HR generalist) effectively handles the full hiring load, a feat made possible by Workable’s centralized management and automation capabilities.
- Time to Hire: Maintaining an average time to hire of approximately 45 days is a competitive achievement, particularly given the specialized and diverse nature of the roles Vatica Health fills within the healthcare technology sector. This consistent velocity ensures that critical positions are filled promptly, minimizing operational disruptions and accelerating the integration of new talent into the organization.
- Longevity: The seven-year tenure on Workable is perhaps the most compelling metric, showcasing the platform’s exceptional scalability and adaptability. Workable has not only accommodated Vatica Health’s growth from 100 to 800 employees but has done so without necessitating a costly or disruptive system change. This long-term partnership speaks volumes about Workable’s ability to evolve with its clients’ needs and its enduring value proposition.
Navigating Mergers and Sustained Expansion
The merger with Coziva in late 2025 presented a significant test for Vatica Health’s talent acquisition infrastructure. Integrating 300 new employees and, crucially, an entirely new cohort of hiring managers—many of whom had no prior experience with an Applicant Tracking System—could have easily become a bottleneck. However, Workable’s intuitive interface and user-friendly design proved invaluable. New managers from the merged organization were able to navigate the platform and engage with candidate pipelines without requiring extensive formal training, ensuring a smooth transition and rapid assimilation into Vatica Health’s hiring processes. This seamless integration capability underscores Workable’s role not just as a recruitment tool, but as a strategic enabler for organizational growth and M&A activities. The platform scaled effectively with the expanded business, proving itself to be a facilitator of growth rather than a constraint.
Looking Ahead: The Future of Integrated Talent Management
As Vatica Health continues its forward trajectory, the focus remains on further optimizing its talent management ecosystem. With a new HRIS (Human Resources Information System) partnership on the horizon and a keen eye on Workable’s 2026 feature roadmap, Vatica Health is poised to close the last remaining gaps in its recruitment and onboarding process. The primary objective is to eliminate the manual handoff between Workable and the HRIS once a hire is made. By achieving a fully integrated, automated transfer of new hire data, Vatica Health aims to ensure that the entire recruiting lifecycle, from initial application to onboarding and beyond, runs with even greater efficiency and less friction than it does today. This commitment to continuous improvement reflects a strategic understanding that robust HR technology is not merely a support function but a critical component of sustained competitive advantage in the dynamic healthcare technology landscape.
Conclusion
Vatica Health’s journey from a 100-employee firm to an 800-strong industry leader in healthcare technology is a testament to its innovative spirit and strategic foresight. Central to this remarkable growth story is its enduring partnership with Workable. For seven years, Workable has provided the agile, scalable, and cost-effective Applicant Tracking System that Vatica Health needed to professionalize its talent acquisition, streamline operations, and attract top talent in a highly competitive market. Through automated workflows, standardized evaluations, AI-powered integrations, and comprehensive reporting, Workable has not only supported Vatica Health’s exponential growth and complex merger integration but has also empowered its lean talent acquisition team to operate with exceptional efficiency and strategic impact. As Vatica Health continues to innovate in value-based care, its robust and evolving partnership with Workable remains a cornerstone of its ability to build and sustain a high-performing workforce, ensuring its continued success in shaping the future of healthcare.
