A premium concierge healthcare staffing firm prided itself on high-touch service for both clients and clinicians, but its existing technology ecosystem was limiting further expansion. They needed a solution that unified front, middle, and back-office operations—without losing the personal touch that defined their brand.

When they decided to shift to Bullhorn One, they turned to Newbury Partners for strategic guidance in bridging the gap between bespoke service and scalable technology. The result was a holistic upgrade that fueled growth, boosted efficiency, and preserved the white-glove experience their clients expected.

The Challenge

As demand for their niche services soared, the firm realized they had outgrown their original tech stack:

1. Fragmented Workflows

Recruiters, sales, and back-office staff relied on separate solutions that couldn’t talk to each other.

Manual hand-offs and siloed processes created communication bottlenecks, slowing down placements.

2. Limited Scalability

Bullhorn Back Office & Onboarding (BBO) offered familiarity but lacked the flexibility for rapidly evolving, concierge-level service.

Relying on workarounds to accommodate growth hindered day-to-day efficiency and hampered strategic planning.

3. Inconsistent Data & Visibility

Leadership had no real-time, unified view of operations or performance metrics.

Reporting was time-consuming, prone to errors, and insufficient for making proactive business decisions.

The key concern? How to scale and streamline operations while maintaining the firm’s hallmark hands-on service.

Why Bullhorn One & Why Newbury Partners?

After evaluating several solutions, the firm selected Bullhorn One to unify recruiting, credentialing, payroll, and billing in a single platform. They chose Newbury Partners as their implementation partner based on:

Staffing-Specific Expertise: Newbury Partners has completed more than 70 Bullhorn One implementations—the most in the staffing industry.

Concierge Model Familiarity: A track record of helping high-touch staffing agencies transition to scalable tech without losing personal engagement.

Holistic Approach: Newbury Partners team took the time to understand the firm’s bespoke workflows and offered a customized plan rather than a quick, one-size-fits-all deployment.

The Implementation Journey

In-Depth Discovery: Newbury Partners spent the first phase mapping out every step of the firm’s operations—from initial clinician intake to final invoice. This included shadowing daily tasks, identifying manual pain points, and prioritizing must-have features (e.g., robust credentialing workflows, automated assignment onboarding).
Technical & Operational Optimization: Armed with insights from discovery, Newbury Partners tackled major pain points:

Workflow Streamlining: Replaced multiple redundant steps with automations for recruiter hand-offs, credential verifications, and billing approvals.

Customized Integrations: Tied in existing finance and payroll systems, ensuring data seamlessly flowed without duplicative data entry.

Scalable Architecture: Built out reporting dashboards for leadership, giving them real-time visibility into active placements, clinician compliance, and gross margin trends.

Change Management & Training: Newbury Partners’ change management strategy included:

Hands-On Training: Role-based workshops showed each team—recruiters, sales, and finance—exactly how to leverage Bullhorn One’s new features.

Real-Time Support: A dedicated Slack channel and weekly check-ins to troubleshoot early hiccups and gather feedback for ongoing refinements.

Iterative Go-Live: Rather than a big-bang launch, Newbury Partners led a phased roll-out:

Pilot Group: Tested credentialing and payroll integrations with a small recruiter team.
Gradual Expansion: Incorporated full business units after pilot feedback, ensuring minimal disruption to client-facing activities.
Full Adoption: Unified the entire firm on one system—front, middle, and back-office—over a few weeks rather than months.

Results & Impact

Streamlined, High-Touch Operations Despite earlier fears, automating repetitive tasks enhanced the firm’s personal service. Recruiters and client managers had more time to focus on building relationships and matching the right clinicians—no more chasing down information in siloed tools.

Real-Time Visibility & Decision-Making With Bullhorn One as a single source of truth, leadership gained instant clarity on metrics like fill rates, credential compliance, and overall profitability. This data-driven insight enabled them to spot trends earlier and respond faster to shifting market demands.

20% Faster Placement Cycles Removing redundant steps and centralizing data led to a 20% reduction in time-to-fill. Critical for concierge-level staffing, this speed helped them outshine competitors while maintaining quality.

Scalability to Meet Surging Demand The firm saw an uptick in client requests—particularly for travel clinicians—and successfully expanded without the usual growing pains. Their new platform easily adapted to handle rising placement volumes and new geographical markets.

Ongoing Partnership & Evolution
Newbury Partners continues to provide strategic support, refining workflows as the firm’s client base grows. From adding advanced reporting to exploring specialized compliance tools, the collaboration ensures Bullhorn One evolves alongside the business.

Client Testimonial “Despite the challenges faced during the transition, the invaluable support from Newbury Partners helped navigate complexities and optimize operations on the Bullhorn One platform.”

Looking Ahead

Armed with an optimized Bullhorn One deployment, the concierge healthcare staffing firm now operates with greater agility and confidence. They can onboard more clinicians, expand into new regions, and continue delivering the white-glove service that sets them apart—all without being bogged down by technology constraints.

About Newbury Partners

Newbury Partners specializes in the full scope of technology solutions for the staffing industry.

With over 70 successful Bullhorn One implementations—more than any other provider—Newbury Partners has a proven track record of turning complex, fragmented environments into streamlined, high-performance operations.