Vatica Health, a prominent healthcare technology company, has demonstrated remarkable growth and strategic agility, expanding its workforce eightfold from 100 to 800 employees since 2019, a period during which its talent acquisition infrastructure, powered by Workable, remained a steadfast and scalable asset. The company, established in 2012, specializes in collaborating with primary care providers to enhance value-based care processes and ultimately improve patient outcomes. This significant expansion, which included a pivotal merger with Coziva in late 2025, underscores Vatica Health’s commitment to innovation and operational excellence across its diverse clinical, operations, and corporate functions, encompassing sales, product development, technology, and engineering.
Vatica Health’s Journey: A Decade of Innovation in Healthcare Technology
Founded over a decade ago, Vatica Health embarked on a mission to transform healthcare delivery by empowering primary care providers with advanced technology solutions. Its core focus on value-based care—a model that rewards healthcare providers for quality of care rather than quantity of services—positions it at the forefront of an evolving industry. This model necessitates a highly skilled and specialized workforce capable of navigating complex clinical data, intricate operational logistics, and cutting-edge technological advancements. The company’s growth trajectory is a testament to the increasing demand for solutions that drive efficiency and improve patient health outcomes in a cost-effective manner.
The merger with Coziva in late 2025 marked a significant milestone, integrating an offshore team and expanding Vatica Health’s global footprint and talent pool. Such strategic consolidations often present substantial challenges for human resources and talent acquisition teams, particularly in harmonizing disparate systems and processes. However, Vatica Health’s robust talent infrastructure, which had been developing since 2019, proved instrumental in seamlessly absorbing the new workforce and integrating new hiring managers without disruption.
Jessica Wagner on Leading Talent Acquisition Through Hypergrowth
At the helm of Vatica Health’s talent acquisition strategy is Jessica Wagner, Manager of People Operations and Talent Acquisition. Joining Vatica Health in 2019, Wagner has been a central figure in orchestrating the company’s recruitment efforts, witnessing firsthand its exponential growth from a team of 100 to a formidable force of 800 professionals. Her team, comprising three contract recruiters and an HR generalist, manages the demanding task of filling a wide array of specialized roles across various departments. Wagner’s tenure highlights a critical period of scaling, during which the foundational hiring infrastructure needed to evolve continuously to meet burgeoning demands. She credits Workable, the applicant tracking system (ATS), for providing the stability and adaptability required to align hiring processes with the company’s aggressive growth trajectory.
The Pre-Workable Era: Fragmented Processes and Inefficiencies
Prior to adopting a comprehensive ATS, Vatica Health’s recruitment operations mirrored the challenges faced by many rapidly expanding companies. The process was fragmented, relying on a patchwork of standalone platforms such as Indeed and ZipRecruiter for job postings. This decentralized approach lacked a unified system for managing candidate pipelines, coordinating critical hiring manager feedback, or ensuring consistency across the entire recruitment lifecycle. When Jessica Wagner joined in 2019, the organization was in the midst of transitioning from a basic job-posting plan with Workable to a more robust, comprehensive account. This move was primarily driven by the need for a legitimate ATS framework without incurring the prohibitive costs typically associated with enterprise-level recruiting software. At the time, with 100 employees and relatively modest hiring needs, the existing infrastructure was barely adequate, and it was evident that it would quickly become a bottleneck as the organization scaled.
The Strategic Decision: Why Workable Became the Cornerstone
The initial decision to deepen its partnership with Workable was pragmatic: a balance of cost-effectiveness and robust capabilities. Workable offered Vatica Health the essential ATS framework required for structured recruitment at a price point that was financially viable for a company still in its early growth phases. However, what cemented this partnership for an impressive seven years—spanning a 700-person expansion, a major corporate merger, and the complete evolution of its recruiting function—was Workable’s inherent scalability and user-friendliness.
Jessica Wagner frequently fields inquiries from competing ATS providers, yet the value proposition of Workable has consistently proven superior for Vatica Health. "I get calls every year from other companies with other ATS systems trying to get us to switch over," Wagner stated. "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 endorsement speaks volumes about the platform’s reliability and its ability to adapt to complex, dynamic organizational needs without necessitating costly and disruptive system changes.
Transforming Recruitment: Key Operational Enhancements via Workable
Workable’s suite of features has fundamentally reshaped Vatica Health’s recruitment operations, delivering tangible benefits across various stages of the hiring process.
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Consolidated Posting for Multi-Market Roles: One of the most impactful changes has been the ability to manage multi-location job postings efficiently. Previously, the team was burdened with creating separate listings for each geographical market, such as individual postings for registered nurse roles in Rochester, Buffalo, and other areas. Workable enabled the publication of a single, comprehensive posting covering all relevant locations simultaneously. This consolidation drastically reduced administrative overhead, eliminated duplicate postings, and provided hiring managers with a unified candidate pipeline, streamlining review processes and accelerating decision-making. This is particularly crucial in healthcare, where specialized roles often require widespread recruitment across diverse regions.
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Automation: Eliminating Manual Labor and Enhancing Candidate Experience: Workable’s automated response functionalities are deeply embedded in Vatica Health’s hiring pipelines, significantly reducing the manual coordination that previously consumed valuable recruiter time. For instance, when a nurse candidate advances to the assessment stage, a clinical assessment is automatically dispatched. Similarly, candidates who are not selected receive timely notifications without any manual intervention. Upon a successful hire, a welcome email and a reference-gathering follow-up are deployed in a pre-defined sequence. "It’s cut down on a lot of manual process that we were doing previously," Wagner noted. "Now we just move them through, and we don’t have to worry about whether we emailed this candidate or followed up." This automation ensures a consistent, professional candidate experience while freeing recruiters to focus on strategic engagement.
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Scorecards: Ensuring Consistency and Objectivity in Evaluation: With a diverse team of contract recruiters and multiple hiring managers involved across different functions, maintaining consistency in candidate evaluation is a deliberate priority for Vatica Health. Workable’s customizable scorecards are employed to ensure that every recruiter asks standardized questions during prescreening interviews. This structured approach guarantees that the information presented to hiring managers is consistent, comparable, and objective across all candidates, thereby enhancing fairness, reducing unconscious bias, and improving the quality of hires.
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Metaview Integration: Unlocking Significant Time Savings: A high-impact efficiency gain for Vatica Health stemmed from a strategic integration rather than a native feature: connecting Workable with Metaview, an AI-powered notetaker designed specifically for recruiting. This integration eliminated the manual note-taking during candidate screenings, which previously added 15 to 20 minutes to each interview. What once took 45 minutes now takes 30 to 35. Metaview records the conversation and automatically embeds a hyperlink directly into the candidate’s Workable profile, allowing hiring managers to review the interview at their convenience without requiring a separate debrief session. For a team managing dozens of active roles, this compounded time saving translates into significant gains in recruiter capacity and overall operational efficiency. This reflects a broader industry trend towards leveraging AI to augment human capabilities in recruitment.
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Hiring Manager Visibility: Streamlining Engagement: Engaging hiring managers effectively without overcomplicating their experience is a perennial challenge for recruitment teams. Vatica Health addressed this through Workable’s intuitive interface combined with its tagging and commenting functionalities. When a recruiter completes a screening and logs feedback, they can directly tag the relevant hiring manager within the system. The manager receives an instant notification and can access the candidate profile and feedback with a single click, eliminating login friction or the need for extensive searching. "It’s there, and they can see the feedback without having to dig," Wagner confirmed, highlighting the system’s role in fostering seamless collaboration and expediting hiring decisions.
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Reporting: Informing Strategic Business Decisions: As Vatica Health expanded and navigated a major merger, the demand for comprehensive recruiting data from leadership grew exponentially. Jessica Wagner utilizes Workable’s robust reporting capabilities to generate quarterly diversity reports, track critical metrics such as time-to-hire and time-to-fill, and provide weekly pipeline updates to individual hiring managers. These updates detail 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 the platform. As Workable’s reporting functionalities continue to evolve, Vatica Health is actively migrating more of its manual tracking entirely into the system, moving towards a fully data-driven recruitment strategy that informs broader business objectives.
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Self-Scheduling: Enhancing Candidate Experience and Efficiency: Feedback from Vatica Health’s new hire surveys consistently praises the efficiency, timely updates, and particularly the self-scheduling feature within the recruiting process. Candidates appreciate the flexibility and autonomy this provides. The talent acquisition team is currently evaluating the possibility of making self-scheduling a default automated action at the HR phone screen stage, whereby the scheduling link would be sent automatically upon a candidate’s advancement, rather than requiring manual trigger by a recruiter. This move would further enhance candidate satisfaction and streamline the initial stages of the hiring process.
Quick Results: Tangible Outcomes of the Workable Partnership
The strategic implementation of Workable has yielded measurable improvements across Vatica Health’s recruitment metrics:
- Time Saved: An estimated 15 to 20 minutes saved per candidate screening, largely due to automation and the Metaview integration. This translates into meaningful capacity returned to a team that manages 30 to 40 concurrent specialized roles, allowing recruiters to focus on higher-value activities like candidate engagement and strategic planning.
- Inbound Quality: A remarkable 95% to 98% of roles are filled through inbound applicants. This high conversion rate means that active sourcing, despite the team holding a LinkedIn Recruiter seat, is rarely required, significantly reducing recruitment costs and time spent on proactive outreach.
- Concurrent Roles: The team of six (Jessica, three contract recruiters, and an HR generalist) effectively manages 30 to 40 open roles simultaneously, covering the full hiring load across clinical, operations, and corporate functions. This efficiency is a direct result of streamlined processes and automation.
- Time to Hire: Vatica Health maintains an average time to hire of approximately 45 days. This consistent velocity is crucial across a diverse and specialized role mix, ensuring that critical positions are filled promptly to support business operations and growth.
- Longevity: The seven-year tenure with Workable demonstrates the platform’s scalability. It has seamlessly supported Vatica Health’s growth from 100 to 800 employees without requiring a system change, a rare feat in rapidly expanding organizations.
Broader Impact and Future Outlook
Seven years after its initial implementation, Workable has supported Vatica Health’s evolution into a fundamentally different organization. The company’s eightfold growth, 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 a complex challenge. Workable’s intuitive interface allowed new managers to quickly adapt without formal training, ensuring that the platform scaled with the business rather than becoming a bottleneck.
Looking ahead, Vatica Health is focused on further optimizing its talent acquisition ecosystem. With a new HRIS (Human Resources Information System) partnership on the horizon and Workable’s 2026 feature roadmap in clear view, the goal is to close the final remaining gap in the process: the manual handoff between Workable and the HRIS once a hire is made. This integration will enable the full recruiting lifecycle to run with even less friction, creating a truly seamless, end-to-end talent management system.
Vatica Health’s experience with Workable serves as a compelling case study for other rapidly scaling healthcare technology companies. It underscores the critical importance of a robust, scalable, and user-friendly applicant tracking system in managing hypergrowth, facilitating mergers, and building a high-performing workforce that can drive innovation in the complex landscape of value-based care. The partnership exemplifies how strategic technology adoption can not only streamline operations but also contribute directly to an organization’s strategic objectives and long-term success.
