How We Cut Time-to-Fill to 27 Days

Introduction

Across the healthcare industry, hiring timelines remain a major pain point. The average physician search lasts 72 days, while NP and PA hires average 55–65 days—a costly delay that leads to lost revenue, longer patient wait times, and increased burnout for existing staff.

At MedStaff Nationwide, our clients consistently fill permanent clinical positions in an average of just 27 days, with 94% retention after year one. This improvement isn't the result of shortcuts—it's the outcome of technology built specifically for healthcare recruiting and a disciplined, data-driven workflow.

Average Days to Fill

94%

1-Year Retention Rate

44%

Productivity Increase

The Problem with Traditional Recruiting

Most healthcare hiring challenges trace back to vague job orders and inefficient communication. When a position lacks definition, recruiters over-source and employers over-review—creating unnecessary bottlenecks.

Common pitfalls include:

•Unclear job descriptions or compensation parameters
•Resume flooding (30+ CVs for every 3 actual fits)
•Unverified credentials and expired licenses
•Delayed feedback between candidate and employer
•Credentialing backlogs that stall start dates

These pain points cost hospitals millions in lost productivity each year. MedStaff's response was to engineer a proprietary AI system that prevents mismatches before they happen.

Our 5-Step Workflow

1Strategic Discovery Intake (Days 1–2)

Every engagement begins with a deep-dive intake call to clarify all variables before sourcing starts:

•Specialty and subspecialty
•Setting type and patient population
•EMR system, call schedule, and shift details
•Compensation structure and non-negotiables
•Organizational culture and pace

By defining every element upfront, we remove ambiguity from the equation.

"We don't start sourcing until your job order is crystal clear."

2Proprietary AI Screening & Smart Sourcing (Days 3–7)

MedStaff Nationwide uses custom-built, proprietary AI screening tools developed internally by Pat Raymond, President of MedStaff Nationwide. This system was engineered specifically for healthcare recruiting and integrates directly into our 130,000+ candidate database.

Here's how it works:

✓The AI filters candidate profiles using real-time licensure data, specialty alignment, and availability.
✓It automatically removes unqualified applicants before human review, ensuring only the strongest matches move forward.
✓Outreach automation only engages candidates who've either applied or have a 90%+ fit score based on the AI model's matching algorithm.

This proprietary technology has led to:

•44% increase in recruiter productivity companywide
•Faster time-to-fill (now averaging 27 days)
•Longer retention across all placements

The system doesn't replace human judgment—it amplifies it, streamlining workflows so recruiters can focus entirely on relationships and fit.

3Human Vetting (Days 8–14)

Once the AI system flags top-tier matches, our recruiters personally vet each candidate through a structured phone screen that explores:

•Motivation for change
•Practice style and communication preferences
•Compensation goals
•Availability and relocation flexibility

Licensure and references are verified, and only 2–3 thoroughly qualified candidates are submitted to the client.

"We're curators, not spammers."

Result: Fewer, better candidates—and a faster, more confident decision cycle.

4Client Presentation (Days 15–20)

Candidates are presented in detailed, standardized packets including:

•CV and verified credentials
•Reference summaries and recruiter notes
•Salary expectations, availability, and location preference
•"Why this match" explanation

We handle all scheduling logistics between client and candidate, allowing decision-makers to focus entirely on clinical and cultural fit.

Outcome:

•70% of MedStaff-submitted candidates receive interviews (industry average: 9%)
•Average client saves 10–15 administrative hours per search

5Interview to Offer (Days 21–27)

After interviews, we move quickly:

•Debrief both parties within 24 hours
•Lead salary and contract negotiations
•Support final offer delivery and acceptance

The average MedStaff placement progresses from first interview to signed offer in under one week, eliminating the "ghost period" that often causes candidate drop-off.

Why This Works

1. Purpose-Built AI, Not Generic Software

While most recruiting firms license off-the-shelf tools, MedStaff built its own. Our in-house AI screening platform, created by Pat Raymond, uses healthcare-specific datasets to understand factors like board certifications, state licensing timelines, and compensation norms. This ensures every recruiter starts from a shortlist of accurate, credentialed, motivated candidates—not a spreadsheet full of guesses.

2. Human Expertise at Every Stage

Technology accelerates, but recruiters decide. Every AI match is reviewed by an experienced healthcare recruiter who assesses culture, motivation, and clinical nuance that algorithms can't read.

3. Continuous Data Feedback

Each placement feeds a feedback loop measuring time-to-fill, candidate engagement, and retention. Those metrics inform future searches, tightening the system with each cycle.

4. KPI-Driven Accountability

Our recruiters are evaluated on speed, quality, and retention, not just raw placements. The AI tools give them leverage; the process keeps them disciplined.

The Results in Numbers

Average Time-to-Fill (Days)

70%

Interview-to-Offer Ratio

94%