What’s on this page:
Key takeaways
- Use SeekOut for clinician discovery and prioritization, then assess whether a separate contact-enrichment step is needed.
- Treat a discovered profile as a lead, not as a record automatically ready for outreach.
- Assign an owner and req ID before enrichment, and carry suppression or opt-out status into downstream systems.
- Route enriched records into your ATS/CRM and sequencing tools with deduplication rules in place.
- Measure progress across discovery, enrichment, outreach attempts, connections, replies, and submissions.
Last updated: August 31, 2026
Ben Argeband, Founder & CEO of Heartbeat.ai — a straightforward look at how two different tools fit together in a clinician recruiting workflow, without positioning one against the other.
Who this is for
This guide is for recruiters using sourcing tools who still struggle to reach clinicians outside LinkedIn. A target list can be strong, yet wrong numbers, bounced emails, and manual handoffs can consume time.
Clinicians may be in clinic, reached through gatekeepers, or prefer one channel over another. If your process can’t quickly turn "found" into "contactable," speed-to-submittal can suffer.
Quick answer
- Core answer
- Use SeekOut to discover clinician targets, then enrich verified phone/email and route into your ATS/CRM for compliant sequencing and measurable outreach outcomes.
- Key insight
- SeekOut is discovery; Heartbeat.ai is contact enrichment. Pairing them closes the gap between a profile and a reachable candidate record.
- Best for
- Recruiters using sourcing tools who still can’t reach clinicians outside LinkedIn.
Compliance & safety
This method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.
TL;DR
- Use SeekOut to build a prioritized target list with context.
- Use Heartbeat.ai to enrich usable phone/email plus suppression and opt-out handling.
- Automate the handoff into ATS/CRM and your sequencer via Zapier, Make, or API.
- Track outcomes (connects, deliverability, replies, submissions), not just “profiles added.”
| Workflow | What you get | What usually breaks |
|---|---|---|
| SeekOut-only | Strong discovery and filtering | Reach, suppression propagation, and clean routing into outreach systems |
| Paired (Source → Enrich → Sequence) | Discovery plus contact readiness and measurable outreach | Duplicates and compliance risk if you don’t pass opt-out/suppression into every downstream tool |
The discovery-to-contact workflow: Source → Enrich → Sequence
A practical workflow assigns ownership for discovery, contact readiness, and sequencing. In healthcare recruiting, the goal is to move a lead from discovery toward a real conversation while managing compliance risks and duplicate records in your ATS.
- Source (discovery): build a relevant list with context — role, org, location, specialty signals. This is where SeekOut fits.
- Enrich (contact readiness): add usable channels — callable numbers, deliverable emails — plus suppression and opt-out handling. This is where Heartbeat.ai fits.
- Sequence (execution): push into ATS/CRM and run compliant multi-touch outreach with logging and reporting.
The trade-off is straightforward: discovery tools focus on finding and filtering; enrichment tools focus on contactability and deliverability. If your workflow doesn’t clearly cover both jobs, handoffs may slow down and outreach may be less effective.
Step-by-step method
Step 1: Define the output you actually need, not “more profiles”
To move a req forward, your team needs a contactable record with an owner and a next action. Treat "discovered" as a lead, not as a record that’s automatically ready for outreach.
- Discovery output: a prioritized list with enough context to personalize.
- Contact readiness output: at least one usable channel plus suppression/opt-out status and routing fields.
Step 2: Export a minimum viable list from SeekOut
Don’t export everything; export what your team can work. Pull a prioritized, minimum viable list (MVL) from SeekOut, starting with Tier 1, to keep enrichment and routing manageable.
- First name, last name
- NPI (if you have it), specialty, state
- Current organization or facility
- Profile URL (optional)
- Internal fields: req ID, recruiter owner, priority tier (Tier 1/Tier 2)
If you can’t assign a record to an owner, hold off on enrichment. Unowned records can contribute to duplicates and compliance risks later.
Step 3: Enrich in Heartbeat.ai
Run the MVL through Heartbeat.ai to add phone or email information where available, along with operational flags your team needs to manage outreach responsibly:
- Phone and email where available
- Suppression and opt-out indicators, so future outreach stops when it should
- Confidence/quality signals so reps know what to try first
The goal is for a recruiter to open a record and see the next step: call, email, or do not contact.
Step 4: Route enriched records into your ATS/CRM and sequencer
Once enriched, route records into your ATS/CRM and sequencing tool. Automating handoffs can reduce copy-pasting and duplicate records.
- Zapier: fastest setup for common workflows.
- Make: better for branching logic and data transforms.
- API: best for higher volume and strict matching rules.
Minimum routing fields — don’t skip these:
- req ID and recruiter owner, so work doesn’t get orphaned
- specialty and state, so reporting and routing stay accurate
- suppression/opt-out status, so you don’t re-contact someone who opted out
Suggested dedupe keys — pick what your ATS supports:
- Primary: NPI (when present)
- Fallback: name + organization/facility + state
Step 5: Run a two-lane outreach motion — call-first with email support
Clinicians may be hard to catch live, so keep first touches short and easy to respond to. Operationally, this can mean consistent call blocks and a clear callback path: a direct line, a voicemail that states the ask, and a follow-up email with a matching message.
- Lane A (call-first): short call blocks aimed at live conversations.
- Lane B (email support): short, compliant emails that confirm relevance and offer a time window.
Log outcomes in your ATS/CRM so you can assess what’s working by specialty, geography, and facility type.
Diagnostic table
| Recruiting job-to-be-done | SeekOut (discovery) | Heartbeat.ai (contact enrichment) | What “done” looks like |
|---|---|---|---|
| Build a target list for a req | Strong fit | Not the primary use | Targets are relevant and prioritized (Tier 1/Tier 2) with req ID + owner |
| Turn targets into reachable records | Not the core job | Strong fit | At least one usable channel plus suppression/opt-out status |
| Automate handoffs to ATS/CRM | Depends on your stack | Designed to feed downstream systems | Zapier/Make/API flow creates or updates candidates without duplicates |
| Protect outreach reputation | Not the focus | Core requirement | Verification + suppression reduce bounces and repeated unwanted outreach |
| Measure what matters | Top-of-funnel visibility | Channel readiness visibility | You can report discovered → enriched → attempted → connected/replied → submitted |
Weighted checklist
Score each item 0–2 (0 = no, 1 = partially, 2 = yes), then multiply by its weight. Low scores on reach and compliance may indicate a need to improve contact readiness or workflow controls—not simply increase sourcing volume.
| Decision factor | Weight | What to verify |
|---|---|---|
| Your team can consistently reach sourced clinicians | 5 | Reps aren’t stuck with “good list, no usable channels” |
| Your workflow respects consent and opt-out end-to-end | 5 | Suppression flags flow into ATS/CRM and sequencing tool |
| Clean handoff from discovery to ATS/CRM | 4 | Zapier/Make/API prevents duplicates and preserves ownership |
| You can measure call + email outcomes by req | 4 | Outcomes are logged and reportable, not just “profiles added” |
| You have a repeatable first-48-hours motion after intake | 3 | MVL export, enrichment, and first touches happen fast |
| You have a clear “do not contact” rule that reps follow | 3 | Suppression is enforced across tools, not left to memory |
Outreach templates
Keep these templates short. The goal is to invite a response and a real conversation. Honor opt-out requests and document consent where required.
Template 1: Call opener (15 seconds)
“Hi Dr. [LastName]—this is [Name]. I’m calling about a [Specialty] role in [City/State]. Is now a bad time, or can I take 20 seconds to see if it’s relevant?”
- If yes: “What would make a move worth a conversation — schedule, comp model, call, or location?”
- If no: “Understood. What’s a better time window this week?”
Template 2: Email (first touch)
Subject: Quick check — [Specialty] role in [Location]
Body: Dr. [LastName] — I’m recruiting for a [Specialty] opening with [Facility/Group]. If you’re open to a quick call, what’s the best time window this week? If not you, I’m happy to stop — just reply “no.”
Opt-out line: If you prefer not to receive recruiting outreach from me, reply “opt out” and I’ll suppress future messages.
Template 3: SMS (only where appropriate and permitted)
“Dr. [LastName], this is [Name] recruiting for a [Specialty] role in [Location]. OK to send details here, or prefer email?”
Only use SMS where permitted and consistent with your organization’s policies, and always honor opt-out and logging.
Common pitfalls
- Confusing discovery with reach. A strong list doesn’t help if you can’t connect. Treat sourcing as upstream and contact enrichment as a separate operational step.
- Exporting the wrong unit of work. Export a massive list and enrich all of it, and you waste time and budget. Export a Tier 1/Tier 2 MVL tied to recruiter capacity, then enrich in batches.
- Not carrying suppression/opt-out downstream. If your ATS/CRM or sequencer doesn’t receive opt-out flags, you’ll re-contact people who asked you not to. That’s preventable.
- Over-automating before you standardize fields. If names, orgs, or NPIs aren’t consistent, automations create duplicates and reps stop trusting the system.
- Measuring activity instead of outcomes. “Profiles added” is not a recruiting KPI. Track connects, replies, and submissions.
How to improve results
Define workflow fit
Workflow fit is the degree to which a tool’s outputs can move through your recruiting process — source, enrich, ATS/CRM, outreach, logging — with minimal manual rework, low duplication, and compliant suppression/opt-out handling.
Three pairing recipes
| Recipe | Best for | Automation | Required fields to pass | Common failure mode |
|---|---|---|---|---|
| A: SeekOut list → Heartbeat enrich → ATS/CRM → sequence | Teams that want clean ownership + reporting | Zapier / Make / API | req ID, owner, specialty, state, suppression/opt-out | Duplicates if matching rules aren’t set (name-only matching) |
| B: SeekOut list → Heartbeat enrich → sheet staging → ATS/CRM | Teams that need a QA checkpoint | Make (often) or Zapier | All above + QA status + notes | Sheet becomes a second ATS if you don’t enforce “staging only” |
| C: SeekOut list → Heartbeat enrich → sequence tool → ATS/CRM logging | Agency workflows where the sequencer is the daily cockpit | API or Make | Owner, req ID, suppression/opt-out, last touch outcome | Opt-out doesn’t sync back, causing repeat outreach later |
How to measure it
Track each stage as a conversion, per req and per recruiter, using a consistent time window:
- Discovered → enriched rate: enriched records / discovered records (per 100 discovered).
- Attempted outreach rate: candidates with at least one call or email / enriched records (per 100 enriched).
- Connect rate = connected calls / total dials (per 100 dials).
- Answer rate = human answers / connected calls (per 100 connected calls).
- Deliverability rate = delivered emails / sent emails (per 100 sent emails).
- Bounce rate = bounced emails / sent emails (per 100 sent emails).
- Reply rate = replies / delivered emails (per 100 delivered emails).
- Speed to first touch: time from req intake to first attempted outreach (report median).
Segment results by source (SeekOut vs. other), specialty, and facility type. If discovered volume is high but connect and reply rates are low, investigate contact readiness and sequencing as possible bottlenecks.
When pairing is not your next move
- If your team already has a high connect rate and deliverability rate and the bottleneck is interview availability or credentialing, fix downstream constraints first.
- If your ATS/CRM data hygiene is broken — duplicates, missing owners — fix routing and matching rules before adding more volume.
Legal and ethical use
Build your process to support responsible outreach:
- Use data for legitimate recruiting purposes only.
- Respect consent where required and always honor opt-out requests quickly.
- Minimize data: store what you need to recruit, not everything you can find.
- Keep suppression lists synchronized across tools — ATS/CRM, sequencer, spreadsheets.
Evidence and trust notes
SeekOut positions itself as a talent search and discovery platform; review their product positioning here: SeekOut official site.
For how Heartbeat.ai evaluates data quality, verification, and responsible use, read: Trust & methodology for provider data. This page focuses on workflow fit and measurement, not performance promises.
FAQs
What is SeekOut best used for in healthcare recruiting?
Discovery: building a prioritized target list with context you can use to personalize outreach and route work to the right recruiter.
What should I add when I can find clinicians but can’t reach them?
Add a contact enrichment step that produces usable phone/email plus suppression/opt-out handling, then route those records into your ATS/CRM and sequencer.
How do I keep opt-outs from getting lost between tools?
Make suppression/opt-out a required field in your ATS/CRM and ensure your Zapier/Make/API flows write it everywhere your team can send messages or place calls.
What metrics should I track to know if pairing is working?
Track Connect Rate (connected calls / total dials), Deliverability Rate (delivered emails / sent emails), Bounce Rate (bounced emails / sent emails), and Reply Rate (replies / delivered emails), plus speed to first touch and submissions per req.
Next steps
- For the contact enrichment layer in detail: Physician contact enrichment (what it is and how to use it).
- For the broader provider data workflow: Provider contact data for recruiting teams.
- If you want to test the pairing workflow on a real req, start free search & preview data.
Bring one active req and a Tier 1 MVL—the candidates your team can work this week. Pairing is useful only if it reduces manual work or improves measurable reach.
About the Author
Ben Argeband is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two successful platforms trusted by over 50,000 sales and recruitment professionals. Ben’s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. Connect with Ben on LinkedIn.
