Vatica Health, a prominent healthcare technology company, has successfully navigated an eightfold expansion in its workforce and integrated a significant merger, all while maintaining a streamlined and efficient talent acquisition infrastructure powered by the Workable applicant tracking system (ATS). Since 2012, Vatica Health has been dedicated to empowering primary care providers to enhance value-based care processes, ultimately striving for superior patient outcomes. This mission-driven approach has fueled remarkable growth, transforming the organization from 100 employees to approximately 800 individuals, including a substantial offshore team acquired through its late 2025 merger with Coziva. The company’s diverse operational landscape spans clinical, operations, and corporate functions, encompassing critical areas such as sales, product development, technology, and engineering.
Leading the charge in securing the talent vital for this expansion is Jessica Wagner, Manager of People Operations and Talent Acquisition. Wagner, who joined Vatica Health in 2019, oversees all recruitment endeavors with the support of a dedicated team comprising three contract recruiters and an HR generalist. Over her seven-year tenure, she has witnessed the company’s evolution from a nascent 100-employee enterprise to its current 800-strong workforce, a journey during which Workable has served as the foundational platform, ensuring that the hiring infrastructure remained robust and aligned with the company’s accelerating growth at every critical juncture. The consistency and adaptability of Workable have been instrumental in allowing Vatica Health to scale its operations without encountering significant bottlenecks in its talent pipeline.
Vatica Health: A Deep Dive into a Healthcare Technology Innovator
At its core, Vatica Health is an innovator in the healthcare technology sector, specifically focused on the burgeoning field of value-based care. Value-based care models, which are increasingly becoming the standard in the United States healthcare system, shift the focus from fee-for-service payments to rewarding healthcare providers for the quality and efficiency of care they deliver. This paradigm requires sophisticated technological solutions to analyze patient data, identify care gaps, improve chronic disease management, and ensure accurate risk adjustment. Vatica Health provides these critical tools and services, enabling primary care practices to thrive in this complex environment. Their work directly contributes to better patient health, reduced healthcare costs, and improved clinical outcomes, positioning them as a key player in the transformation of modern healthcare. The merger with Coziva in late 2025 further solidified Vatica Health’s market position, expanding its technological capabilities and broadening its global talent pool with the addition of an offshore team, a strategic move reflecting the increasing globalization of the tech industry. This integration posed a significant challenge for talent acquisition, requiring a system that could seamlessly accommodate new teams and diverse hiring managers with varied prior experiences.
The Pre-Workable Landscape: A Fragmented Recruitment Environment
Before the comprehensive adoption of Workable, Vatica Health’s recruitment efforts were characterized by a fragmented approach, relying on standalone job boards such as Indeed and ZipRecruiter. This disconnected methodology meant there was no centralized system to effectively manage candidate pipelines, facilitate consistent hiring manager feedback, or standardize the overall recruitment process. The absence of a unified applicant tracking system created significant administrative burdens, duplicated efforts, and inconsistencies in candidate experience and evaluation. When Jessica Wagner joined in 2019, the organization was already in the process of upgrading from a basic job-posting plan with Workable to a more comprehensive account. This transition was driven by the clear need for a genuine ATS without incurring the prohibitive cost typically associated with enterprise-level recruiting software. At that time, with only 100 employees, the company’s hiring needs were relatively modest. However, it was evident that the existing, rudimentary infrastructure would prove inadequate as the organization embarked on its ambitious growth trajectory. The foresight to implement a scalable ATS proved prescient, preventing future recruitment chaos.
The Strategic Choice: Why Workable Endured for Seven Years
The initial decision to partner with Workable was pragmatic, rooted in a compelling combination of cost-effectiveness and robust capabilities. Workable offered Vatica Health the essential ATS framework required for systematic recruitment at a price point that was financially viable for a company in its early growth phase. This foundational alignment addressed immediate needs. However, what truly cemented the seven-year partnership – enduring a 700-person expansion, a major corporate merger, and the complete evolution of the talent acquisition function – was the platform’s unwavering performance and adaptability.
As Jessica Wagner articulates, "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 sentiment underscores the profound trust and satisfaction Vatica Health has developed with Workable, highlighting its consistent ability to meet evolving demands without necessitating disruptive system changes. The platform proved to be not just a tool, but a strategic partner in managing hyper-growth.
Transforming Recruitment: Workable’s Impact on Vatica Health’s Hiring Ecosystem
Workable has profoundly reshaped Vatica Health’s hiring processes, introducing efficiencies and standardization that were previously unattainable. The impact is quantifiable and spans multiple facets of the recruitment lifecycle:
1. Streamlined Multi-Location Job Postings:
One of the most significant operational improvements has been the ability to consolidate multi-location job postings. Previously, the talent acquisition team had to create distinct postings for each geographical market – for instance, individual listings for Rochester, Buffalo, and every other location requiring a registered nurse. This generated a substantial administrative burden and fragmented candidate pipelines. With Workable, Vatica Health can now publish a single, comprehensive posting that simultaneously covers all relevant locations. This innovation provides hiring managers with a unified candidate pipeline, eliminating the complexity of managing ten separate ones. The administrative overhead associated with creating, tracking, and closing numerous duplicate postings has been entirely eradicated, freeing up valuable recruiter time for more strategic activities.
2. Automation That Eliminates Manual Tasks:
Workable’s embedded automated response functionality has been strategically integrated throughout Vatica Health’s hiring pipelines, significantly reducing the manual coordination that once consumed considerable recruiter time. This automation ensures a seamless and timely candidate experience while boosting recruiter productivity. For example, 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 recruitment team. Upon a successful hire, a welcome email and a follow-up for reference gathering are deployed in a pre-defined sequence. Jessica Wagner emphasizes, "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 level of automation ensures consistency, reduces human error, and allows recruiters to focus on candidate engagement rather than administrative chores.
3. Standardized Evaluation with Scorecards:
Maintaining consistency in candidate evaluation is a critical priority for Vatica Health, particularly with a team of contract recruiters managing diverse roles and multiple hiring managers involved across various functions. Workable’s scorecard feature addresses this challenge directly. Scorecards ensure that every recruiter asks the same standardized questions during prescreens, and that the feedback provided to hiring managers is structured, objective, and comparable across all candidates. This standardization minimizes unconscious bias, promotes equitable evaluation, and ensures that hiring decisions are based on consistent criteria, leading to higher quality hires and a more defensible recruitment process.
4. The Metaview Integration: Unlocking Significant Time Savings:
A particularly high-impact efficiency gain for Vatica Health has come through a strategic integration: connecting Workable with Metaview, an AI-powered notetaker designed specifically for recruiting. This integration has eliminated the manual note-taking previously required for every candidate screening, a process that added considerable time to each interview. What once took approximately 45 minutes for a screening now takes only 30 to 35 minutes. Metaview records the conversation, transcribes it, and automatically embeds a hyperlink directly into the candidate’s Workable profile. This allows hiring managers to review the interview content at their convenience without needing to schedule a separate debriefing session. Across a talent acquisition team managing dozens of active roles simultaneously, these 15 to 20 minutes saved per candidate screening compound rapidly, translating into hundreds of hours reclaimed annually, significantly increasing recruiter capacity.
5. Seamless Hiring Manager Visibility and Engagement:
Engaging hiring managers effectively in the recruitment process without overcomplicating their experience is a common challenge for many talent acquisition teams. At Vatica Health, the intuitive combination of Workable’s user interface and its robust tagging and commenting functionalities has proven highly successful. When a recruiter completes a screen and logs feedback, they can directly tag the relevant hiring manager within the system. The manager instantly receives a notification and can click directly through to the candidate profile and feedback in a single action, eliminating login friction or tedious searching. "It’s there, and they can see the feedback without having to dig," illustrates the ease of access and transparency provided, fostering genuine collaboration and accelerating decision-making.
6. Data-Driven Insights Through Robust Reporting:
As Vatica Health has expanded and undergone a major merger, the leadership’s demand for comprehensive recruiting data has intensified. Jessica Wagner leverages Workable’s reporting capabilities to generate critical insights that inform business strategy. This includes running quarterly diversity reports, meticulously tracking key metrics like time to hire and time to fill, and providing weekly pipeline updates to individual hiring managers, detailing the number of candidates at each stage of the process. What was once a laborious, manual, Excel-driven process is now largely automated within the Workable platform. As Workable’s reporting capabilities continue to evolve and expand, the Vatica Health team is actively working to migrate even more of their previously manual tracking entirely into the system, aiming for a fully integrated and automated data ecosystem. This commitment to data-driven decision-making empowers leadership with real-time insights into talent acquisition performance and trends.
7. Enhancing Candidate Experience with Self-Scheduling:
Vatica Health’s new hire surveys consistently highlight the positive impact of their recruiting experience, with candidates frequently citing efficiency, timely updates, and particularly the self-scheduling feature as significant highlights. This feedback underscores the importance of a candidate-centric approach. The talent acquisition team is actively evaluating the implementation of self-scheduling as a default automated action at the HR phone screen stage. This would mean sending the scheduling link automatically when a candidate advances, rather than waiting for a recruiter to trigger it manually, further streamlining the process and enhancing the candidate experience. Such proactive steps demonstrate a commitment to continuous improvement in the recruitment journey.
Business Impact: Sustained Growth and Future Forward
Seven years after its initial implementation, Workable has underpinned Vatica Health’s transformation into a fundamentally different organization. The company has achieved an impressive eightfold growth, expanding from 100 to 800 employees. It successfully absorbed the merger with Coziva, which introduced an additional 300 employees and an entirely new cohort of hiring managers, many without prior ATS experience. Crucially, Workable enabled the construction of a sophisticated recruiting function capable of efficiently managing 30 to 40 concurrent specialized roles across its diverse clinical, operations, and corporate functions.
Through this period of profound organizational change, the core recruiting infrastructure remained steadfast. New managers from the merged entity found Workable intuitive enough to navigate and utilize effectively without requiring extensive formal training, a testament to its user-friendly design. The platform proved its scalability, growing seamlessly with the business rather than becoming a bottleneck that could impede expansion.
Looking ahead, Vatica Health is actively planning for further optimization. With a new HRIS partnership on the horizon and a keen eye on Workable’s 2026 feature roadmap, the company is focused on closing the last remaining manual gap in its process: the handoff between Workable and the HRIS when a hire is made. The strategic objective is to achieve a fully automated recruiting lifecycle, minimizing friction and maximizing efficiency even further than today. This forward-looking approach positions Vatica Health to continue its rapid growth and leadership in the value-based healthcare technology space, with Workable remaining a pivotal partner in its talent acquisition strategy. The continuous pursuit of integration and automation reflects a broader industry trend towards end-to-end digital solutions in human resources, ensuring that talent management keeps pace with technological innovation and business expansion.
