In a testament to strategic human resources infrastructure, Vatica Health, a prominent healthcare technology company, has successfully navigated an eightfold increase in its workforce over seven years, from 100 to 800 employees, with Workable serving as the foundational Applicant Tracking System (ATS). This sustained growth, which includes a significant merger in late 2025, underscores the critical role of scalable and efficient talent acquisition platforms in the rapidly evolving healthcare tech landscape. The company’s journey exemplifies how robust HR technology can empower organizations to attract, manage, and integrate talent across diverse functions, ultimately supporting their core mission of enhancing value-based care.
Vatica Health: Innovating Value-Based Care
Founded in 2012, Vatica Health emerged with a clear mission: to revolutionize value-based care processes for primary care providers. In an era where healthcare systems are increasingly shifting from fee-for-service to models that reward quality and patient outcomes, Vatica Health provides essential technology and support to help providers succeed. Their platform empowers clinicians to optimize patient care, improve documentation accuracy, and navigate the complex requirements of value-based contracts, ultimately leading to better health outcomes and financial sustainability for practices. This commitment to innovation and impact has fueled their remarkable expansion, necessitating a talent acquisition strategy capable of keeping pace with their ambitious goals.
Today, Vatica Health boasts a diverse workforce of approximately 800 professionals. This includes a substantial offshore team integrated following their late 2025 merger with Coziva, a strategic move that expanded their operational capabilities and geographical reach. The company’s functions span a broad spectrum, encompassing clinical roles vital for patient engagement, operations teams ensuring seamless service delivery, and corporate functions like sales, product development, technology, and engineering, which are crucial for innovation and market expansion. Managing the talent pipeline for such a multifaceted organization demands an agile and comprehensive recruiting solution.
Leading these complex talent acquisition efforts is Jessica Wagner, Manager of People Operations and Talent Acquisition. Having joined Vatica Health in 2019, Wagner has been a firsthand witness and architect of the company’s dramatic growth trajectory. She oversees all recruiting activities, supported by a dedicated team comprising three contract recruiters and an HR generalist. Under her stewardship, Workable has not merely been a tool but a strategic partner, providing the essential infrastructure to align hiring processes with Vatica Health’s exponential scaling.
The Challenge of Rapid Expansion: Before Workable
Prior to adopting Workable, Vatica Health’s recruiting operations were fragmented and inefficient, a common hurdle for many growing companies. The process relied heavily on standalone job boards like Indeed and ZipRecruiter, lacking a centralized system to manage candidate pipelines effectively. This meant that tracking applicants, coordinating interview schedules, gathering feedback from hiring managers, and ensuring a consistent candidate experience were manual, time-consuming, and prone to errors. Recruiters often found themselves drowning in administrative tasks, detracting from their ability to focus on strategic talent sourcing and candidate engagement.
When Jessica Wagner joined in 2019, Vatica Health was just beginning its transition from a basic job-posting plan with Workable to a more comprehensive account. The initial appeal was clear: the promise of a robust Applicant Tracking System (ATS) without the prohibitive cost typically associated with enterprise-level recruiting software. At that juncture, the company employed around 100 individuals, and while their hiring needs were modest, the leadership recognized that the existing, disparate infrastructure would quickly become a bottleneck as the organization scaled. The foresight to invest in a unified ATS proved prescient, laying the groundwork for the substantial growth that would follow.
A Strategic Partnership: Why Vatica Health Chose Workable
The initial decision to deepen their engagement with Workable was pragmatic, driven by a compelling combination of cost-effectiveness and comprehensive capability. Workable offered Vatica Health the sophisticated ATS framework required to professionalize their recruiting operations at a price point that aligned with a company still in its early-to-mid growth phase. This accessibility allowed Vatica Health to implement best-in-class recruiting practices without the financial strain often associated with such technology.
However, what truly solidified Workable’s position as an indispensable partner for Vatica Health over the ensuing seven years was its ability to evolve and scale alongside the business. This enduring partnership spanned a remarkable 700-person expansion, the integration of a major merger (Coziva in late 2025), and the continuous maturation of the entire recruiting function. The platform proved its adaptability by seamlessly accommodating increased hiring volume, diverse departmental needs, and the integration of new teams and processes.
Jessica Wagner’s perspective highlights this sustained value: “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 strategic value derived from a stable, high-performing system that obviates the need for disruptive and costly migrations, allowing the talent acquisition team to focus on strategic hiring rather than system management.
Transforming Talent Acquisition: Key Workable Features in Action
The implementation and continuous optimization of Workable have fundamentally reshaped Vatica Health’s hiring processes, introducing efficiencies, consistency, and a superior experience for both recruiters and candidates.
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Streamlined Multi-Location Posting: One of the most impactful changes has been the ability to consolidate multi-location job postings. Previously, if a Registered Nurse role was open in Rochester, Buffalo, and several other cities, the team would have to create and manage individual postings for each location. This administrative burden resulted in numerous duplicate pipelines and significant overhead. Workable’s functionality allows Vatica Health to publish a single, comprehensive posting that covers all relevant geographies simultaneously. This consolidation means hiring managers now review one unified candidate pipeline instead of managing ten separate ones, drastically reducing administrative complexity and ensuring a cohesive overview of available talent.
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Automating the Candidate Journey: Workable’s automated response functionality is deeply embedded across Vatica Health’s hiring pipelines, significantly reducing the manual coordination that once consumed valuable recruiter time. This automation ensures a consistent and timely candidate experience while freeing recruiters to focus on higher-value activities. For instance, when a nurse candidate progresses to the assessment stage, a clinical assessment is automatically dispatched. If a candidate is disqualified, a personalized notification is sent without any manual intervention from the recruiting team. Upon a successful hire, a welcome email and a follow-up for reference gathering are deployed in a pre-defined sequence. As Jessica Wagner notes, “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 is crucial for maintaining velocity and candidate engagement across a high volume of specialized roles.
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Ensuring Consistency with Structured Scorecards: With a mix of contract recruiters, diverse roles, and numerous hiring managers across different functions, maintaining consistency in candidate evaluation is a deliberate strategic priority for Vatica Health. Workable’s scorecards are instrumental in achieving this. These standardized evaluation forms ensure that every recruiter asks the same critical questions during prescreening interviews and that the information presented to hiring managers is structured, objective, and easily comparable across all candidates. This structured approach not only enhances fairness and reduces unconscious bias but also streamlines the decision-making process for hiring managers, leading to more informed and consistent hiring outcomes.
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AI-Powered Efficiency: The Metaview Integration: One of the most significant efficiency gains for Vatica Health has come through a strategic integration: connecting Workable with Metaview, an AI notetaker specifically designed for recruiting. This integration has eliminated the manual note-taking burden that previously added 15 to 20 minutes to every candidate screening. What once took 45 minutes can now be completed in 30 to 35 minutes. Metaview records interview conversations and automatically generates a detailed summary, dropping a direct hyperlink into the candidate’s Workable profile. This allows hiring managers to review the interview content at their convenience, often negating the need for separate debrief meetings. Across a team managing dozens of active roles simultaneously, this compounding time saving translates into substantial gains in recruiter capacity and overall hiring velocity. This showcases Vatica Health’s embrace of cutting-edge AI tools to enhance operational efficiency.
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Empowering Hiring Managers with Seamless Visibility: Engaging hiring managers effectively without overcomplicating their experience is a perennial challenge for recruiting teams. Vatica Health has overcome this through the intuitive design of Workable’s interface combined with its tagging and commenting functionalities. When a recruiter completes a screen and logs feedback, they can directly tag the relevant hiring manager within the system. The manager instantly receives a notification and can click through a direct link to access the candidate profile and feedback. This eliminates login friction and the need for managers to search through emails or separate systems, ensuring they have immediate access to critical information and can provide timely input, fostering genuine engagement in the hiring process. “It’s there, and they can see the feedback without having to dig,” remarks Wagner, highlighting the simplicity and effectiveness of this approach.
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Data-Driven Decisions: Comprehensive Reporting: As Vatica Health has scaled and undergone a major merger, the demand for robust recruiting data from leadership has intensified. Jessica Wagner leverages Workable’s reporting capabilities to generate critical insights. These include quarterly diversity reports, essential for promoting equitable hiring practices, and tracking key metrics such as time to hire and time to fill, which inform operational efficiency. Furthermore, weekly pipeline updates for individual hiring managers provide real-time visibility into the number of candidates at each stage of the recruitment process. What was once a laborious, manual, Excel-driven process is now largely automated within Workable. As Workable’s reporting features continue to expand, Vatica Health is actively working to migrate even more of their manual tracking into the system, aiming for a fully integrated and data-driven talent acquisition function.
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Enhancing Candidate Experience: Self-Scheduling: Vatica Health places a high value on candidate experience, a factor consistently highlighted in their new hire surveys. Candidates frequently praise the efficiency of the recruiting process, timely updates, and particularly the self-scheduling feature. This functionality empowers candidates to book interview slots at their convenience, reducing the back-and-forth communication typically involved in scheduling and signaling a modern, candidate-centric approach. The positive feedback has prompted the team to actively evaluate making self-scheduling a default automated action at the HR phone screen stage, automatically sending the scheduling link when a candidate advances, thereby further streamlining the initial contact and enhancing candidate satisfaction.
Quantifiable Success: Impact on Key Metrics
The strategic application of Workable has translated into significant, measurable improvements across Vatica Health’s talent acquisition operations:
- Time Saved: Recruiters now save 15 to 20 minutes per candidate screening, largely due to the Metaview integration. This meaningful capacity return is crucial for a lean team managing 30 to 40 concurrent, highly specialized roles.
- Inbound Quality: An impressive 95 to 98% of roles are filled through inbound applicants. This high-quality inbound flow means active sourcing is rarely required, even with a LinkedIn Recruiter seat, demonstrating the effectiveness of Vatica Health’s employer brand and Workable’s job board syndication.
- Concurrent Roles: The team efficiently manages 30 to 40 open roles simultaneously. This substantial hiring load across clinical, operations, and corporate functions is expertly handled by a compact team of just six individuals (Jessica Wagner, three contract recruiters, and an HR generalist).
- Time to Hire: Vatica Health maintains a consistent average time to hire of approximately 45 days. This velocity is remarkable given the diverse and specialized nature of their role mix, reflecting efficient pipeline management and streamlined processes.
- Longevity: The seven-year tenure on Workable is a testament to the platform’s scalability and adaptability. It has successfully supported the business’s growth from 100 to 800 employees without necessitating a costly and disruptive system change.
Sustaining Growth Through Change: The Coziva Merger and Beyond
Seven years after its initial, more comprehensive implementation of Workable, Vatica Health stands as a fundamentally transformed organization. The company’s eightfold growth is a clear indicator of its market success and operational scaling. A significant milestone in this journey was the late 2025 merger with Coziva, which introduced an additional 300 employees and an entirely new cohort of hiring managers, many of whom had no prior experience with a sophisticated ATS.
Crucially, through all these seismic changes, Vatica Health’s recruiting infrastructure remained steadfast and effective. The new managers from the merged organization found Workable intuitive enough to navigate and utilize without requiring extensive formal training. This ease of adoption ensured that the merger did not create a bottleneck in talent acquisition, allowing the integrated entity to continue its growth trajectory seamlessly. The platform’s ability to scale with the business, rather than becoming an impediment, proved invaluable during this critical period of organizational integration and expansion.
The Future of Talent at Vatica Health: Strategic Integration and Continued Optimization
Looking ahead, Vatica Health is not resting on its laurels. With a new Human Resources Information System (HRIS) partnership on the horizon and a keen eye on Workable’s 2026 feature roadmap, the company is focused on continuous optimization. The immediate goal is to address the last remaining manual handoff in their talent lifecycle: the transition of data between Workable and the HRIS once a hire is made. By automating this integration, Vatica Health aims to achieve an even more seamless and frictionless recruiting process, from initial application to employee onboarding.
This strategic approach to HR technology, characterized by long-term partnerships and a commitment to continuous improvement, positions Vatica Health to sustain its growth, attract top talent in a competitive market, and ultimately reinforce its leadership in the value-based care sector. The partnership with Workable serves as a powerful case study for how innovative healthcare technology companies can leverage robust HR platforms to build and maintain a high-performing workforce essential for their mission.
Conclusion: A Model for Scaling Healthcare Tech Talent
Vatica Health’s journey with Workable offers a compelling blueprint for how high-growth companies, particularly in specialized sectors like healthcare technology, can effectively manage and scale their talent acquisition efforts. By prioritizing a unified, automated, and data-driven approach to recruiting, Vatica Health has not only streamlined its internal operations but also enhanced its employer brand and candidate experience. The ability to integrate new teams, manage a high volume of diverse roles, and adapt to significant organizational changes, all while maintaining efficiency and consistency, speaks volumes about the strategic advantage derived from a well-chosen and effectively utilized ATS. As Vatica Health continues to innovate in value-based care, its robust talent infrastructure, powered by Workable, will remain a critical enabler of its ongoing success and expansion.
