Custom Staffing, a specialized healthcare staffing firm, partnered with Newbury Partners to implement Bullhorn One (BH1) and later engaged Newbury P.L.U.S. to support post-go-live optimization and user adoption.
Recognizing that implementation and go-live are only the first steps; the firm committed to creating a culture of continuous learning and optimization. With Newbury P.L.U.S. as a strategic partner, they ensured their team was not only trained but truly empowered by the technology they invested in, maximizing ROI and fostering long-term success.
The Challenge
Custom Staffing was experiencing rapid growth but found their current processes couldn’t scale effectively. Despite having robust technology in place, operational inefficiencies were creating bottlenecks that threatened their ability to serve clients and candidates at the level they demanded.
Several critical areas needed immediate attention:
Fragmented Communication Systems created delays in candidate engagement. Manual and inconsistent candidate communications meant opportunities were being lost in lengthy response times, while recruiters spent valuable hours on repetitive tasks that should have been automated.
Inefficient Search and Placement Processes were slowing down their competitive advantage. Limited search capabilities made it difficult for recruiters to quickly match specialized healthcare professionals with urgent facility needs, extending time-to-fill for critical roles and impacting client satisfaction during staffing shortages.
Lack of Performance Visibility left leadership operating without clear insights. Without comprehensive metrics and reporting, it was impossible to identify top performers, optimize processes, or make data-driven decisions about resource allocation and strategic direction.
Manual Resume Formatting consumed countless hours of recruiter time. Each candidate submission required manual formatting, creating an unnecessary administrative burden that pulled focus from high-value relationship-building and strategic recruiting activities.
Inconsistent Onboarding Processes were creating compliance risks and candidate experience issues. Without standardized workflows for credential verification, licensing checks, and facility-specific requirements, critical steps were being missed, documentation was incomplete, and their professional reputation was at risk.
Data Integrity Concerns threatened the foundation of their operations. Limited automation and inconsistent data entry practices meant duplicate records, incomplete candidate profiles, and unreliable reporting that made strategic planning nearly impossible.
The Solution
Newbury Partners delivered comprehensive support across 40+ service engagements, providing technical, process, and training enhancements. These strategic initiatives resulted in a total estimated annual time savings of over 1,220 hours, equivalent to approximately 30.5 full-time work weeks.
Bullhorn Optimization and Automation
Streamlined candidate communications through automated workflows within Bullhorn saved an estimated 104 hours annually. Advanced search training empowered recruiters with Bullhorn’s full capabilities, improving placement speed and saving 156 hours yearly.
Updated user permissions and governance protocols maintained secure access while saving 26 hours annually, while goals and quotas enablement provided leadership with performance tracking tools, resulting in 52 hours per year in reporting efficiency gains.
Communication and Outreach Enhancements
TextUs SMS setup and training ensured high-performance adoption, reducing communication delays by 78 hours annually. Automated candidate outreach workflows eliminated manual touchpoints, saving 130 hours per year while improving candidate engagement consistency and response rates.
Custom Implementations and System Enhancements
Private label configuration created a tailored Bullhorn experience for specialized healthcare recruitment divisions (nursing, allied health, physician staffing), saving 104 hours annually through optimized workflows.
Mass data updates ensured consistency across the ATS/CRM via bulk corrections, saving 104 hours yearly. Able onboarding support provided seamless integration and troubleshooting assistance, saving 78 hours annually.
Recruitment Enablement Tools
GorillaWorks Resume Builder implementation streamlined client-facing resume delivery, saving 156 hours per year while improving presentation quality. Newbury Partners’ Kanban Tool introduced a visual, Kanban-style recruitment workflow management, improving task visibility and saving 104 hours annually.
Reporting and Analytics
Custom Canvas report development created essential business intelligence tools, including User Scorecards, Commission Reports, and Gross Profit Reports. These automated dashboards saved an estimated 130 hours annually in manual report preparation and analysis while providing real-time insights for strategic decision-making.
The Outcome
By addressing key workflow bottlenecks, enhancing data and communication systems, and providing tailored recruiter tools and training, Custom Staffing dramatically improved operational efficiency and candidate engagement. With over 1,220 hours of annual time saved, they are now equipped to scale operations effectively while delivering superior outcomes for clients and candidates.
The Impact
The transformation created lasting competitive advantages that positioned Custom Staffing for sustained growth and market leadership.
Operational Excellence
The optimized Bullhorn implementation eliminated previous inefficiencies and created a foundation for consistent, high-quality service delivery. Recruiters could focus on relationship building and strategic activities instead of administrative tasks.
Scalable Growth
As demand for specialized healthcare staffing services continues to grow, their technology infrastructure can seamlessly expand without requiring additional overhauls or creating new bottlenecks.
Data-Driven Decisions
With reliable, real-time reporting and analytics, strategic decisions are now based on concrete performance metrics rather than intuition, enabling proactive optimization and competitive positioning.
Enhanced Client Experience
Faster placements for critical healthcare roles, consistent communication during urgent staffing needs, and professional presentation elevated their market reputation and strengthened relationships with healthcare facilities through streamlined processes.
The partnership with Newbury Partners transformed their recruitment technology from a necessary tool into a strategic advantage, unlocking Bullhorn’s full potential and creating a culture of continuous improvement that drives ongoing success.
Your tech stack transformation is next!
Ready to optimize your healthcare staffing operations?
Newbury Partners specializes in transforming staffing firms through strategic Bullhorn optimization and ongoing support. Our proven P.L.U.S. methodology helps you master credential tracking, compliance workflows, and rapid placement processes that healthcare facilities demand.
Contact us today to discover how we can help you achieve similar results and drive measurable ROI from your staffing technology investment.
