How QualDerm Partners reduced time to fill, scaled to 750+ annual hires, and modernized recruiting with Workable

Quick Results

Who is QualDerm Partners?

QualDerm Partners is a leading dermatology organization operating across 17 states and more than 60 facilities. With a workforce of just over 2,000 employees and nearly 800 hires in a single year, QualDerm occupies a complex position in the healthcare talent landscape: recruiting at scale, across a wide geographic footprint, for roles that range from surgeons and physician assistants to medical assistants, front office staff, and call center teams.

Overseeing all non-provider recruitment is Iesha Vann, Manager of Talent Acquisition. Her team of six manages the full hiring workflow organization-wide, often carrying as many as 150 open requisitions at once. For a team of that size supporting an organization of that scale, the platform they recruit from matters enormously.

Hiring Before Workable

QualDerm came to Workable following a period of organizational growth that exposed the limitations of their previous system. After a merger, the team had been operating on Paylocity as their applicant tracking system. The platform presented significant challenges: minimal data and analytics capability, a difficult user experience, and a product that felt static in a market that was moving fast.

The metrics that matter most in high-volume healthcare recruiting — time to fill, time to hire, candidate pipeline health — were either unavailable or impossible to track reliably. That gap had real operational consequences. In dermatology, open positions carry a direct cost: every day a provider chair sits unfilled, revenue is left on the table. Without data, the team had no way to quantify that cost or make a case for where to invest in improving it.

The team had prior experience with Workable before the merger and knew what a well-designed ATS could do. When the opportunity to move arose, the decision was straightforward.

Why Workable

The return to Workable was grounded in familiarity and validated by immediate contrast. Where their prior system was limited and dated, Workable offered a platform that was actively evolving, genuinely usable, and built to support the kind of high-volume, multi-location hiring QualDerm requires.

Managing Hiring at Scale

With up to 150 open requisitions active at any given time, the operational demands on QualDerm’s recruiting team are substantial. Roles frequently open in clusters as facilities expand or staff turns over, and the team needs a system that can absorb that volume without creating chaos.

Workable’s requisition management and hiring plan functionality allow the team to stack and prioritize openings systematically, ensuring that high-urgency roles receive the attention they need while the broader pipeline stays organized. Multi-location visibility means that a recruiter can see the full picture across all 17 states from a single view — something that was not possible before.

The AI screening tools have become a core part of how the team handles inbound volume. Rather than manually sifting through applications across dozens of open roles, recruiters can quickly identify and prioritize the strongest candidates, maintaining quality without sacrificing speed.

The Metrics That Changed Everything

Before Workable, QualDerm had no reliable way to measure time to fill. That is not a minor gap in a healthcare organization where provider availability directly drives revenue. Today, the team tracks an average time to fill of 32 days — a baseline that now anchors their cost-per-vacancy analysis and gives leadership a data-driven lens through which to evaluate recruiting performance.

“We couldn’t track time to fill in Paylocity. Now we have a yearly average of 32 days, and that number is important because we use it to keep cost per vacancy as low as possible.”

The ability to track candidate sourcing, pipeline movement, and hiring outcomes has elevated the TA function from operational to strategic. Leadership is now engaging directly with hiring data rather than receiving secondhand summaries.

Video Interviews: 20 to 30 Hours Saved in 30 Days

One of the clearest examples of Workable’s efficiency impact at QualDerm came through the video interview feature. The call center is among the organization’s highest-turnover positions, and at one point the team faced more than 10 simultaneous openings for that role. Traditional screening would have consumed enormous recruiter time and slowed an already time-sensitive process.

By activating Workable’s video interview feature for these roles, QualDerm was able to screen candidates asynchronously at scale. Recruiters sent video screening requests, candidates recorded their responses on their own time, and hiring managers reviewed the recordings without any scheduling coordination required. The result was 20 to 30 hours of recruiter time saved within a single 30-day period.

The feature has expanded beyond the call center. Leadership now participates in reviewing video screens, including senior leaders who previously had limited visibility into early-stage candidates. The team is actively identifying additional roles and workflows where video interviewing can be applied throughout the year.

“Anyone can watch them now, including leaders. It opened up the process.”

Texting, Self-Scheduling, and the Candidate Journey

In a competitive market for clinical and administrative talent, candidate responsiveness is a competitive advantage. QualDerm uses Workable’s texting feature throughout the entire hiring process from initial outreach to scheduling and pre-start communications. The immediacy of text-based communication has reduced drop-off and kept candidates engaged at every stage.

Self-scheduling has similarly reduced the coordination burden on the recruiting team. Rather than managing interview calendars manually across 60-plus facilities, candidates can book directly into available slots, eliminating back-and-forth and accelerating time to interview.

The candidate experience on the front end is equally considered. QualDerm invested meaningfully in building out their careers page within Workable, creating a polished, branded entry point for candidates regardless of which job board they applied through.

Compliance and Documentation Built Into the Workflow

Healthcare hiring carries compliance requirements that general-purpose ATS platforms often handle poorly. QualDerm has built critical documentation directly into their Workable workflows, including job description acknowledgement forms that fulfill regulatory requirements as part of the standard hiring process. These documents live within Workable alongside all other candidate records, ensuring a complete and auditable hiring file for every hire.

The offer letter workflow is now fully managed within the platform as well, with the COO among the leadership team members who have recently adopted it and found it straightforward.

Executive Adoption as a Signal of Success

Perhaps the clearest indicator of how thoroughly Workable has been embedded at QualDerm is the level of engagement from leadership. The CEO, CHRO, and COO all use the platform directly, not as passive observers, but as active participants in hiring workflows. That level of executive adoption reflects both the usability of the platform and the degree to which hiring visibility has become a leadership priority.

For the TA team, it also means that the data they produce lives in a shared environment where leadership can engage with it directly, reducing the friction of reporting cycles and increasing confidence in hiring decisions at every level of the organization.

Would QualDerm Recommend Workable?

Without reservation.

For healthcare organizations managing high-volume, multi-location recruiting in a competitive talent market, Workable delivers what the field demands: speed, visibility, compliance support, and a candidate experience that reflects the professionalism of the organization. QualDerm’s team of six manages 787 annual hires and up to 150 open requisitions at once and they do it with the confidence of a team that has the right infrastructure behind them.