Atlas MedStaff Accelerates Time-to-Market, Gamifies Lead Claiming, and Increases Inbound Placements with Staffing Engine
Atlas MedStaff is a healthcare staffing leader placing top-tier healthcare professionals nationwide. The company prides itself on a people-first culture and believes in building real, genuine relationships with each one of its travelers.
But in an increasingly competitive healthcare landscape, the Atlas team needed a way to adapt to the challenges of managing and responding to a growing volume of warm inbound candidate leads in real-time. That’s when Atlas MedStaff partnered with Staffing Engine to accelerate their lead distribution process with AI.
By integrating Staffing Engine AI Distribution, they enabled their recruiters to speed up their time-to-respond and gamified the lead-claiming process, making it fun for recruiters to follow-up with clinicians. This has led to major increases in placement volume from their various lead sources.
The Challenge
Atlas MedStaff faced a key challenge shared by many in the healthcare staffing industry, using a manual process led by humans to manage their high volume of inbound candidate leads. This caused delays that enabled warm opportunities to go cold and slip through the cracks.
“We would see leads come in the door and go cold because they would just sit and we didn't have a really good method other than a round-robin manual process.”
Rich Smith
Co-Founder & CMO
at Atlas MedStaff
Hot Leads Going Cold: The team needed an efficient way to handle incoming leads. The manual process delays let warm opportunities turn into missed connections.
Slow Manual Processes: Atlas depended on email-based lead distribution, requiring manual parsing and assigning leads.
Messy Email Inboxes: Email wasn’t an effective communication channel for managing leads.
“I go to email with the assumption that half of it's going to be garbage. But I go to MS Teams knowing everything in there is work-related that I need to do something with.” - Joel Wiersma, CIO at Atlas MedStaff
Additionally, Atlas lacked visibility into the performance of their lead channels, how recruiters claimed leads, and the follow-up actions that influenced outcomes. This made it difficult to optimize their process and improve response times.
The Solution
Atlas MedStaff turned to Staffing Engine AI Distribution to streamline lead management and empower recruiters to respond faster and beat their competition to hot leads.
By accelerating manual processes and integrating seamlessly with their existing tools, Staffing Engine was immediately a big hit with their team.
“I think the biggest thing is there isn't a product that gives us the speed-to-market that Staffing Engine does.”
Rich Smith
Co-Founder & CMO
at Atlas MedStaff
Automatic Lead Parsing and Distribution: Staffing Engine’s AI automatically parsed incoming lead data and updated Atlas’s Bullhorn database. Leads were routed based on predefined rules, ensuring they were assigned efficiently.
Real-Time Lead Notifications in MS Teams: Leads were sent directly to shared Microsoft Teams channels broken up by category where the appropriate recruiters could see, claim, and act on them instantly.
“The integration was a big part that sold me. Integration into our current tech like Bullhorn and MS Teams made all the difference. Put it right where they were already working.” - Rich Smith, Co-Founder & CMO at Atlas MedStaff
Gamified Lead Claiming: Leads were color-coded for visibility—new leads anyonr can claim appeared blue, and already owned leads were marked yellow. Recruiters used a simple “Click-to-Claim” button to secure a lead, which gave the team a feeling of gamification that helped drive engagement.
Once a lead is claimed, Staffing Engine’s AI automatically updates the lead ownership in Bullhorn.
"The gamification of claiming leads keeps our team hungry and engaged. They’re excited to get leads and know it rewards their efforts."
Joel Wiersma
CIO at
Atlas MedStaff
Performance Tracking and Reclaiming: Once claimed, leads were automatically updated in Bullhorn, and recruiters tracked their follow-ups using a “Click After Contacted” button. Leads untouched for 60 days in the ATS were reclassified as new, ensuring no opportunity was overlooked.
Custom AI Routing Rules and Support: Our team of Staffing Engine AI consultants worked closely with the Atlas team to customize their AI distribution routing rules and align lead sources with their Bullhorn database.
“Ryan and the Staffing Engine implementation team were great to work with. We definitely monitored things closely just to iron everything out."
"I think we have 100 different disciplines, and getting all those to line up correctly with all our different lead sources is an ongoing process. Staffing Engine helped make this easy”
Kyle Newsome
Leads & Database Administrator
at Atlas MedStaff
By meeting recruiters where they were already used to working and eliminating manual tasks, Staffing Engine’s AI transformed Atlas’s lead management, made the lead claiming process fun, and increased recruiter productivity.
The Results
Since going live in February, Staffing Engine AI Distribution has made major improvements to Atlas MedStaff’s lead conversion into placements. The AI-powered workflow has transformed how their team operates, leading to impressive results with over 225 influenced placements.
Improved Visibility: Staffing Engine provided detailed insights into lead sources, claims, and follow-ups, helping Atlas identify their most effective lead channels.
Fast Adoption by Recruiters: Even recruiters historically resistant to change embraced the system, leading to a successful launch and immediate impact.
Improved Visibility: Staffing Engine provided detailed insights into lead sources, claims, and follow-ups, helping Atlas identify their most effective lead channels.
Fast Adoption by Recruiters: Even recruiters historically resistant to change embraced the system, leading to a successful launch and immediate impact.
“Some team members can be very resistant to any kind of change. Anytime we introduce something new, long-time recruiters who are top performers will be the first to say, ‘well, we don't need this. I don't want this. I'm not going to use this.'
"I was shocked they were among the first ones to adopt Staffing Engine!”
Rich Smith
Co-Founder & CMO
at Atlas MedStaff
Increased Accountability: The Atlas team’s rules ensured recruiters followed processes consistently. Those who didn’t were held accountable and temporarily had access to AI Distribution suspended.
"The recruiters who are suspended for not following the process love this solution so much that they’ll plead to get access back, which is kind of unheard of with recruiting technology." - Joel Wiersma, CIO at Atlas MedStaff
Ongoing Improvements: Staffing Engine adapted to Atlas’ needs by adding features, such as blocking duplicate claims and sending follow-up reminders to claimed candidates if no note was added into their ATS.
“Your team has definitely been adaptive and continues to improve the product. We were struggling with people claiming leads that someone else owned, and Staffing Engine added a feature to address that which we love now.” - Joel Wiersma, CIO at Atlas MedStaff
"Every time we look at a new lead source, the first thing we ask is: Does it integrate with Staffing Engine? If it doesn’t, it’s a no-brainer—we move on."
Joel Wiersma
CIO at
Atlas MedStaff
Staffing Engine AI Distribution has become an indispensable part of Atlas MedStaff’s recruitment strategy removing slow manual processes, integrating seamlessly with their existing tools, and empowering their team to operate at an accelerated recruiting speed in a competitive healthcare staffing market.
About Atlas MedStaff
Atlas MedStaff places the best travel nurses and allied professionals in hospitals and facilities across the country.
We believe in building real, genuine relationships with every one of our travelers: Whether they are an experienced travel nurse, an ER night shift nurse who has seen everything, an MRI tech who can see (literally) right through us, or a respiratory therapist taking that next contract across the country.
Established nurse? Perm staff looking for something new? Allied pro ready to travel? Current traveler ready to switch to Atlas and try something new?
Reach out to our team. We'll take care of you, answer any questions you have, and partner with you to find a travel contract that matches... you know — *you*.
What will your Atlas Adventure™ be?
We specialize in working with direct contracts with hospitals and facilities. No matter your needs, no matter the size of your facility, our team can help. Reach out and let us know what you are looking for.
Atlas has over a 98% recommendation rating by our travelers. And happy travelers mean happy facilities — and patients that you *know* are being taken care of.
There's a better way to staff.
The Atlas Way.