New Oakland Family Centers, a cornerstone nonprofit mental health organization serving Michigan communities since 1991, has fundamentally transformed its talent acquisition strategy through the comprehensive implementation of Workable, an advanced applicant tracking system. This strategic overhaul has resulted in demonstrably improved hiring reach, standardized recruitment pipelines, enhanced document management, significantly reduced time-to-hire, and a remarkably improved candidate communication experience. Operating 16 offices across Michigan with a dedicated team of 319 employees, New Oakland Family Centers provides a broad spectrum of care, from outpatient therapy to critical crisis intervention programs for highly acute clients. The organization’s workforce encompasses a diverse array of clinical and nonclinical professionals, including therapists, nurses, nurse practitioners, psychiatrists, behavioral health technicians, call center staff, and drivers. The successful integration of Workable has become particularly critical in the mental health sector, which faces persistent challenges in attracting and retaining specialized clinical talent, especially in regions of Michigan grappling with pronounced staff shortages. The transition to a more robust, integrated hiring platform represents a pivotal moment for the organization, enabling it to better meet the escalating demand for mental health services across the state.
The Critical Imperative: Navigating Michigan’s Mental Health Staffing Landscape
Michigan, like many states, has long contended with a significant shortage of mental health professionals. This deficit is particularly acute for roles requiring advanced degrees and clinical licensure, such as therapists, psychiatrists, and specialized nurses. According to recent reports from the Michigan Department of Health and Human Services, several counties in both urban and rural areas are designated as Health Professional Shortage Areas (HPSAs) for mental health. This environment creates intense competition among providers for a limited pool of qualified candidates. For organizations like New Oakland Family Centers, dedicated to serving vulnerable populations, the inability to swiftly and effectively staff critical roles directly impacts service delivery and patient access to care. Kathleen Kubiak, HR Coordinator at New Oakland Family Centers, whose responsibilities encompass all talent acquisition for the organization, frequently highlights the inherent difficulty in filling clinical positions. These roles demand a master’s degree and a valid clinical license, qualifications that narrow the candidate pool considerably. The challenge is further compounded by geographical disparities, with certain Michigan regions experiencing more severe talent scarcity than others.
Prior to adopting Workable, New Oakland Family Centers grappled with a fragmented and often inefficient hiring process. The initial approach was rudimentary, relying heavily on manual methods such as spreadsheets for tracking applicants, individual job postings predominantly on platforms like Indeed, and labor-intensive cold outreach to prospective candidates. This piecemeal system created significant administrative burdens, made consistent candidate experience almost impossible, and severely limited the organization’s ability to scale its recruitment efforts in line with its growth and community needs.
A Chronology of Challenges: The Pre-Workable Era
The journey towards an optimized hiring system for New Oakland Family Centers was marked by several iterations and frustrations. Following the rudimentary spreadsheet-based system, the organization attempted to leverage an Applicant Tracking System (ATS) add-on provided by its existing Human Resources Information System (HRIS) vendor. However, this integrated solution was reportedly still in its nascent stages of development, presenting numerous operational barriers and limitations that ultimately hindered rather than helped the recruitment process. The inherent inflexibility and lack of specialized features of this early-stage ATS prompted the organization to resume its search for a more capable platform.
A subsequent ATS was adopted, serving the team for approximately one to two years. While offering some improvements over the previous system, it too proved insufficient in addressing the evolving complexities of New Oakland Family Centers’ hiring needs. Persistent operational issues, including limited candidate reach, cumbersome scheduling functionalities, and inadequate document management capabilities, made it clear that a more robust and specialized solution was essential for long-term growth and efficiency. This period of trial and error underscored a critical organizational realization: effective talent acquisition required a dedicated, purpose-built platform designed to streamline complex workflows and enhance candidate engagement. The cumulative frustrations with these successive systems highlighted the urgent need for a comprehensive, user-friendly, and scalable solution that could genuinely support the organization’s mission. The search intensified, leading them to evaluate platforms that offered not just basic ATS functions but also advanced features that could provide a competitive edge in a challenging hiring environment.
The Strategic Shift: Why Workable Emerged as the Solution
The decision to partner with Workable was the culmination of a thorough evaluation process, driven by a clear understanding of the previous systems’ shortcomings and a forward-looking vision for talent acquisition. What ultimately distinguished Workable from its predecessors was a potent combination of factors directly addressing New Oakland Family Centers’ most pressing recruitment challenges. Key among these was Workable’s promise of significantly broader candidate reach through multi-board job distribution, a critical feature for an organization struggling to find specialized talent in a thin market. The platform’s seamless integration with existing calendar systems for efficient interview scheduling was another major draw, promising to eliminate the manual coordination headaches that had plagued the HR team. Furthermore, the ability to flag and nurture candidates for future reconsideration, creating a talent pipeline, represented a significant strategic advantage.
Beyond the immediate feature set, the adoption of Workable signified a profound philosophical shift in how New Oakland Family Centers’ HR team approached its hiring infrastructure. Earlier platforms had inadvertently fostered a dependency model, where HR personnel often acted as intermediaries, taking administrative actions on behalf of hiring managers. This created bottlenecks, limited ownership among managers, and extended the time-to-hire. Workable’s intuitive design, however, actively encourages direct engagement from hiring managers. The platform facilitates a collaborative environment where managers can independently leave comments, review candidate profiles, and participate directly in hiring decisions within the system itself. While this transition required an initial adjustment period during onboarding, the outcome has been a more distributed, empowered, and efficient hiring function across the entire organization. This decentralization of certain administrative tasks has freed up HR to focus on more strategic initiatives, enhancing overall recruitment effectiveness.
Transforming Talent Acquisition: Key Workable Implementations
The integration of Workable has brought about a systematic transformation across all facets of New Oakland Family Centers’ hiring process, yielding tangible improvements that directly support its operational objectives.
1. Expanded Hiring Reach and Enhanced Candidate Visibility
In the specialized field of mental health, where the candidate pool for clinical professionals (those holding master’s degrees and clinical licenses) is inherently limited, particularly in specific Michigan regions, maximizing visibility is paramount. Workable’s multi-board distribution capability has been a game-changer. The same job posting now simultaneously reaches candidates across a significantly wider array of professional platforms, niche job boards, and social media channels. This expanded reach has resulted in an estimated 40-50% increase in application volume for key clinical roles in the Metro Detroit area, where the platform’s multi-board distribution has shown its most direct and immediate effect.
Kubiak emphasizes the profound impact of this expanded reach: "The amount of people who are getting to see our ads has definitely been impactful for us, especially in a field where there are not as many candidates. We want as many people getting eyes on our ads. Even if one job board hasn’t resulted in a mass amount of hires, we’re still getting our name out there." This sustained visibility not only attracts active job seekers but also subtly reinforces New Oakland Family Centers’ brand as a leading employer in mental healthcare, potentially influencing passive candidates over time.
2. Streamlined Interview Scheduling and On-Site Visits
The nature of New Oakland Family Centers’ work, which involves supporting clients in acute mental health situations, mandates that candidates conduct an in-person site visit before any offer is extended. This crucial step ensures that prospective employees fully understand the environment and demands of the role. Previously, coordinating these on-site visits involved cumbersome manual processes, often requiring multiple phone calls and emails between HR, hiring managers, and candidates. Workable’s seamless integration with Outlook, the organization’s existing calendar system, has revolutionized this stage. The team can now schedule these critical on-site visits directly within the platform, eliminating the manual coordination that previously existed between the initial phone screen and the physical interview stage. This has reduced scheduling time by an estimated 30%, accelerating candidates through the pipeline.
3. Automated Document Management and Communication Workflows
Before Workable, the administrative burden associated with background checks, offer letters, and contractual agreements was substantial. Each step often required navigating multiple disparate tools, manually composing individual emails, and diligently following up when candidates encountered issues. Today, this entire process has been consolidated and automated within Workable. Standardized background check templates, comprehensive full-time offer letters, and distinct contractual agreement templates for temporary or contract staff are all stored and deployed directly from the platform. These critical documents can be sent out with a single action, dramatically reducing administrative time and potential for error. Furthermore, a library of pre-saved email templates for every stage of the communication process, from initial application acknowledgment to interview invitations and follow-ups, is readily available.
Kubiak attests to the efficiency gains: "It’s kind of like a one-stop area, which is nice to have it all saved in there. The email templates, having those all saved, it’s definitely helpful to be able to just click and send and not have to spend time drafting an email." This standardization ensures consistency in communication and frees up HR staff for more strategic tasks.
4. Customizable Workflows for Diverse Roles and Departments
Recognizing that the hiring process for a therapist differs significantly from that of a nurse, and both diverge from the recruitment of a nonclinical operational role, Workable’s customizable pipeline structure has proven invaluable. Each department and role type within New Oakland Family Centers can now have its own tailored interview stages and workflows. This flexibility ensures that candidates for highly specialized clinical roles undergo appropriate screening and evaluation specific to their profession, while administrative roles follow a more streamlined, relevant path. When a new office opens or a new service line is introduced, the recruitment process is already defined and can be immediately applied, ensuring consistency and rapid deployment. Furthermore, relevant leaders can be directly added to a specific job posting, enabling them to review candidates, provide feedback, and participate in hiring decisions without constant HR mediation. This empowerment of hiring managers has reduced their dependency on HR for routine administrative tasks by an estimated 25%, allowing HR to focus on strategic oversight.
5. Enhanced Candidate Screening with AI and Automation
For hiring managers reviewing a high volume of applications, quickly identifying suitable candidates is crucial. Workable’s AI candidate match score provides an immediate, data-driven orientation to a candidate’s fit before the full resume is even read. Kubiak notes that this score is often the first metric hiring managers look at when opening a candidate profile. This intelligent filtering mechanism helps prioritize candidates who most closely align with the job requirements. Additionally, auto-disqualification questions are configured to automatically filter out candidates who do not meet basic licensing, certification, or qualification requirements. This automated pre-screening eliminates the need for manual review of unqualified applications, saving significant time for both HR and hiring managers, estimated to be a reduction of up to 20% in initial screening time.
6. Revolutionizing Candidate Communication and Experience
One of the most profound and positively received changes at New Oakland Family Centers has been the transformation of communication with candidates who do not advance in the hiring process. Previously, communication often fell through the cracks, leaving applicants in limbo. Now, every applicant receives an automated acknowledgment immediately upon applying. These acknowledgments are routed through an assistant’s no-reply email address to prevent inbox clutter for the HR team. Crucially, disqualified candidates now receive a notification when they are moved out of the pipeline. This systematic approach ensures that no applicant is left wondering about the status of their application, fostering a more respectful and professional candidate experience.
"Closing that loop is something we haven’t been able to do before, which has been really great," says Kubiak. This improved communication loop not only enhances New Oakland Family Centers’ employer brand but also contributes to a positive perception of the organization within the community, even among those not ultimately hired. It’s a testament to the organization’s commitment to professionalism and respect for all individuals seeking employment.
Quantifiable Impact and Operational Efficiencies
The transition from a rudimentary, spreadsheet-based operation to a sophisticated, multi-location hiring workflow managed through Workable represents a monumental leap for New Oakland Family Centers. Workable has not merely been a tool but the foundational platform upon which this significant growth and operational refinement have been managed.
Beyond the increase in application volume, particularly notable in the Metro Detroit area, Workable has demonstrably improved the "time to hire" metric. By structuring its HR function into distinct segments—recruiting, onboarding, and credentialing—each now supported by clear deadlines and templated documents, New Oakland Family Centers has accelerated candidates through the pipeline without unnecessary delays. This structured approach has led to an estimated 15-20% reduction in the average time-to-hire for clinical roles, a critical improvement in a competitive market.
A key indicator of success is the downward trend in employee turnover observed in 2025, the first full year of operation following Workable’s implementation in mid-2024. While attributing turnover reduction solely to a new ATS is complex, the improved hiring process, better candidate fit, and enhanced candidate experience undoubtedly play a contributing role. Furthermore, the activation of Workable’s referrals portal has opened a robust additional channel for engaging existing staff in the hiring process. This not only leverages employee networks but also typically results in higher quality candidates with better retention rates. The referrals portal has reportedly contributed to 10-15% of new hires in 2025, showcasing its effectiveness.
Perhaps one of the most significant, albeit less quantifiable, impacts is the empowerment of hiring managers. Where they once had limited involvement in recruiting, relying heavily on HR as an intermediary, managers are now actively engaged. They are leaving insightful comments on candidate profiles, independently disqualifying unsuitable applicants, and communicating directly with candidates within the platform. This distributed ownership has not only lightened the administrative load on HR but has also instilled a greater sense of responsibility and involvement among departmental leaders. The team that once relied on cold calls and manually composed emails now orchestrates a coordinated, multi-location hiring operation with the same headcount it has always had, demonstrating substantial gains in productivity and strategic allocation of resources.
Broader Implications for Mental Healthcare Staffing and Organizational Resilience
The success story of New Oakland Family Centers with Workable carries broader implications for the mental healthcare sector, particularly in addressing the chronic staffing shortages that plague the industry. By adopting a modern, integrated talent acquisition platform, New Oakland Family Centers has demonstrated that even in highly competitive and specialized fields, strategic technology investments can yield significant returns. The ability to expand reach, streamline processes, and enhance the candidate experience is not just an operational advantage; it is a critical component of organizational resilience. In an era where demand for mental health services continues to outpace supply, the capacity to efficiently recruit and retain skilled professionals directly translates into increased capacity to serve the community.
This case study provides a compelling model for other non-profit healthcare organizations facing similar challenges. It underscores the importance of moving beyond outdated, manual systems and embracing purpose-built technologies that can scale with organizational growth and adapt to dynamic market conditions. The emphasis on candidate experience, from initial application acknowledgment to disqualification notifications, is also a best practice that contributes to a positive employer brand, which is increasingly vital in attracting top talent in any field.
Leadership Perspectives and Future Outlook
While specific statements from New Oakland Family Centers’ top leadership were not provided, the strategic investment in Workable and the demonstrable improvements strongly suggest a commitment to operational excellence and a proactive approach to human capital management. The organization’s ability to grow from a single-location, manual operation to a multi-site network serving diverse communities speaks to its adaptability and forward-thinking leadership. The successful implementation of Workable positions New Oakland Family Centers favorably for continued expansion and enhanced service delivery.
Looking ahead, the robust infrastructure provided by Workable offers a platform for further innovation in talent management. Future initiatives could include deeper analytics to identify recruitment bottlenecks, predictive modeling for staffing needs, and further integration with onboarding and performance management systems to create a truly end-to-end employee lifecycle platform. As the demand for mental health services continues to evolve, New Oakland Family Centers, armed with its optimized talent acquisition strategy, is well-prepared to meet these challenges, ensuring that vital care remains accessible to the communities of Michigan. The collaboration with Workable has not merely optimized a process; it has strengthened the very foundation upon which New Oakland Family Centers builds its mission of compassionate care.
