How RecruitWell Cut Per-Job Outreach From 3 Hours to 5 Minutes With AI

RecruitWell is a healthcare staffing firm that places physicians, NPs and PAs across the United States. Its placements depend on reaching providers early. As the firm grew, manual outreach and screening introduced delays, inconsistencies and missed opportunities.

Today, Asendia's AI recruiter, Sarah, markets every new job, runs the first-round phone screen and hands qualified leads to RecruitWell's recruiters. Outreach that took about 3 hours per job now takes about 5 minutes, and RecruitWell works significantly more leads without adding staff.

Why physician staffing is a race to the first conversation

In healthcare, the best clinicians are always in motion. If you don't reach them early, with a great experience, you don't reach them at all.

Winning that race depends on four steps:

• Finding physicians quickly
• Engaging them fast
• Screening them consistently
• Passing qualified leads to recruiters

When those steps are manual, every job starts with list-building, follow-ups and data entry. As a firm grows, that means slower outreach, uneven screening and physicians who are gone before anyone calls.

How RecruitWell rolled out an AI recruiter for healthcare staffing

RecruitWell didn't flip a switch on its whole desk. It started with a few targeted jobs a day and let the results earn the next step.

• Tested together: Asendia and RecruitWell tried different workflows and outreach strategies to reach physicians when their interest is highest, often before they are on the broader market.
• Expanded step by step: Each piece went live only once the one before it had proven itself, starting with sourcing and outreach, then AI calling and screening for perm roles, then locums.
• Scaled to every job: Within months, Sarah went from a handful of test jobs to marketing every new job RecruitWell opens.

"We've enjoyed partnering with Asendia AI to implement AI-driven solutions designed to optimize our workflows and processes, driving growth and improving both client and provider placements." - Michael Marcus, Managing Partner at RecruitWell

How outreach, screening and handoff work now

Sarah markets every new job by phone, text and email, with outreach tailored to each role. When a physician shows interest:

• Sarah follows up instantly with a personalized text.
• She runs a consistent first-round screen, going deeper for perm physician roles.
• Weekend replies are screened right away, with a recruiter following up during the week.
• Physicians who prefer a person are handed straight to a recruiter.

Everything lands in Bullhorn

Recruiters don't have to leave Bullhorn to see what Sarah did.

• Screening data flows back into Bullhorn, which supports compliance.
• Recruiters get qualified leads with full context, so their time goes to the conversations that need a person.
• Physicians get a smoother experience from the first message through placement, and those who go through the screen often compliment it.

The results

In the first two weeks after locums went live:

• About 1 in 8 leads became a submission, rising to 1 in 5 for perm roles, with 29 locums submissions in total.
• On the best single day, Sarah delivered 70 locums leads and 11 submissions.

For recruiters, the day looks different too:

• Less outreach, more leads to work
• New recruiters ramp quickly onto a full desk
• Growth without compromising on the quality of the team

What staffing leaders can take from RecruitWell

If you're weighing an AI recruiter for a physician or locum tenens desk, start with a few jobs a day and expand once the results prove it. Let AI qualify candidates and hand them off, while a recruiter still owns the full screen. And fit the outreach to the job, because a hard-to-fill role deserves a different plan than a routine one.

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