How a government healthcare employer turned a full day of résumé review into an hour

Situation

This government healthcare organization hires the people who keep public health programs running, from clinical staff to program managers. Much of that hiring is grant funded, so roles must be filled quickly to make the most of the funding window. Plus, recruiters must screen for specific credentials, degrees, and experience, which is crucial for compliance in healthcare hiring.

The team was working in an aging recruitment system that gave them almost no reporting. Recruiters struggled to see where to focus their efforts. Hiring managers had no visibility at all, so they depended on recruiters for status updates. And leaders had no reliable picture of where their advertising money was going, or which sources produced their best candidates.

Solution

To give recruiters, hiring managers and leaders greater visibility into the hiring process and help the team make faster, more informed decisions, the organization moved to Affinix®, PeopleScout’s proprietary talent technology suite, which is now available directly to employer recruitment teams.

Screening that starts with the best-qualified candidates

ScoutAI, an AI assistant built into Affinix, scores each résumé against a skills matrix which is weighted to the credentials and experience the role requires. Recruiters then focus on screening the candidates who match at 80% and above.

Before implementing Affinix, recruiters had to review hundreds of résumés to find the qualified few, which often took an entire day before a single conversation with a candidate could happen. Now, with the help of ScoutAI, they begin with the strongest matches and apply their own judgment to what AI can’t assess, like soft skills and technical depth. Recruiters now spend an hour per role on average reviewing résumés, reducing time spent on this task by over 80%.

Another powerful feature transforming how this team works is ScoutAI’s candidate summaries. During phone screens and interviews, recruiters use the strengths and weaknesses contained in the summary to explore the candidate’s experience and address possible concerns to help determine fit. When they present shortlists, the AI summary helps them write the cover sheet that goes to the hiring manager for each candidate.

Job postings created in the same system

Previously, the team drafted job descriptions in a separate AI tool, then moved the copy back into their old recruitment system. The AI Job Ad Generator feature does that from anywhere in Affinix. Now, recruiters write, refine, and publish job postings without switching systems. Plus, with Affinix’s built-in job board integrations, postings update automatically.

Reporting the whole team can act on

Affinix Analytics gives the organization the visibility its old system never could. Hiring managers can now see how many candidates have been screened, which have been rejected, and where candidates are in the process. Working from the same information takes the pressure off recruiters to keep managers updated. Leaders can also review activity by recruiter and by role, and the pipeline view gives them a clear read on the health of every requisition.

Source tracking gives the organization insight into what they spend on each job board and where their best candidates come from. They use that data to shift spend toward the sources that perform, which has cut job board spend by 25% in the first year.

Results

• 80%+ reduction in time spent reviewing résumés. Now recruiters focus on the best-matched candidates first—those with the correct credentials and experience.
• 25% reduction in job board spend. Source data showed which channels delivered qualified candidates, so budgets can be weighted toward top-performing ones.
• Shared requisition visibility. For the first time, hiring managers and leaders can see status, screening progress, and pipeline health without having to ask a recruiter.
• Strong recruiter adoption. The team lead describes Affinix as “phenomenal” and reports that recruiters genuinely enjoy using it.

Grant-funded healthcare hiring leaves little room for delay. By giving recruiters better information faster and giving hiring managers a clearer picture of the process, Affinix and ScoutAI freed this team to spend more time on the part of hiring only people can do, judging fit and building relationships.