How Vatica Health scaled by 800% with Workable

Who Is Vatica Health

Vatica Health is a healthcare technology company that has been working with primary care providers since 2012, helping them improve value-based care processes and deliver better outcomes for their patients. Today the organization employs approximately 800 people, including an offshore team that joined following a merger with Coziva in late 2025, and operates across clinical, operations, and corporate functions spanning sales, product, technology, engineering, and more.

Leading talent acquisition for the entire organization is Jessica Wagner, Manager of People Operations and Talent Acquisition. Jessica has been with Vatica Health since 2019 and manages all recruiting efforts alongside a team of three contract recruiters and an HR generalist. In seven years, she has watched the company grow from 100 employees to 800 — and Workable has been the platform that kept hiring infrastructure aligned with that growth every step of the way.

Quick Results

What Hiring Looked Like Before Workable

Before Workable, Vatica Health’s recruiting ran through standalone platforms — primarily Indeed and ZipRecruiter — with no unified system to manage candidate pipelines, coordinate hiring manager feedback, or bring consistency to the process. When Jessica joined in 2019, the organization had just transitioned from a basic job-posting plan with Workable to a more comprehensive account, drawn in part by the ability to have a real ATS without the cost overhead that typically comes with enterprise recruiting software.

At the time, the company had 100 employees and relatively modest hiring needs. The infrastructure that worked then would not hold up as the organization scaled

Why Workable

The initial draw was straightforward: cost and capability. Workable offered Vatica Health the ATS framework they needed at a price point that made sense for a company still in its early growth phase. What kept them on the platform for seven years — across a 700-person expansion, a major merger, and the full evolution of the recruiting function — was something different entirely.

“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.”

How Workable Changed Hiring at Vatica Health

1. One Posting, Multiple Markets

Among the features that have most directly changed how Vatica Health operates is the ability to consolidate multi-location job postings. Where the team once created separate postings for each market — individual listings for Rochester, Buffalo, and every other geography where a registered nurse role was open — they can now publish a single posting that covers all relevant locations simultaneously. Hiring managers see one unified pipeline rather than ten separate ones, and the administrative overhead of managing and closing duplicate postings has been eliminated entirely.

2. Automation That Removes the Manual Layer

Workable’s automated response functionality is embedded throughout Vatica Health’s hiring pipelines and has meaningfully reduced the manual coordination that previously consumed recruiter time. When a nurse candidate advances to the assessment stage, a clinical assessment is sent automatically. When a candidate is disqualified, the notification goes out without anyone on the team lifting a finger. When a hire is made, a welcome email and a reference-gathering follow-up deploy in sequence.

“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.”

3. Scorecards That Keep the Process Consistent

With a team of contract recruiters handling different roles and different hiring managers involved across functions, consistency in evaluation is a deliberate priority. Vatica Health uses Workable’s scorecards to ensure every recruiter is asking the same questions in every prescreen, and that the information reaching hiring managers is structured and comparable across candidates.

4. The Metaview Integration: 15 to 20 Minutes Back per Screening

One of the highest-impact efficiency gains Vatica Health has achieved through Workable came via an integration rather than a native feature. By connecting Workable with Metaview, an AI notetaker built specifically for recruiting, the team eliminated the manual note-taking that had been adding time to every candidate screening. What once took 45 minutes now takes 30 to 35. Metaview records the conversation and drops a hyperlink directly into the candidate’s Workable profile so hiring managers can review the interview without scheduling a separate debrief. Across a team managing dozens of active roles, that time compounds quickly.

5. Hiring Manager Visibility Without the Friction

Getting hiring managers genuinely engaged in the process without overcomplicating their experience is a challenge most recruiting teams know well. At Vatica Health, the combination of Workable’s interface and its tagging and commenting functionality has made it work. When a recruiter completes a screen and logs feedback, they tag the hiring manager directly in the system. The manager gets a notification and can click through to the candidate profile and feedback in one action — no login friction, no searching.

“It’s there, and they can see the feedback without having to dig.” 

6. Reporting That Informs the Business

As Vatica Health has grown and undergone a major merger, leadership demand for recruiting data has grown alongside it. Jessica uses Workable’s reporting to run quarterly diversity reports, track time to hire and time to fill, and generate weekly pipeline updates for individual hiring managers showing how many candidates are in each stage at any given moment. What was once a manual, Excel-driven process is now largely automated within the platform — and as Workable’s reporting capabilities have expanded, the team is actively working to migrate more of their manual tracking into the system entirely.

7. Self-Scheduling That Candidates Actually Appreciate

Vatica Health’s new hire surveys include a section on the recruiting experience, and the feedback has been consistently positive. Candidates cite efficiency, timely updates, and the self-scheduling feature as highlights of the process. The team is actively evaluating whether to make self-scheduling a default automated action at the HR phone screen stage — sending the scheduling link automatically when a candidate advances, rather than waiting for a recruiter to trigger it manually.

Business Impact

Seven years after first implementing Workable, Vatica Health is a fundamentally different organization than the one that signed on. The company has grown eightfold, absorbed a merger that added 300 employees and an entirely new population of hiring managers with no prior ATS experience, and built a recruiting function capable of managing 30 to 40 concurrent specialized roles across clinical, operations, and corporate functions.

Through all of that change, the recruiting infrastructure stayed constant. New managers from the merged organization found Workable intuitive enough to use without formal training. The platform scaled with the business rather than becoming a bottleneck to it.

With a new HRIS partnership on the horizon and Workable’s 2026 feature roadmap in view, Vatica Health is looking forward rather than backward. The goal is to close the last remaining gap in the process — the manual handoff between Workable and the HRIS when a hire is made — and let the full recruiting lifecycle run with even less friction than it does today.