Vatica Health, a leading healthcare technology company specializing in value-based care, has successfully leveraged Workable, a comprehensive applicant tracking system (ATS), to scale its talent acquisition operations exponentially, growing its workforce from 100 to 800 employees over seven years. This remarkable expansion, which included a significant merger with Coziva in late 2025, underscores the critical role of robust and scalable recruitment infrastructure in supporting rapid organizational development within the competitive health tech sector. The partnership with Workable has enabled Vatica Health to maintain a consistent hiring velocity, manage a high volume of specialized roles, and integrate new teams seamlessly, all while enhancing candidate experience and operational efficiency.
Vatica Health’s Mission and Growth Journey in Value-Based Care
Founded in 2012, Vatica Health embarked on a mission to empower primary care providers by improving value-based care processes, ultimately driving better patient outcomes. Value-based care represents a paradigm shift in healthcare delivery, moving away from fee-for-service models to systems that reward providers for quality of care and patient health improvements rather than simply the volume of services. This model demands sophisticated technological solutions, data analytics, and a highly skilled workforce capable of navigating complex clinical, operational, and technological landscapes.
The company’s commitment to this mission fueled its rapid ascent. By 2019, Vatica Health had established a solid foundation with approximately 100 employees, focusing on core technological development and initial market penetration. The subsequent years witnessed an accelerated growth trajectory, culminating in the strategic merger with Coziva in late 2025. This merger significantly expanded Vatica Health’s operational footprint, adding an offshore team and integrating new capabilities, bringing the total headcount to approximately 800 employees. This period of intense expansion necessitated a recruitment strategy that could not only keep pace but also proactively support the integration of diverse teams and the continuous demand for specialized talent across clinical, operations, sales, product, technology, and engineering functions.
The Evolution of Talent Acquisition at Vatica Health: Pre-Workable Challenges
Prior to its comprehensive adoption of Workable in 2019, Vatica Health’s talent acquisition efforts were characterized by a fragmented approach, common among fast-growing startups before investing in dedicated HR technology. The recruitment process relied heavily on disparate standalone platforms like Indeed and ZipRecruiter for job postings, lacking a unified system to manage the entire candidate lifecycle. This created significant inefficiencies: candidate pipelines were difficult to track consistently, coordinating feedback from hiring managers was cumbersome, and establishing a standardized, repeatable hiring process remained an elusive goal.
Jessica Wagner, Manager of People Operations and Talent Acquisition, who joined Vatica Health in 2019, witnessed this transformation firsthand. "When I started, the organization had just transitioned from a basic job-posting plan with Workable to a more comprehensive account," Wagner recounts. "We were drawn by the ability to have a real ATS without the cost overhead that typically comes with enterprise recruiting software." At the time, with 100 employees and relatively modest hiring needs, the existing infrastructure, while functional, was clearly unsustainable for the anticipated growth. The realization that a robust, scalable ATS was not merely a convenience but a strategic imperative set the stage for Workable’s integral role in Vatica Health’s future.
The Strategic Decision to Partner with Workable: Cost, Capability, and Scalability
The initial attraction to Workable was rooted in a pragmatic balance of cost-effectiveness and essential functionality. For a company in its early growth phase, Workable offered the necessary ATS framework—features like centralized candidate management, interview scheduling, and feedback collection—at a price point that aligned with Vatica Health’s budget. This allowed them to professionalize their recruiting without the prohibitive expenses often associated with enterprise-level solutions.
However, the enduring partnership, now spanning seven years and through an eightfold increase in workforce size, speaks to a deeper value proposition: Workable’s unparalleled scalability and adaptability. Jessica Wagner emphasizes this longevity: "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 sentiment highlights Workable’s ability to evolve alongside Vatica Health, supporting not only organic growth but also significant strategic events like the Coziva merger, which introduced an entirely new set of hiring managers and an offshore team with diverse needs and backgrounds.
Transforming Recruitment: Key Workable Features and Their Impact
Workable’s suite of features has fundamentally reshaped Vatica Health’s talent acquisition strategy, moving it from a reactive, manual process to a proactive, automated, and data-driven function.
1. Streamlined Multi-Location Postings: One of the most impactful changes for Vatica Health, particularly in recruiting clinical roles like registered nurses across various geographies, has been Workable’s ability to consolidate multi-location job postings. Previously, the team would create individual listings for each city—Rochester, Buffalo, etc.—leading to administrative redundancy and fragmented candidate pipelines. Now, a single posting can cover all relevant locations simultaneously. This centralization provides hiring managers with one unified pipeline, eliminating the administrative burden of managing and closing numerous duplicate postings, thereby freeing up valuable recruiter time.
2. Automating the Candidate Journey: Workable’s robust automation capabilities are deeply embedded throughout Vatica Health’s hiring pipelines, significantly reducing manual coordination. This automation ensures a consistent and efficient candidate experience while optimizing recruiter bandwidth. For instance, when a nurse candidate advances to the assessment stage, a clinical assessment is automatically dispatched. Disqualified candidates receive timely notifications without manual intervention. Upon a successful hire, a sequence of welcome emails and reference-gathering follow-ups is automatically deployed. "It’s cut down on a lot of manual process that we were doing previously," Wagner explains. "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 critical for a team managing 30-40 concurrent specialized roles, ensuring no candidate falls through the cracks.
3. Ensuring Consistency with Scorecards: With a dynamic team comprising internal staff and contract recruiters, alongside numerous hiring managers across different functions, maintaining consistency in candidate evaluation is paramount. Vatica Health leverages Workable’s customizable scorecards to standardize the prescreening process. These scorecards ensure that every recruiter asks the same set of core questions, and that the feedback provided to hiring managers is structured, objective, and comparable across all candidates. This consistency is vital for fair evaluation, reducing bias, and ensuring that Vatica Health recruits individuals who align with its competency frameworks and cultural values.
4. Leveraging AI: The Metaview Integration for Enhanced Efficiency: A significant leap in efficiency has been achieved through Workable’s integration capabilities, specifically with Metaview, an AI notetaker designed for recruiting. This integration has virtually eliminated manual note-taking during candidate screenings, a task that traditionally consumed valuable time. What once took 45 minutes per screening now takes 30 to 35 minutes. Metaview records the conversation and automatically drops a hyperlink to the recording directly into the candidate’s Workable profile. This allows hiring managers to review interviews at their convenience without requiring separate debriefing meetings, compounding time savings across a team managing dozens of active roles. This exemplifies how strategic integrations can augment an ATS’s native capabilities for even greater operational gains.
5. Empowering Hiring Managers with Seamless Visibility: Engaging hiring managers effectively in the recruitment process without adding friction to their already busy schedules is a persistent challenge for many talent acquisition teams. Workable addresses this by offering an intuitive interface combined with powerful tagging and commenting functionality. 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 to the candidate profile and feedback in a single action, bypassing login friction or tedious searching. "It’s there, and they can see the feedback without having to dig," confirms Wagner, highlighting the system’s user-friendliness that fosters genuine engagement.
6. Data-Driven Decisions: Informing Business Strategy with Robust Reporting: As Vatica Health expanded and underwent the Coziva merger, the demand for comprehensive recruiting data from leadership grew significantly. Workable’s reporting features have become indispensable in this regard. Jessica Wagner utilizes these 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. These reports offer real-time insights into the number of candidates at each stage of the hiring process. What was once a laborious, manual, Excel-driven process is now largely automated within Workable. As Workable’s reporting capabilities continue to expand, Vatica Health is actively migrating more of its manual tracking into the system, aiming for a fully integrated and automated data ecosystem.
7. Elevating the Candidate Experience: The Power of Self-Scheduling: Vatica Health’s commitment to a positive candidate experience is evident in its new hire surveys, which consistently highlight efficiency, timely updates, and the self-scheduling feature as significant positive aspects of the recruiting process. Candidates appreciate the autonomy and convenience of scheduling interviews at their own pace. The talent acquisition team is now evaluating making self-scheduling a default automated action at the HR phone screen stage, automatically sending the scheduling link when a candidate advances, further streamlining the process and enhancing candidate satisfaction.
Quantifiable Outcomes: A Snapshot of Success
The strategic implementation of Workable has yielded impressive and measurable results for Vatica Health:
- Time Saved: An estimated 15 to 20 minutes saved per candidate screening, largely due to the Metaview integration. This translates into meaningful capacity returned to a team managing 30 to 40 concurrent specialized roles.
- Inbound Quality: 95% to 98% of roles are filled through inbound applicants, demonstrating the effectiveness of Workable’s job board integrations and Vatica Health’s employer branding efforts. This high inbound quality means active sourcing is rarely required, despite the team holding a LinkedIn Recruiter seat, optimizing resources.
- Concurrent Roles: The talent acquisition team, comprising Jessica Wagner, three contract recruiters, and an HR generalist (a total of 6 individuals), efficiently manages 30 to 40 open roles simultaneously, spanning clinical, operations, and corporate functions.
- Time to Hire: A consistent average time to hire of approximately 45 days. This metric reflects stable velocity across a diverse and specialized role mix, crucial for a rapidly growing organization.
- Longevity and Scalability: Seven years on Workable, during which the platform has seamlessly scaled alongside the business from 100 to 800 employees without necessitating a costly and disruptive system change.
The Broader Business Impact: Scaling with Agility
Seven years after its initial implementation, Workable has proven to be more than just a recruitment tool for Vatica Health; it has been a foundational element in its strategic growth and operational agility. The company’s eightfold expansion, coupled with the integration of 300 new employees and an entirely new cohort of hiring managers from the Coziva merger—many without prior ATS experience—presented significant challenges. Yet, the recruiting infrastructure remained constant and robust. New managers found Workable intuitive and easy to use without extensive formal training, underscoring its user-friendly design. The platform scaled with the business, demonstrating its capability to handle increased volume and complexity without becoming a bottleneck. This continuity allowed Vatica Health to focus on core business objectives and successful post-merger integration, confident that its talent pipeline was efficiently managed.
Future Horizons: Continuous Improvement and Strategic HR Integration
Looking ahead, Vatica Health remains committed to continuous improvement in its talent acquisition processes. With a new HRIS (Human Resources Information System) partnership on the horizon and Workable’s 2026 feature roadmap in view, the next strategic objective is to close the last remaining gap in the end-to-end process: the manual handoff between Workable and the HRIS once a hire is made. Integrating these systems will enable a fully automated recruiting lifecycle, further reducing friction and manual administrative tasks, and ensuring a seamless transition from candidate to employee. This forward-looking approach underscores Vatica Health’s dedication to operational excellence and leveraging technology to its fullest potential.
Industry Context: The Role of Technology in Modern Healthcare Recruitment
Vatica Health’s journey with Workable is emblematic of a broader trend in the healthcare technology sector, where rapid innovation and growth demand equally agile and sophisticated talent acquisition strategies. The demand for skilled professionals in health tech—from clinicians versed in value-based care to software engineers, data scientists, and operational experts—is exceptionally high. Companies in this space are not just competing for talent; they are competing for the ability to innovate, scale, and deliver on their promises to improve healthcare.
Applicant Tracking Systems like Workable are no longer merely administrative tools; they are strategic platforms that enable companies to attract, engage, and hire the best talent efficiently. Their ability to automate routine tasks, standardize processes, provide data-driven insights, and integrate with other HR technologies is critical for sustaining growth, particularly for organizations undergoing significant expansion and mergers. The case of Vatica Health demonstrates that by investing in the right technological partners, companies can not only overcome the challenges of rapid growth but also transform their talent acquisition function into a powerful engine for organizational success and market leadership. The seamless integration and scalability offered by Workable have allowed Vatica Health to focus on its core mission of revolutionizing value-based care, knowing that its most valuable asset—its people—is being acquired and managed with precision and care.
