WATCH: Scaling Healthcare Recruiting with AI Agents

Scott Wein and Andrea Thomas of Inglis join Take2 co-founder Kaushik Narasimhan to walk through how a 24/7 care organization built a 24/7 recruiting function, where to start with AI agents, and how a recruiter's day changes when the manual work is handled.

See why healthcare's leading talent acquisition teams recruit with Take2. Book a free demo →

The Challenge

Inglis has spent nearly 150 years building something more ambitious than a care setting. Residents at Inglis House live with complex neuromuscular and degenerative conditions, and they also go to Eagles games and Metallica concerts, finish degrees, and move into accessible apartments built from the ground up with disability in mind. Delivering that takes CNAs, LPNs, engineers, property managers, dining and environmental services staff, and security officers – across a facility that never closes.

Scott Wein, Senior Director of Talent and Organizational Capability, has led the full talent lifecycle at Inglis for seven years. Andrea Thomas, Talent Acquisition Manager, owns everything from workforce planning through orientation. Between them, the hardest roles to fill were never hard because applicants weren't out there. They were hard because the recruiting process and the candidate's life ran on different clocks.

Inglis House is a 24/7 facility, which means hiring for every shift, all year. And the clinical candidates competing for those shifts have options.

• The people Inglis needed most were the hardest to reach. Many CNA and LPN candidates work more than one job or are in school while they work. "They can even apply for the role, but the engagement is hard, because they're either working or sleeping because they're tired from working multiple jobs," Andrea said. Reaching them meant calling, and calling, and calling again.

• Recruiting stopped when the office closed. "I'm used to at five o'clock when I leave, the recruiting stops," Andrea said. Applications submitted overnight sat until the next morning, and the ones submitted Friday evening sat until Monday.

• Manual resume review consumed the morning. Andrea would start each day prioritizing the most urgent requisitions and reading resumes one by one. She could reach 20 or 30 candidates before meetings and other responsibilities pulled her away – and the outreach she had started would go cold.

• Screening questions were being asked too late. Availability, licensure status, reliable transportation, proof of insurance: all of it was on the posting, but none of it was confirmed until someone had already spent time on a call, or until the candidate was sitting in the building for an interview.

• Qualified candidates were being lost to timing, not fit. A strong CNA who wanted day shift when only nights were open simply disappeared from the process. When day shift opened weeks later, finding her again meant digging back through resumes and notes.

Adding recruiting capacity was on the table. Inglis considered hiring more recruiters and priced out an external recruiting partner, which came back high enough to rule out. Then Andrea took a Friday afternoon call she almost let go to voicemail.

"I was completely overwhelmed and I decided to just take the call. He was telling me the services and everything that you guys offered and I was just like, wow, tell me more." — Andrea Thomas, Talent Acquisition Manager, Inglis

Andrea brought it to Scott, and the fit registered immediately.

"We're a 24-hour operation. We could have a 24-hour recruiter. That's what it was to me – that was the real initial hook." — Scott Wein, Senior Director of Talent and Organizational Capability, Inglis

The Solution

Why Take2
Inglis evaluated three vendors alongside the option of buying recruiting capacity outright. Take2 deploys a network of fully autonomous AI agents that handle the manual, time-consuming work recruiters shouldn't have to do – sourcing candidates, conducting phone screens, scheduling interviews, and verifying references. Every agent is trained exclusively on healthcare roles, so it understands clinical vernacular, certifications, licensure requirements, and the regulatory environment that shapes every hire. For Scott, choosing a platform already running inside larger healthcare organizations made this a measured step rather than a leap.

"This was an opportunity for us to step into an area that we need in recruiting, with a tool that has many more users than we have. So this was a safe way to step in and start to use a tool. It blew our expectations away." — Scott Wein

What they deployed

• An AI Interviewer that answers every application, at any hour. Candidates who apply overnight, after a shift, or over a weekend are contacted and screened right away rather than waiting for a recruiter's morning. Every completed screen lands in the dashboard with a transcript and a score attached.

• Screening questions that reflect how Inglis actually hires. Shift availability is confirmed up front, so recruiters only pursue candidates who can work the hours that are open. Role-specific requirements – a reliable vehicle and proof of insurance for maintenance technicians, licensure status for clinical roles – are answered before anyone books an interview. And the screen asks candidates why they want to work with a disability population. "The responses that we get help us to know if this person is genuinely connected to our mission, vision, and values, or if they're just looking for a paycheck," Andrea said. For an open recruiter role, the team added a question the resume never covers: what's your superpower?

• The screen also captures when to call back. Rather than opening a round of phone tag, the interview asks candidates for their availability and the best times to reach them, so the follow-up call lands when the candidate is actually free.

• An AI Sourcer that turns past applicants into a live pool. Take2 ingested Inglis's historical applicant database – tens of thousands of people, with resumes and context – so the team can search it and run targeted campaigns. When evening and overnight shifts open, the agent reaches back out to the candidates who wanted exactly that.

• Integration on Inglis's terms. Inglis was running an older version of Kronos Dimensions that wasn't part of the initial API set. Take2 worked with Inglis's IT team to make it work rather than waiting for an upgrade.

"Take2 was able to work with us, work with our IT team, to be able to find a way to make this work – as opposed to saying, 'Scott, come back to us when you're on UKG Pro.' I have nothing but positive things to say about that." — Scott Wein

The scale it reached

Inglis started with three roles: CNA, LPN, and maintenance technician. Once Andrea had the workflow and the dashboard down, and maintenance technician roles filled quickly, the team added environmental services, security officer, and an open HR recruiter requisition. Scott, meanwhile, had the evidence he needed to bring senior leaders along.

"We had a huge amount of people that were taking this on off business hours. This would have been lost business for us. And we are seeing that people are not only completing it, they're actually giving us high marks – 4.8 or 4.9 out of five – in terms of their experience using the tool. That was a way for me to help senior leaders say: we want to now bring more in." — Scott Wein

See why healthcare's leading talent acquisition teams recruit with Take2. Book a free demo →

The Results

"I absolutely would not want to go back to that manual work." – Andrea Thomas, Talent Acquisition Manager, Inglis

Speed changed first, because nothing waits for the morning anymore. Applications that arrive at 9 PM are screened at 9 PM. Andrea walks in to completed interviews with transcripts and scores rather than a stack of resumes, and she books interviews from that list.

"My mornings are so much better. If I had two hours previously and I'm going through as many resumes as I can – now I'm scheduling multiple candidates in 30 minutes, versus having to review all the resumes and schedule one or two. I'm less stressed because I'm able to work on multiple projects." — Andrea Thomas

The candidate experience held up, and then improved. Inglis expected some resistance from a candidate population with varied education levels and a high share of English-as-a-second-language speakers. Instead, completion rates climbed and candidates rated the experience 4.8 out of 5. The clearest signal came from what candidates started doing on their own.

"The engagement I have with candidates has increased since using Take2. They'll complete that interview and then take that extra step to reach out and say, 'Hey, I did my initial interview. What are next steps?' In the past I was always doing the phone tag with candidates. Now, because they did that interview, they feel confident that they're going to the next step with us, and they take that initiative to reach out." — Andrea Thomas

Past applicants became a source, not an archive. In the first week of running re-activation campaigns for CNA and LPN roles, Inglis generated 17 applications – including candidates Andrea recognized from previous searches.

"I wasn't expecting to have so many. I thought it was going to be slow for that first week. It was nice to actually be able to see some of the same applicants still interested in working with Inglis." — Andrea Thomas

For Scott, that changes what happens when the pressure comes from operations.

"Before, we then had to blindly reach back out. We had to reach into resumes, look into notes. Now we're able to say, here's this group of people who expressed interest in the three to eleven shift. We can move much quicker – to say, I know you applied in the last couple of weeks or months, now there's the shift open that you wanted. Let's have a conversation." — Scott Wein

The team is doing more without doing more hours. Take2 handles the screening; Inglis keeps every hiring decision. Andrea reviews the transcripts, makes the calls, and runs the interviews. What she got back was the part of the day that was never worth her judgment in the first place.

"My time. I would have to go back to that manual work, and that's not something that I would want to do. I only wanted help with that initial screening, and Take2 has blown us away beyond our expectations." — Andrea Thomas

Why It Matters

For Inglis, the gains aren't just an efficiency story – they're a care story. The residents at Inglis House and the people living in Inglis's accessible apartments depend on shifts being covered by people who chose this work on purpose. Every day a CNA line sits open is a day that pressure lands on the staff already there.

Recruiting now runs on the same clock as care. Candidates who work nights, work doubles, or study between shifts can have a real conversation with Inglis whenever they're free, and they hear back within minutes of applying instead of joining the industry's standard silence.

"What we hear in the industry is: I apply and I hear nothing. So now we are differentiated at Inglis. I applied, very quickly I got a message – hey, do you want to have a conversation? I had a conversation. I was able to express why I'm different." — Scott Wein

Recruiters spend their time where judgment matters. Andrea's day moved from reading resumes to talking with candidates and moving them forward, which is what a talent acquisition team is for. Scott's advice to other talent leaders weighing this is deliberately plain: look at whether you're getting everyone you need. "If your recruiters are struggling, use a tool like Take2 to be able to close that gap and get the people in that you need."

The team is still widening the aperture – more roles into the interviewer, more campaigns against the historical applicant pool, and a new recruiter who will experience the screen as a candidate before using it as a colleague.

"Having Take2 has allowed the interviewer to take a key part of getting people when they're ready to have that conversation, and giving us that time back. That allows us to reinvest that time in other places. It's been a force multiplier for us." — Scott Wein, Senior Director of Talent and Organizational Capability, Inglis