QualDerm Partners, a prominent dermatology organization spanning 17 states and over 60 facilities, has achieved remarkable strides in its recruitment capabilities through the strategic implementation of Workable, an advanced applicant tracking system (ATS). Facing the complex demands of high-volume hiring for a diverse range of roles—from highly specialized surgeons and physician assistants to medical assistants, front office, and call center staff—the organization has successfully streamlined its talent acquisition processes, leading to 787 hires within a single year and an impressive average time-to-fill of 32 days. This transformation underscores a pivotal shift towards data-driven recruitment, enhanced operational efficiency, and unprecedented executive visibility into the talent pipeline, fundamentally repositioning talent acquisition as a strategic imperative within the healthcare enterprise.
The Evolving Landscape of Healthcare Recruitment
The healthcare sector operates within a highly dynamic and competitive talent market. Organizations like QualDerm Partners, with a workforce exceeding 2,000 employees, face unique challenges in attracting and retaining qualified professionals. These challenges are amplified by the necessity of multi-state operations, the specialized nature of clinical roles, and the often-high turnover rates in administrative positions such as call center staff. Recruiting at scale across a wide geographic footprint for such varied roles demands not just efficiency, but also precision, compliance, and an engaging candidate experience.
Prior to their full adoption of Workable, QualDerm navigated a period of significant organizational growth, including a merger, which ultimately exposed critical limitations in their existing talent acquisition infrastructure. Their previous system, Paylocity, served as the applicant tracking system but proved inadequate for the scale and complexity of QualDerm’s evolving needs. Recruiters found themselves hampered by minimal data and analytics capabilities, a user experience that was difficult and unintuitive, and a platform that felt static in an industry moving at a rapid pace.
Crucial metrics that underpin effective high-volume recruiting, such as time-to-fill, time-to-hire, and the overall health of the candidate pipeline, were either entirely unavailable or impossible to track with reliable accuracy. This absence of verifiable data carried tangible operational consequences. In the specialized field of dermatology, an open provider chair directly translates into lost revenue for every day it remains unfilled. Without robust data, the talent acquisition team lacked the ability to quantify these costs, analyze performance bottlenecks, or make a compelling case for strategic investments aimed at improving recruitment outcomes.
A Strategic Return to a Proven Solution
The talent acquisition team at QualDerm, led by Iesha Vann, Manager of Talent Acquisition, was acutely aware of the capabilities of a well-designed ATS, having had prior positive experiences with Workable before the merger. This institutional memory played a crucial role when the opportunity arose to re-evaluate their recruitment technology. The decision to return to Workable was not merely grounded in familiarity but was validated by the immediate and stark contrast it presented to their previous system. While Paylocity felt limited and outdated, Workable offered a platform that was actively evolving, intuitively usable, and specifically engineered to support the demanding requirements of high-volume, multi-location hiring that QualDerm required.
The transition marked a strategic investment in an infrastructure capable of absorbing substantial recruitment volume without devolving into chaos. Iesha Vann’s team of six manages the entire hiring workflow for the organization, frequently juggling as many as 150 open requisitions simultaneously. For a team of this size supporting an organization of QualDerm’s scale, the efficacy of their chosen recruitment platform is paramount to operational success and strategic growth.
Unlocking Efficiency and Scale: Workable’s Core Impact
Workable’s comprehensive suite of features has fundamentally transformed how QualDerm manages its recruitment operations. With the constant flux of up to 150 active requisitions, the operational demands on the recruiting team are immense. Roles often emerge in clusters, driven by facility expansions or staff turnover, necessitating a system that can absorb this volume efficiently.
- Requisition Management and Hiring Plan Functionality: Workable’s tools allow the team to systematically stack and prioritize openings. This ensures that high-urgency roles receive immediate attention while the broader candidate pipeline remains organized and manageable. For a multi-state operation like QualDerm, this centralized control is invaluable, providing a single source of truth for all recruitment activities.
- Multi-Location Visibility: A critical enhancement has been the ability for recruiters to gain a complete overview of all hiring activities across QualDerm’s 17 states from a single, unified interface. This was a significant departure from their previous system, where such comprehensive visibility was unattainable, leading to fragmented efforts and potential inefficiencies.
- AI Screening Tools: In a context of high inbound application volume, Workable’s AI screening capabilities have become indispensable. Instead of manually sifting through countless applications across dozens of open roles, recruiters can now rapidly identify and prioritize the strongest candidates. This technology helps maintain recruitment quality without sacrificing the speed essential for competitive healthcare hiring. The AI acts as an intelligent first filter, allowing human recruiters to focus their expertise on the most promising candidates, thereby optimizing their time and reducing the initial screening burden.
The Metrics That Matter: Data-Driven Performance
Perhaps one of the most significant shifts brought about by Workable is the establishment of robust, actionable metrics. Before Workable, QualDerm lacked a reliable mechanism to measure critical performance indicators like time-to-fill. This was a substantial gap for a healthcare organization where the availability of providers directly correlates with revenue generation.
Today, QualDerm proudly tracks an average time-to-fill of 32 days. This newly established baseline is not merely a number; it serves as a foundational anchor for their cost-per-vacancy analysis. By understanding the direct financial impact of open positions, leadership now possesses a data-driven lens through which to evaluate recruitment performance and make informed strategic decisions regarding resource allocation and process improvements. This ability to quantify the cost of delay empowers the TA team to demonstrate the tangible value of their work.
The comprehensive tracking capabilities, encompassing candidate sourcing, pipeline movement, and hiring outcomes, have elevated the talent acquisition function from a purely operational role to a strategic partner within the organization. Leadership now actively engages with real-time hiring data, rather than relying on secondhand summaries. This direct access fosters greater confidence in hiring decisions and aligns recruitment efforts more closely with overarching business objectives.
Transforming Candidate Engagement and Recruiter Efficiency
In a highly competitive market for clinical and administrative talent, the candidate experience is a powerful differentiator. Workable has equipped QualDerm with tools that enhance both candidate engagement and recruiter efficiency.
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Video Interviews: A Game Changer for High-Volume Roles: A striking example of Workable’s efficiency impact emerged during a period when QualDerm’s call center, a position often characterized by higher turnover, faced more than 10 simultaneous openings. Traditional screening methods would have consumed an inordinate amount of recruiter time and significantly slowed down an already time-sensitive process.
By deploying Workable’s video interview feature for these roles, QualDerm achieved asynchronous candidate screening at scale. Recruiters sent video screening requests, allowing candidates to record their responses at their convenience. Hiring managers could then review these recordings without the logistical complexities of scheduling live interviews. This innovative approach resulted in a documented saving of 20 to 30 hours of recruiter time within a single 30-day period—a substantial gain in productivity.
The success of this feature in the call center context has led to its broader adoption across the organization. Senior leaders, who previously had limited visibility into early-stage candidates, now actively participate in reviewing video screens. This has opened up the initial screening process, allowing for broader input and earlier engagement from key stakeholders. The team continues to identify additional roles and workflows where video interviewing can be strategically applied throughout the year, further maximizing its benefits. -
Texting and Self-Scheduling: Modernizing the Candidate Journey: Candidate responsiveness is a competitive advantage. QualDerm leverages Workable’s texting feature throughout the entire hiring process—from initial outreach and scheduling to pre-start communications. The immediacy of text-based communication has demonstrably reduced candidate drop-off rates and maintained a high level of engagement at every stage of the journey.
Similarly, self-scheduling functionality has drastically reduced the administrative burden on the recruiting team. Instead of manually coordinating interview calendars across over 60 facilities, candidates can now directly book into available slots. This eliminates tedious back-and-forth communication, accelerates the time-to-interview, and provides candidates with a more convenient and empowering experience.
The organization has also made a meaningful investment in building out a polished, branded careers page within Workable. This ensures a professional and consistent entry point for candidates, regardless of how they discovered the job opening, reinforcing QualDerm’s brand identity from the very first interaction.
Ensuring Compliance and Robust Documentation
Healthcare hiring is subject to stringent compliance requirements that often pose challenges for general-purpose ATS platforms. Workable’s flexibility has allowed QualDerm to embed critical documentation directly into their hiring workflows. This includes job description acknowledgment forms, which fulfill regulatory requirements as an integral part of the standard hiring process. These essential documents are securely stored within Workable, alongside all other candidate records, ensuring a complete, centralized, and auditable hiring file for every employee.
Furthermore, the entire offer letter workflow is now seamlessly managed within the platform. This streamlined process has been embraced by key members of the leadership team, including the Chief Operating Officer (COO), who have found it straightforward and efficient to adopt. This integration not only enhances compliance but also accelerates the final stages of the hiring process, ensuring a smooth transition for new hires.
Executive Adoption: A Testament to Success
Perhaps the most compelling indicator of Workable’s deep integration and success at QualDerm Partners is the high level of engagement from its executive leadership. The CEO, CHRO (Chief Human Resources Officer), and COO all actively use the platform. Their involvement extends beyond passive observation; they are active participants in hiring workflows, reviewing candidates, monitoring pipelines, and approving offers directly within Workable.
This unprecedented level of executive adoption signifies several critical aspects:
- Platform Usability: It reflects the intuitive design and user-friendliness of Workable, making it accessible even for busy executives.
- Strategic Importance of Hiring: It underscores the degree to which talent acquisition visibility has become a top-tier leadership priority, recognized as directly impacting the organization’s strategic objectives and financial health.
- Trust in Data: Executive engagement demonstrates a high level of confidence in the accuracy and reliability of the hiring data provided by Workable.
- Reduced Reporting Friction: For the talent acquisition team, executive access means that the data they produce resides in a shared environment where leadership can engage with it directly. This significantly reduces the friction typically associated with reporting cycles, fostering greater transparency and increasing confidence in hiring decisions across all levels of the organization.
QualDerm’s Resounding Recommendation
Without reservation, QualDerm Partners enthusiastically recommends Workable. For healthcare organizations navigating the complexities of high-volume, multi-location recruiting in a fiercely competitive talent market, Workable delivers the essential capabilities required for success: speed, comprehensive visibility, robust compliance support, and a candidate experience that impeccably reflects the professionalism of the organization.
The achievements of Iesha Vann’s six-person team—managing 787 annual hires and up to 150 open requisitions simultaneously—are a powerful testament to the efficacy of Workable. This level of output, combined with the strategic insights gained and the significant efficiencies realized, positions QualDerm Partners as a leader in leveraging advanced recruitment technology. Their success story illustrates how the right infrastructure empowers a talent acquisition team to operate with confidence, precision, and strategic impact, ultimately driving organizational growth and enhancing patient care through a robust and skilled workforce.
