How a Major Health Insurer Automated Interview Scheduling Without Compromising Data Security

There probably isn’t a talent acquisition team on the planet that doesn’t want to improve experiences for recruiters, candidates and hiring managers and reduce time to fill. Those were two of the main considerations a well-known health insurer had as it contemplated a digital tool to automate the scheduling of job interviews.

There was also a third consideration: privacy and security. “The type of data we have for our customers and our clients is data that the bad actors want,” a senior HR executive said at an IAMPHENOM session. “We have very, very high security standards.”

Indeed, they have to when you’re one of the biggest insurance companies by annual revenue in the United States. With almost 74,000 employees globally, the company has two divisions: traditional workplace health insurance ID cards and a pharmacy benefits provider.

Safeguarding talent data

Data breaches are a serious concern in healthcare. They occur through third-party suppliers such as billing companies. That was the case when a digital marketing agency serving several dental practices exposed millions of patient profiles and appointment records.

Protecting such valuable assets is why the large health insurance company sought a trusted partner for interview scheduling.

After issuing a Request for Proposals, the company chose Phenom. A main reason? Phenom maintains the industry-standard certifications and compliances necessary to ensure the highest level of data security and privacy.

“Phenom was the best partner to partner with us on security,” the HR executive said. “They made a couple of adjustments to what they originally offered that were able to then meet the needs of our organization. And so we're just thrilled that we're able to deliver this to our teams while maintaining the privacy and the security that's really, really important.”

Learn more about Phenom's security and compliance

How do you increase adoption of AI scheduling? With results.

Phenom Automated Interview Scheduling was rolled out company-wide in phases in 2024. The benefits were immediate. Ninety percent of screens with recruiters were scheduled via this tool (the other 10% that were not getting screened were at the executive level, which is handled differently). And, an impressive 75% of interviews were scheduled via the tool.

“We didn't know what that number was going to be at first,” the executive said. The testing and learning phases were integral to understanding the realm of possibilities. “We really challenged our recruiters. Just try it, if it doesn't work, it doesn't work, but push the envelope a little bit.”

Push they did. And what they discovered was an increasing number of successful use cases where the tool could come in handy.

How does Phenom's scheduling tool work exactly?

With Automated Interview Scheduling, recruiters can set up interviews in just a few clicks — right from their Phenom Talent CRM. It can be fed into automations later on, and eventually it can be leveraged by AI Agents as well, explained Tim Moulton, a Phenom senior product manager who joined the healthcare executive at the session.

There are three main types of interview templates available:

• Single interview template typically used for one initial 30-minute phone screen

• Multiple-interviews template for a candidate who will need to complete multiple rounds of interviews with different people (often used for longer, second-stage phone interviews)

• Interview event template designed for coordinating group interviews in a single day, such as panel or on-site interviews 

“Then we have what we call scheduling workflows, which tie those interview templates together,” Moulton said.