The Staffing Firm
New Client Machine
Build targeted employer lists, enrich with open job signals, and send AI-personalized cold email to HR Directors and Operations Managers — generating new staffing client contracts on autopilot.
Runs on Apollo · Saleshandy · n8n · OpenAI · LinkedIn. No SDRs. No manual list building. Just booked discovery calls.
Every staffing engagement runs across defined outreach lanes
Each lane targets a specific employer segment — industry, geography, job function, and hiring signal. We build 2 to 4 lanes simultaneously, each with its own Apollo filter set, email sequence, and LinkedIn targeting rules.
| Contact | Company | Industry | Open Roles | Outreach Status |
|---|---|---|---|---|
Sandra Pruitt HR Director | Columbus Steel Partners Columbus, MS | Steel / Metals | 7 | Replied — Interested |
Marcus Webb VP Human Resources | Barton Industries Decatur, AL | Automotive Parts | 11 | In sequence (Email 2) |
Deb Fontenot Plant Manager | Southern Packaging Co. Tupelo, MS | Packaging / Mfg | 4 | In sequence (Email 1) |
Kevin Tran Operations Director | Huntsville Aerospace MRO Huntsville, AL | Aerospace / Defense | 9 | Meeting booked |
Rhea Castillo HR Manager | Mississippi River Metals Vicksburg, MS | Steel / Metals | 5 | Queued — pending send |
| Contact | Company | Contract Type | Open Roles | Outreach Status |
|---|---|---|---|---|
Col. (Ret.) Brian Marsh VP Talent Acquisition | Hadrian Systems LLC Pascagoula, MS | Navy / MRO | 14 | Queued — domain warming |
Alicia Drummond HR Director | Gulf Defense Systems Mobile, AL | Aerospace / DoD | 8 | Queued — domain warming |
James Okafor Program Director | Barton Logistics Federal Huntsville, AL | Army Sustainment | 6 | Queued — domain warming |
4-touch AI-personalized sequence. Every email references an open role at that specific employer.
Each email is written by OpenAI using the prospect's job title, company name, industry, and active job postings as context. The first line is unique to every recipient. Sent from warmed dedicated domains on Saleshandy.
Hi Sandra,
Noticed Columbus Steel Partners has 7 production and quality control roles open right now — that's a meaningful hiring push for a facility your size.
We're a staffing firm that specializes in placing skilled manufacturing workers across Mississippi and Alabama. We've filled positions for steel and metals facilities in Columbus and Decatur, typically with 3–5 qualified candidates submitted within 72 hours of a job order.
Would it be worth a 15-minute call this week to see if we're a fit for any of those open roles?
— Jason
Replies route automatically to GoHighLevel. Every employer is tracked from first touch to signed contract.
GoHighLevel AI classifies every reply in under 2 seconds — interested, question, opt-out. Interested replies trigger a calendar booking link. Meeting confirmations fire automatically. Show-up rate: 91%.
From Apollo search to signed MSA — every step automated
Employer list built by lane in Apollo
Each outreach lane is defined by industry, headcount, geography, title, and hiring signal. Apollo filters return verified prospect records — name, title, company, email, LinkedIn URL — for every matching employer contact.
Open job signals enriched per prospect
Each employer's current open roles are pulled from LinkedIn Jobs or a job board API and attached to their record. OpenAI uses the job titles and count to write a unique, role-specific first line for every cold email — not a template variable swap.
Email verified — under 2% bounce rate
Every email address is verified for deliverability via Hunter.io before being queued. Unverifiable contacts are flagged for LinkedIn or phone outreach instead. Bounce rate stays under 2%, protecting sender domain reputation throughout the campaign.
4-email sequence launched on warmed domains
Personalized sequences load into Saleshandy and begin sending from dedicated warmed sending domains — separate from the firm's primary domain. Rotating sender accounts keep daily volumes safe. Open rates consistently 50%+.
LinkedIn sniper outreach runs in parallel
For high-priority targets — VP and Director level, defense contractors, named accounts — a LinkedIn connection request and follow-up message fires in parallel with the email sequence. Connection rate: 30–45%.
Replies classified and meetings booked automatically
GoHighLevel AI reads every reply in under 2 seconds. Interested replies trigger a calendar booking link. Sequences auto-pause for active conversations. Meetings fire with confirmation and 24hr / 1hr reminders. Show-up rate: 91%.
Discovery → job order → placement → MSA
Post-meeting, the employer enters the GoHighLevel pipeline — Discovery, Proposal Sent, First Job Order, Placement Made, MSA Signed. Every stage is tracked with automated follow-up for stalled opportunities. Average days to first placement: 18.
What the numbers actually look like at scale
Based on a 500-record manufacturing lane, 4-email sequence, 30-day window.
Every tool in this system has a specific job
No platform is chosen by default. Every tool is selected because it's the best option for its specific role in the workflow.
| Category | Detail |
|---|---|
| Outcome Delivered | Physician referrals routed into the enrollment pipeline, with each qualified patient record written to the CTMS automatically via API |
| Who Benefits | Clinical research sites, SMOs, CROs, and sponsors running active patient enrollment across any therapeutic area |
| Target Audience | Physicians within a defined radius of the trial site who treat patients matching the study's inclusion criteria — identified by NPI taxonomy code |
| Why This Channel Is Underused | No centralized way to reach every relevant physician at scale. Most sites rely on informal PI networks and existing relationships — missing the majority of nearby prescribers. |
| How Physicians Are Identified | CMS NPPES NPI Registry queried by taxonomy code (e.g., 207RE0101X for Endocrinology), geocoded against site coordinates by radius |
| Outreach Channels | Cold email (Saleshandy, 5 to 12% reply rate), LinkedIn connection plus message (30 to 45% connect rate), physical postcard to practice address (12 to 18% response rate) |
| Tools Involved | CMS NPPES API, Google Maps API, Hunter.io, Saleshandy, LinkedIn, n8n, PostGrid or Lob |
| CTMS Integration | RealTime eClinical, CRIO, Veeva SiteVault, Clinical Conductor — qualified referrals create patient records via API with zero coordinator data entry |
The CMS NPPES NPI Registry assigns each licensed US physician a taxonomy code that identifies their specialty. For a diabetes or obesity trial, taxonomy code 207RE0101X (Endocrinology) and 207RB0002X (Obesity Medicine) return all endocrinologists and obesity medicine specialists in a geographic area. The NPPES API is queried with the relevant taxonomy codes and the site's geocoordinates to return all matching physicians within a configured radius — typically 15 to 30 miles. The output is a complete list of every relevant specialist near the site, from a publicly available authoritative federal database, for free.
Cold email sequences targeting physicians by specialty and therapeutic area achieve 5 to 12% reply rates for clinical trial outreach — higher than generic B2B cold email because relevance is high. LinkedIn connection requests to physicians with clinical research context achieve 30 to 45% acceptance rates. Physical postcards to practice addresses achieve 12 to 18% response rates per USPS data for healthcare professionals. Running all three channels from a single physician record maximizes reach without requiring multiple separate campaigns.
When a physician replies with a patient referral, an AI layer reviews the patient details against the study's inclusion and exclusion criteria before the coordinator sees the message. Patients who clearly do not qualify are flagged automatically. Patients who may qualify are routed to the coordinator with a pre-screening summary. Qualified referrals write directly to the CTMS via API, creating the patient record with referral source, pre-screening status, and referring physician contact all logged automatically.
Pre-built integrations exist for RealTime eClinical, CRIO, Veeva SiteVault, and Clinical Conductor. All integrations create the patient record via API — zero coordinator data entry. Custom integrations are available for proprietary CTMS platforms used by academic medical centers and large SMO networks.
Hunter.io uses email pattern discovery, MX record lookup, and SMTP verification to confirm whether a professional email address exists and will deliver. For physician outreach, Hunter is queried with the physician's name and practice domain and returns a confidence score. Addresses with 85% or higher confidence are queued for outreach. This keeps bounce rate under 2%, protecting sender domain reputation and maintaining inbox placement rates throughout the campaign.
The cost per enrolled patient via physician referral outreach varies by therapeutic area, site geography, and protocol complexity. In general, physician referral campaigns cost $200 to $800 per enrolled patient in direct platform and outreach costs — significantly less than paid media recruitment ($1,500 to $5,000 per enrolled patient) and comparable to or better than patient database outreach. The quality of physician-referred patients is also higher — they have been pre-qualified by a physician who knows their medical history and the study criteria.
Yes. The system supports multiple active studies per site simultaneously, with each study having its own physician target list (based on its specific therapeutic area and inclusion criteria), its own outreach sequence, and its own referral routing and CTMS integration. Studies do not cross-contaminate each other's physician pools or referral tracking. A site running a diabetes study and an oncology study simultaneously manages both campaigns independently from the same n8n workflow infrastructure.
Study opens and therapeutic area defined
Therapeutic area, inclusion and exclusion criteria, and site coordinates entered manually or pulled from CTMS via API. Relevant NPI taxonomy codes identified for the indication.
NPPES registry queried for all nearby specialists
CMS NPPES API returns every physician matching the therapeutic area taxonomy codes within the configured radius of the site. Typically 50 to 500 physicians per site depending on market size and specialty.
Google Maps radius filter applied to narrow list
Practice addresses geocoded. Only physicians within the defined drive-time radius pass through to outreach. Approximately 30 to 60% of raw NPPES results pass this filter in most markets.
Hunter.io verifies professional email addresses
Each physician's professional email verified with Hunter.io confidence scoring. LinkedIn profiles matched in parallel. Approximately 89% of physicians have a verifiable professional email.
Multichannel outreach deploys automatically
Saleshandy sends a 4-email sequence on warmed domains. LinkedIn connection plus message fires in parallel. Physical postcard queued to practice address via PostGrid or Lob.
AI prescreens patient referral replies
When a physician replies with a patient, AI checks patient details against study criteria. Qualified patients routed to coordinator with pre-screening summary prepared.
Qualified patient record written to CTMS
Qualifying referrals create a patient record in the CTMS via API. Referral source, referring physician, pre-screening status, and contact all logged automatically.