How a Healthcare Company Transformed Hiring Through AI Integration with UKG

In today’s competitive hiring landscape, speed, personalization, and automation are essential — not optional. By implementing AI integration with UKG Pro, one healthcare organization completely transformed its recruiting process. The result? Automated screening, faster applicant engagement, and a significant reduction in time-to-hire — all while improving candidate quality and recruiter efficiency.

The Challenge: Legacy Workflows = Missed Talent

The organization was facing a familiar set of recruiting roadblocks:

• Lengthy application forms caused high candidate drop-off rates

• Recruiters were overwhelmed by resumes

• Communication delays slowed down the hiring process

• Unqualified candidates consumed unnecessary time and effort

What they needed wasn’t just another ATS — it was an intelligent, AI-powered layer that could handle screening, communication, and scoring at scale.

Here’s a behind-the-scenes look at how they did it — step by step.

Step 1: Bi-Directional Sync with UKG Pro Recruiting

The first phase involved seamless data synchronization:

• Job Opportunities, Job Locations, Candidates, and Applicants were automatically pulled from UKG Pro Recruiting at regular intervals.

• The system also ensured Applicants were linked with their job locations to preserve context for interviews and workforce planning.

This integration laid the foundation for real-time data usage across workflows.

Step 2: Setting Up Structured Screening With Interview Question Templates

Each job opportunity was enriched with:

• Role-specific interview questions, customizable per job title (e.g., CNA, LPN, RN).

• Templates were embedded directly into the opportunity records.

• The AI checked regularly if candidates received and completed the interview questions.

Step 3: Candidate Engagement at Scale

AI-powered messaging activated once an applicant entered the system:

• Automated SMS and email messages collected key details like certifications, availability, shift preferences, and interest in alternate roles (e.g., dietary, housekeeping).

• For unqualified candidates, the AI offered CNA training program referrals or redirected them to more suitable roles.

Step 4: Intelligent Screening and Ranking

After interview responses were submitted:

• The AI evaluated answers and screened resumes, cross-referencing them against the job’s requirements and the candidate’s experience.

• It then scored and ranked candidates, prioritizing top fits while keeping unqualified talent engaged elsewhere in the funnel.

Candidates were measured not only on experience, but also communication, willingness to learn, and reliability — all through AI-driven analysis.

Step 5: Threshold-Based Interview Scheduling

Once a candidate surpassed a pre-set threshold score, they were automatically sent a Calendly link to schedule an interview.

The customer had flexibility:

• Thresholds could be set either in UKG Pro Recruiting or directly within the CloudApper AI Recruiter interface.

• Calendly links were synced and embedded in both the chatbot and the application record for full traceability.

Step 6: Ongoing Nurture and Notifications

For candidates who didn’t complete the interview questions:

• The system automatically followed up via SMS/email reminders.

• Custom chatbot conversations helped candidates understand the company, culture, and process.

Additionally, those progressing in the funnel received:

• Updates every 48 hours from leaders (e.g., CPO or CEO), configured during onboarding.

• Personalized rejection emails for those disqualified, offering referrals and job suggestions.

Step 7: Offer Letter Automation

The final stage was handled with precision:

• Offer letters were generated automatically, with support for multiple pay types (salary, hourly, commission, flat rate).

• Letters included summary reports and templated PDFs, routed to the hiring team for approval.

Bonus: Compliance and Bias Reduction

Throughout the process, AI worked to minimize bias:

• Candidate resumes were standardized, stripping identifiers like schools, companies, ages, and affiliations.

• Responses were linguistically normalized, allowing for objective evaluation.

This ensured:

• Diversity and inclusion goals were upheld.

• The system met compliance standards in sensitive markets like New York

The Impact: From Admin Work to Strategic Hiring

With the CloudApper AI Recruiter in place, the healthcare provider saw results fast: