Vatica Health, a leading healthcare technology company committed to enhancing value-based care processes and patient outcomes, has achieved remarkable growth and operational efficiency in its talent acquisition function, largely attributed to its seven-year partnership with the Applicant Tracking System (ATS) Workable. From a modest 100 employees in 2019 to a robust workforce of approximately 800 in 2026, including an expanded offshore team following a significant merger, Vatica Health has demonstrated how strategic technology adoption can support aggressive scaling without compromising hiring quality or speed. This sustained growth trajectory, particularly within the dynamic and competitive healthcare technology sector, underscores the critical role of a robust and adaptable talent infrastructure.
Vatica Health: A Profile in Dynamic Growth and Innovation
Founded in 2012, Vatica Health carved out a niche in the healthcare landscape by empowering primary care providers with advanced technology to navigate the complexities of value-based care models. These models, which incentivize healthcare providers for quality and efficiency rather than volume of services, demand sophisticated data analysis, streamlined workflows, and a highly skilled workforce capable of driving continuous improvement in patient care. Vatica Health’s solutions directly address these needs, contributing to better health outcomes and operational effectiveness for its partners.
The company’s operational footprint is extensive, encompassing a diverse array of functions critical to its mission. This includes specialized clinical teams, intricate operations departments, and a comprehensive corporate structure that spans sales, product development, cutting-edge technology and engineering, and administrative support. The integration of an offshore team in late 2025, a direct result of its merger with Coziva, further diversified its talent pool and expanded its global capabilities, adding approximately 300 employees and introducing new complexities to its hiring processes. This expansion necessitated a talent acquisition strategy that was not only efficient but also highly adaptable to varying cultural contexts and regulatory environments.
Leading the charge in building and maintaining this formidable talent pipeline is Jessica Wagner, the Manager of People Operations and Talent Acquisition. Joining Vatica Health in 2019, Wagner has been a pivotal figure in orchestrating the company’s recruitment efforts from a nascent stage to its current sophisticated operation. Her tenure has coincided precisely with the period of Vatica Health’s most explosive growth, transforming the organization from a relatively small enterprise to a significant player in healthcare technology. Supported by a lean team comprising three dedicated contract recruiters and an HR generalist, Wagner’s department is responsible for managing all aspects of talent acquisition across the entire organization, a testament to the efficiency gains provided by their chosen ATS.
The Pre-Workable Era: Navigating Fragmented Recruitment
Before the comprehensive adoption of Workable, Vatica Health’s recruitment landscape was characterized by fragmentation and manual effort. The company relied heavily on standalone job posting platforms such as Indeed and ZipRecruiter. While these platforms offered reach, they lacked the integrated capabilities necessary for efficient candidate management. Recruiters faced the arduous task of manually tracking candidate pipelines across multiple interfaces, often resorting to spreadsheets and disparate communication channels to manage applications.
A significant challenge was the absence of a unified system to collect and consolidate hiring manager feedback. This often led to inconsistent evaluation processes, delayed decision-making, and a lack of transparency for all stakeholders. Coordinating interviews, disseminating candidate information, and ensuring a standardized experience for applicants were time-consuming, administrative burdens that detracted from strategic recruitment efforts. When Jessica Wagner joined Vatica Health in 2019, the organization was just transitioning from a basic job-posting plan with Workable to a more comprehensive account. The initial appeal of Workable was its promise of a genuine Applicant Tracking System framework without the prohibitive cost overhead typically associated with enterprise-level recruiting software. At that juncture, with approximately 100 employees and relatively modest hiring needs, the existing, somewhat piecemeal infrastructure was already showing signs of strain. It became increasingly clear that a scalable, centralized system was indispensable for the company’s ambitious growth projections.
Workable’s Enduring Value: A Seven-Year Partnership in Scalability
The initial decision to deepen the partnership with Workable was pragmatic: it offered the essential ATS capabilities at a price point that aligned with Vatica Health’s early growth phase. However, what transformed this initial choice into a seven-year partnership was Workable’s remarkable ability to evolve and scale alongside Vatica Health’s exponential expansion. This included an astonishing 700-person increase in headcount, the successful integration of a major merger, and the continuous evolution of the company’s entire recruiting function.
Jessica Wagner succinctly captures the sentiment surrounding their enduring commitment to the platform: “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 highlights not only Workable’s competitive pricing but also its proven reliability and effectiveness, demonstrating that the platform has consistently met and exceeded Vatica Health’s evolving talent acquisition demands. The strategic advantage of maintaining a stable, well-understood ATS throughout such significant organizational change cannot be overstated. It allowed the talent acquisition team to focus on strategic hiring rather than grappling with system migrations or training new users on unfamiliar software, thereby contributing directly to business continuity and growth velocity.
Transforming Talent Acquisition: Key Innovations and Efficiencies
The integration of Workable has profoundly reshaped Vatica Health’s hiring practices, introducing efficiencies and standardizations that were previously unattainable. The impact is evident across multiple facets of the recruitment lifecycle:
1. Consolidated Multi-Location Postings: One of the most impactful features for Vatica Health has been the ability to manage multi-location job postings from a single interface. Prior to Workable, the team was compelled to create individual job listings for each specific geography where a role, such as a registered nurse, was open. This meant separate postings for Rochester, Buffalo, and numerous other locations, leading to fragmented pipelines and significant administrative overhead. Workable eliminated this redundancy by allowing a single posting to cover all relevant locations simultaneously. This not only streamlined the publishing process but also unified candidate pipelines for hiring managers, presenting a single, comprehensive view rather than disparate ones, thereby drastically reducing the administrative burden of managing and closing multiple duplicate listings.
2. Automation That Removes the Manual Layer: Workable’s robust automation capabilities are deeply embedded throughout Vatica Health’s hiring pipelines, dramatically reducing the manual coordination that previously consumed valuable recruiter time. For instance, when a nurse candidate progresses to the assessment stage, a clinical assessment is automatically dispatched. If a candidate is disqualified, the notification is sent without any manual intervention from the team. Similarly, upon a successful hire, a welcome email and a follow-up for reference gathering are deployed in a pre-defined sequence. This systematic automation has not only saved countless hours but also ensured a consistent and timely candidate experience. As Jessica Wagner noted, “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 shift has allowed recruiters to focus on more strategic, candidate-facing activities.
3. Scorecards That Keep the Process Consistent: With a diverse team of contract recruiters managing various roles and multiple hiring managers involved across different functions, ensuring consistency in candidate evaluation is a critical priority. Vatica Health leverages Workable’s scorecard feature to standardize the screening process. This ensures that every recruiter asks the same set of predetermined questions during prescreen interviews, and that the information presented to hiring managers is structured, objective, and easily comparable across all candidates. This consistency minimizes bias, improves the fairness of the evaluation process, and ultimately leads to better hiring decisions.
4. The Metaview Integration: 15 to 20 Minutes Back per Screening: A significant leap in efficiency has been realized through Workable’s integration with Metaview, an AI notetaker specifically designed for recruiting. This integration allowed Vatica Health to eliminate the manual note-taking during candidate screenings, a task that previously added considerable time to each interview. What once took approximately 45 minutes for a screening and note-taking session now takes 30 to 35 minutes, representing a time saving of 15 to 20 minutes per candidate. Metaview records the conversation and automatically drops a hyperlink directly into the candidate’s Workable profile. This enables hiring managers to review the interview at their convenience, eliminating the need for separate debrief meetings and further compounding time savings across a team managing dozens of active roles simultaneously.
5. Hiring Manager Visibility Without the Friction: Engaging hiring managers effectively in the recruitment process without overburdening them is a common challenge for many talent acquisition teams. At Vatica Health, Workable’s intuitive interface combined with its tagging and commenting functionality has streamlined this interaction. When a recruiter completes a screen and logs feedback, they can directly tag the relevant hiring manager within the system. The manager immediately receives a notification and can access the candidate profile and feedback with a single click, eliminating login friction or the need to search through emails. This direct and seamless access ensures that hiring managers are consistently informed and actively involved in the decision-making process. As Wagner stated, “It’s there, and they can see the feedback without having to dig.”
6. Reporting That Informs the Business: As Vatica Health expanded and navigated a major merger, the demand from leadership for comprehensive recruiting data intensified. Workable’s robust reporting capabilities have become indispensable for Jessica Wagner’s team. She regularly generates quarterly diversity reports, tracks crucial metrics like time to hire and time to fill, and provides weekly pipeline updates to individual hiring managers, illustrating the number of candidates in each stage at any given moment. What was once a laborious, manual, and Excel-driven process is now largely automated within the Workable platform. The team is actively working to migrate even more of their manual tracking into the system, leveraging Workable’s continuously expanding reporting features to provide deeper insights and support strategic business decisions.
7. Self-Scheduling That Candidates Actually Appreciate: The candidate experience is a cornerstone of Vatica Health’s recruitment strategy, and feedback from new hire surveys consistently highlights the positive impact of Workable’s features. Candidates frequently commend the efficiency, timely updates, and particularly the self-scheduling feature as significant highlights of their recruitment journey. The team is now proactively evaluating the possibility of making self-scheduling a default automated action at the HR phone screen stage. This would involve automatically sending the scheduling link to candidates as soon as they advance, rather than waiting for a recruiter to manually trigger it, further enhancing efficiency and candidate satisfaction.
Quantifiable Outcomes and Significant Business Impact
Seven years into its partnership with Workable, Vatica Health stands as a fundamentally transformed organization. The metrics underscore the profound impact of this collaboration:
- Time Saved: An estimated 15 to 20 minutes saved per candidate screening translates into meaningful capacity returned to a talent acquisition team that adeptly manages 30 to 40 concurrent, highly specialized roles across clinical, operations, and corporate functions. This efficiency allows the lean team to handle a heavy workload without compromising quality.
- Inbound Quality: A remarkable 95% to 98% of roles are filled through inbound applicants. This high-quality inbound pipeline significantly reduces the need for active sourcing, despite Vatica Health maintaining a LinkedIn Recruiter seat, underscoring the effectiveness of Workable’s job distribution and candidate attraction features.
- Concurrent Roles: The ability to manage 30 to 40 open roles simultaneously by a team of just six (Jessica Wagner, three contract recruiters, and an HR generalist) is a testament to the streamlined workflows and automation provided by Workable. This level of productivity is critical for a rapidly expanding organization.
- Time to Hire: An average time to hire of approximately 45 days demonstrates consistent velocity across a highly diverse and specialized role mix. This efficiency is crucial in competitive talent markets, allowing Vatica Health to secure top talent promptly.
- Longevity and Scalability: The seven-year tenure on Workable highlights the platform’s exceptional scalability. It has seamlessly supported Vatica Health’s growth from 100 to 800 employees, absorbing a major merger, without necessitating a disruptive system change. This long-term stability has been a significant strategic advantage, preventing bottlenecks and ensuring continuous operational flow during periods of intense organizational evolution.
These outcomes collectively underscore Workable’s role not merely as a tool but as an integral strategic partner in Vatica Health’s journey of aggressive expansion and operational excellence. The platform has enabled the talent acquisition team to not only keep pace with the company’s eightfold growth but also to proactively contribute to its strategic objectives by ensuring a consistent influx of high-caliber talent.
Broader Implications and Future Outlook
Vatica Health’s journey with Workable illustrates a compelling case study in how technology can underpin rapid organizational expansion and strategic mergers. The company’s eightfold growth, coupled with the successful absorption of Coziva, which introduced 300 new employees and a new cohort of hiring managers unfamiliar with ATS systems, was navigated with remarkable fluidity. New managers from the merged entity found Workable intuitive enough to use effectively without requiring extensive formal training, a crucial factor in maintaining momentum during integration. The platform proved to be a constant, reliable infrastructure, scaling effortlessly with the business rather than becoming a bottleneck, a common pitfall for rapidly growing companies.
Looking ahead, Vatica Health is not resting on its laurels. With a new HRIS (Human Resources Information System) partnership on the horizon and Workable’s 2026 feature roadmap in view, the company is actively seeking to further optimize its talent processes. The immediate goal is to close the last remaining gap in the current recruitment lifecycle: the manual handoff of information between Workable and the HRIS once a hire is made. By automating this final step, Vatica Health aims to create an even more frictionless and fully integrated recruiting lifecycle, from initial candidate engagement to seamless onboarding. This continuous pursuit of efficiency and integration positions Vatica Health strongly to attract, hire, and retain the specialized talent needed to continue innovating in the competitive and evolving healthcare technology sector. The strategic alignment of robust HR technology with business objectives is clearly a cornerstone of Vatica Health’s sustained success.
