Vatica Health, a leading healthcare technology company, has successfully navigated a period of unprecedented growth, expanding its workforce from 100 to 800 employees over seven years, largely powered by the robust and scalable talent acquisition platform, Workable. This strategic partnership has enabled the company to streamline complex hiring processes, manage a high volume of specialized roles efficiently, and consistently attract top talent, solidifying its position in the competitive value-based care market.
Vatica Health: A Pillar in Value-Based Healthcare
Founded in 2012, Vatica Health established itself as a critical player in the healthcare technology sector, dedicated to empowering primary care providers. Its core mission revolves around enhancing value-based care processes, a model increasingly favored in the healthcare industry for its focus on patient outcomes and cost efficiency rather than the volume of services. By providing innovative solutions, Vatica Health helps clinics improve care delivery, optimize patient health, and navigate the intricate financial landscape of modern medicine. The company’s growth trajectory reflects the expanding demand for sophisticated technological support within value-based care frameworks.
Over the past seven years, Vatica Health has experienced exponential expansion. What began as a team of approximately 100 employees has burgeoned into an organization of 800 professionals. A significant milestone in this growth was the late 2025 merger with Coziva, an integration that not only added approximately 300 employees but also introduced an offshore component to Vatica Health’s operational structure. This expansion necessitated a talent acquisition infrastructure capable of supporting diverse functions, including clinical operations, technology, engineering, sales, product development, and corporate roles, spanning multiple geographic locations and organizational cultures.
Leading this intricate talent acquisition strategy is Jessica Wagner, Manager of People Operations and Talent Acquisition, who joined Vatica Health in 2019. Wagner, alongside a lean team comprising three contract recruiters and an HR generalist, oversees all recruitment efforts. Her tenure at Vatica Health has coincided precisely with the company’s most significant growth period, making her a firsthand witness to and architect of the evolving hiring landscape. Throughout this transformative journey, Workable has served as the foundational platform, ensuring that the company’s hiring capabilities remained agile and aligned with its rapid scaling.
The Pre-Workable Landscape: A Fragmented Approach
Before the comprehensive adoption of Workable, Vatica Health’s recruitment process was characterized by fragmentation and manual inefficiencies. The talent acquisition team primarily relied on standalone job boards such as Indeed and ZipRecruiter. While these platforms offered reach, they lacked a centralized system for managing candidate pipelines, coordinating feedback from hiring managers, or ensuring consistency across the various stages of the recruitment lifecycle. This piecemeal approach created significant administrative overhead and made it challenging to track candidate progress or gather meaningful data for process improvement.
When Jessica Wagner joined in 2019, Vatica Health had already made a preliminary shift from a basic job-posting plan to a more comprehensive account with Workable. The initial appeal was clear: the platform offered the essential features of an Applicant Tracking System (ATS) without the prohibitive cost typically associated with enterprise-level recruiting software. At that juncture, with 100 employees and relatively modest hiring demands, the existing infrastructure, though rudimentary, sufficed. However, as Wagner astutely recognized, this infrastructure was inherently unsustainable for an organization poised for substantial growth. The need for a unified, scalable system was paramount to avoid future bottlenecks and ensure recruitment could keep pace with strategic business objectives.
Workable’s Enduring Value: Scalability and Strategic Partnership
The decision to commit to Workable stemmed from a pragmatic assessment of its cost-effectiveness and robust capabilities, which were perfectly suited for a company in its early growth phase. What has truly solidified Vatica Health’s seven-year partnership with Workable, however, extends far beyond initial cost considerations. The platform has demonstrated unparalleled adaptability, seamlessly supporting the addition of 700 employees, the complex integration following a major merger, and the continuous evolution of the company’s recruiting function.
Jessica Wagner frequently fields inquiries from other ATS providers, but her response remains consistent: Workable’s proven efficacy and cost-efficiency make a switch unnecessary. "I get calls every year from other companies with other ATS systems trying to get us to switch over," Wagner states. "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 underscores the platform’s reliability and its deep integration into Vatica Health’s operational fabric, allowing the talent acquisition team to focus on strategic hiring rather than system management.
Transformative Impact: How Workable Revolutionized Hiring at Vatica Health
Workable has fundamentally reshaped Vatica Health’s talent acquisition strategy through a suite of features that enhance efficiency, consistency, and candidate experience.
1. Consolidated Job Postings for Multi-Market Reach:
One of the most impactful changes has been the ability to manage multi-location job postings from a single interface. Previously, Vatica Health’s team had to create individual job listings for each geographic market, such as separate postings for a registered nurse role in Rochester, Buffalo, and other areas. This led to a proliferation of duplicate postings, fragmented candidate pipelines, and significant administrative overhead in managing and closing numerous listings. Workable’s functionality now allows for the publication of a single posting that encompasses all relevant locations simultaneously. This streamlines the process for recruiters and presents hiring managers with one unified pipeline, drastically reducing administrative burden and improving oversight. The efficiency gained here translates directly into more time for strategic candidate engagement rather than repetitive data entry.
2. Automation That Eliminates Manual Tasks:
Workable’s robust automation capabilities are deeply embedded across Vatica Health’s hiring pipelines, significantly reducing the manual coordination that once consumed valuable recruiter time. For instance, when a nurse candidate advances 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 recruitment team. Upon a successful hire, a welcome email and a follow-up for reference gathering are deployed in a pre-defined sequence. This systematic automation ensures consistent communication, eliminates the risk of missed follow-ups, and frees recruiters to concentrate on higher-value activities such as candidate engagement and strategic planning. "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.”
3. Standardized Evaluation with Scorecards:
Maintaining consistency in candidate evaluation is a critical priority for Vatica Health, particularly given its diverse team of contract recruiters and multiple hiring managers across various functions. Workable’s scorecards provide a structured framework to ensure every recruiter asks the same pertinent questions during prescreening interviews. This standardized approach guarantees that the information presented to hiring managers is consistent, objective, and easily comparable across all candidates. This not only enhances fairness and reduces unconscious bias but also enables data-driven decision-making, leading to more informed and ultimately better hiring outcomes.
4. The Metaview Integration: Unlocking Significant Time Savings:
A major efficiency gain for Vatica Health has come through a strategic integration: connecting Workable with Metaview, an AI notetaker specifically designed for recruiting. This integration has virtually eliminated the need for manual note-taking during candidate screenings, a task that previously added 15 to 20 minutes to every interview. What once was a 45-minute screening can now be completed in 30 to 35 minutes. Metaview records the conversation and automatically drops a hyperlink directly into the candidate’s Workable profile. This allows 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. This synergistic integration exemplifies how Workable’s platform approach, allowing for third-party tools, amplifies its value.
5. Frictionless Hiring Manager Visibility:
Engaging hiring managers effectively without overcomplicating their experience is a common challenge in talent acquisition. Workable addresses this through an intuitive interface combined with powerful 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 receives an immediate notification and can click directly through to the candidate’s profile and feedback with a single action. This eliminates login friction and the need to search for information, ensuring hiring managers have timely access to critical insights, fostering greater collaboration and accelerating decision-making. "It’s there, and they can see the feedback without having to dig,” notes Wagner, highlighting the simplicity and effectiveness of the system.
6. Data-Driven Reporting for Strategic Business Insights:
As Vatica Health has grown and undergone a significant merger, the demand for comprehensive recruiting data from leadership has intensified. Jessica Wagner leverages Workable’s robust reporting capabilities to generate critical insights. These include quarterly diversity reports, crucial for tracking progress on inclusion initiatives; detailed analyses of time-to-hire and time-to-fill metrics, essential for operational efficiency; and weekly pipeline updates for individual hiring managers, illustrating candidate progression through each stage. What was once a manual, time-consuming Excel-driven process is now largely automated within Workable. The team is actively working to migrate even more of their manual tracking into the platform, benefiting from Workable’s continuously expanding reporting features. This shift empowers Vatica Health with real-time, actionable data to inform strategic business decisions and optimize recruitment performance.
7. Enhanced Candidate Experience Through Self-Scheduling:
Vatica Health’s new hire surveys consistently reveal positive feedback regarding the recruitment experience, with candidates frequently citing efficiency, timely updates, and the self-scheduling feature as highlights. This demonstrates a direct positive impact on employer branding and candidate satisfaction. The talent acquisition team is now actively evaluating the possibility of making self-scheduling a default automated action at the HR phone screen stage, automatically sending the scheduling link when a candidate advances, rather than requiring manual recruiter intervention. This move would further enhance candidate autonomy and streamline the initial screening phase, reinforcing Vatica Health’s commitment to a modern and efficient hiring process.
Quantitative Outcomes and Tangible Business Impact
The strategic adoption and continuous optimization of Workable have yielded significant, measurable results for Vatica Health, directly contributing to its operational efficiency and sustained growth.
- Time Savings: The integration with Metaview alone has resulted in 15 to 20 minutes saved per candidate screening. Across a team managing 30 to 40 concurrent specialized roles, this seemingly modest saving compounds rapidly, returning meaningful capacity to recruiters who can then focus on more strategic, candidate-centric activities.
- High Inbound Quality: An impressive 95% to 98% of roles are filled through inbound applicants. This metric is a testament to Vatica Health’s strong employer brand, coupled with Workable’s effective job board integrations and SEO optimization. It significantly reduces the need for expensive and time-consuming active sourcing, even with the team holding a LinkedIn Recruiter seat. This indicates a highly efficient talent attraction funnel.
- Efficient Concurrent Role Management: Despite the complexity and specialization of its roles spanning clinical, operations, and corporate functions, the lean talent acquisition team of six (Jessica Wagner, three contract recruiters, and one HR generalist) effectively manages 30 to 40 open roles simultaneously. This high ratio of roles per recruiter highlights the unparalleled efficiency delivered by Workable’s centralized and automated platform.
- Consistent Time to Hire: Vatica Health maintains an average time to hire of approximately 45 days. This consistent velocity across a diverse and specialized role mix is crucial for a rapidly growing organization. It ensures that critical positions are filled promptly, minimizing operational gaps and supporting aggressive expansion targets.
- Longevity and Scalability: Workable has been Vatica Health’s chosen platform for seven years, a period during which the company scaled from 100 to 800 employees. This long-term commitment underscores the platform’s ability to grow alongside the business without necessitating a costly and disruptive system change. Workable has proven to be a truly scalable infrastructure, adapting to evolving needs and increased volume seamlessly.
Broader Implications and Future Outlook
Seven years after its initial implementation, Workable has supported Vatica Health in becoming a fundamentally different and significantly larger organization. The platform’s intuitive nature proved particularly beneficial during the merger with Coziva, which introduced approximately 300 new employees and a new cohort of hiring managers, many without prior ATS experience. These managers found Workable user-friendly enough to integrate into their workflows with minimal formal training, preventing what could have been a significant bottleneck during the integration process.
Looking ahead, Vatica Health is not resting on its laurels. With a new HRIS partnership on the horizon and Workable’s 2026 feature roadmap in view, the company aims to close the last remaining gap in its talent acquisition process: the manual handoff between Workable and the HRIS once a hire is made. The goal is to achieve full recruiting lifecycle automation, enabling a seamless transition from candidate attraction to employee onboarding, further minimizing friction and maximizing efficiency.
Vatica Health’s journey with Workable serves as a compelling case study for how advanced recruitment technology can empower rapid organizational growth, particularly in specialized and fast-evolving sectors like healthcare technology. By providing a scalable, efficient, and user-friendly platform, Workable has not only enabled Vatica Health to meet its ambitious hiring targets but has also contributed to a superior candidate experience and robust data-driven decision-making, positioning the company for continued success in its mission to revolutionize value-based care. The sustained partnership exemplifies how a well-chosen technological foundation can become a strategic asset, driving growth and operational excellence.
