VISBA-AI Boosts Healthcare Booking Efficiency with epicX Talent
Resources aligned
Healthcare Technology
Europe
VISBA-AI is a European healthcare startup on a mission to make medical access seamless through digital innovation. Their platform connects patients to general practitioners and specialists for both physical and remote consultations.
As their user base expanded rapidly, VISBA-AI faced growing pressure to optimize booking systems, particularly with AI-driven automation. Legacy scheduling tools couldn't keep up with increasing demand and left patients frustrated with long wait times.
With healthcare compliance and patient experience at stake, VISBA-AI needed an engineering partner that could deliver chatbot and LLM solutions swiftly, efficiently, and at a global scale.
VISBA-AI encountered two major challenges limiting their platform's growth
Their platform lacked real-time, intelligent appointment scheduling—critical to reduce manual overhead and meet increasing demand.
VISBA-AI struggled to hire engineers with both AI/LLM expertise and healthcare compliance knowledge, slowing down project timelines and innovation.
"We were facing a talent bottleneck. We needed people who understood AI, LLMs, and the nuances of healthcare data compliance. epicX stepped in with the right people. The hiring process was smooth, communication was always clear, and the developers just got what we were building."
- Co-Founder, VISBA-AI
VISBA-AI partnered with epicX to overcome their hiring and product velocity challenges. They selected us based on
epicX had proven success building healthcare-compliant conversational tools, reducing friction in appointment workflows.
We provided 5 highly qualified candidates within days. VISBA-AI selected 2 developers with the perfect blend of AI/LLM and healthtech experience.
The entire hiring process, from kickoff to onboarding, was completed in just 16 days.
Beyond staffing, epicX supported VISBA-AI from chatbot architecture to integration, optimization, and performance refinement over a 14-month engagement.
"We brought epicX in at a critical point. Their developers quickly helped us reduce delivery time and brought fresh thinking to the product. For any healthtech company looking to scale with capable engineers and less stress, epicX is the partner to trust."
Working with epicX, VISBA-AI redefined the speed and scale of its healthcare access model. The AI chatbot we developed now handles real-time bookings for hundreds of thousands of users monthly.
Our team streamlined the entire appointment process, reduced user friction, and helped VISBA-AI meet compliance standards while improving satisfaction and internal efficiency.
Booking time dropped from 10 minutes to just under 2 minutes using an intelligent AI chatbot.
VISBA scaled from handling 300,000 appointments/month to 900,000+ without added operational burden.
epicX delivered 5 top candidates. 2 were hired and onboarded in just over two weeks.
All features were designed with EU health data regulations in mind, reducing legal and technical overhead.
"It never felt like we were working with an external vendor. epicX became an extension of our team from the start. They asked the right questions, delivered clean code, and helped us accelerate key parts of our roadmap. Very different from other outsourcing experiences."
Co-Founder, VISBA-AI
In the startup world, the journey from a brilliant idea to market success is incredibly tough. Up to 90% of all startups fail, with 10% not even making it past their first year.
Even for those in accelerators like Y Combinator, where success rates are higher, the path is still challenging. What separates the winners from the rest often comes down to two key things: having the right people and acting at the right time. Without skilled talent, ideas remain just that; without quick action, market opportunities vanish.
Typically, talent acquisition was seen as a cost-cutting measure, often involving finding cheaper labor overseas. Today, it's a strategic tool. Talent outsourcing helps new startups navigate hiring chaos, avoid delays, and quickly access top-tier global experts. It's no longer just about saving money; it's about building agile teams for rapid growth and innovation.
Want to know how your startup can use this powerful approach to beat the competition and join the successful few? Let's explore how strategic talent outsourcing can become your most valuable asset for scaling up.
The conventional approach to building a tech team often becomes a startup’s biggest hurdle. Imagine needing a specialized AI engineer for your core product. You post the job, wait weeks for applications, spend more weeks interviewing, negotiate offers, and then wait for notice periods.
By the time your new hire is productive, months have passed. Your competitor, meanwhile, partnered with a talent outsourcing firm and had their feature live in weeks.
This isn’t just a hypothetical; it’s a common scenario that highlights the critical inefficiencies of traditional hiring for fast-moving startups.
The average time to hire a software engineer in the US is 66 days.
For highly specialized roles like AI engineers or blockchain developers, this can stretch to 90+ days. Startups simply cannot afford these timelines when market windows are measured in months, not years.
Every day a critical role remains unfilled is a day your product isn’t evolving, and your competitors are gaining ground. A study by the Society for Human Resource Management (SHRM) found that the average time to fill a position is 42 days, and for highly skilled tech roles, it's often longer.
Beyond salaries, the hidden costs of hiring are staggering. Recruitment fees alone can cost 15-25% of the first year’s salary. Add interview time, onboarding costs, equipment, and office space, and you’re looking at $50,000+ per hire before they write their first line of code.
These expenses quickly deplete a startup’s limited capital, hindering other crucial growth initiatives and impacting the overall burn rate. The U.S. Department of Labor estimates the average cost of a bad hire can be up to 30% of the employee's first-year earnings.
Even in tech hubs, finding specific, high-demand skills is a challenge. Silicon Valley, with its 3.2 million residents, has only about 300,000 tech workers.
When you need a niche skill set, you’re competing with tech giants like Google, Meta, and Apple for the same limited pool.
The numbers simply don’t work for most startups, making the search for specialized talent a long and often fruitless endeavor. This scarcity is particularly acute for roles in AI, cybersecurity, and data science.
Startups pivot. They grow quickly, then sometimes need to slow down. Traditional employment models are not built for this reality.
You either over-hire and spend cash on underused resources, or under-hire and miss critical opportunities. This creates a rigid structure unsuitable for the dynamic and unpredictable nature of startup growth.
The most successful startups understand that talent outsourcing isn’t about finding cheap labor; it’s about getting the right expertise exactly when you need it.
Companies like Slack, GitHub, and Basecamp all used outsourced development teams during their early growth phases. Here’s why this approach works so well for startups, especially when looking for staff augmentation or offshore development solutions.
While you’re competing with tech giants for local talent, there’s a world of skilled engineers in countries like Poland, Ukraine, and Pakistan who can deliver the same quality at a fraction of the cost. This global reach is a cornerstone of effective talent sourcing.
epicX taps into this global talent pool, connecting startups with the top 5% of engineers worldwide through rigorous technical screenings that go far beyond simple resume reviews. This ensures you get truly exceptional talent, regardless of location.
Speed is everything in the startup world. epicX can deliver 2-3 pre-vetted developer profiles within 48 hours. Compare that to the 66-day average for traditional hiring.
This speed advantage alone can mean the difference between capturing a market opportunity and watching it slip away.
For a startup, every day counts, and rapid staff augmentation can be the key to hitting critical milestones. Businesses using staff augmentation reported 30% fewer delays.
A mid-level engineer in San Francisco costs $150,000+ annually, plus benefits, equity, and overhead. The same caliber engineer through epicX costs around $60,000 annually, a 60% savings that can extend your runway by months or even years.
This isn’t about cutting corners; it’s about smart capital allocation that allows you to invest more in product development and marketing, fueling sustainable growth.
Startups need to be agile. Maybe you need three engineers for a six-month project, then just one for maintenance. Traditional hiring makes this impossible without painful layoffs.
Staff augmentation through partners like epicX gives you the flexibility to grow or shrink teams based on actual needs, not hiring constraints. This on-demand scalability is crucial for managing unpredictable growth cycles. 95% of clients said staff augmentation gave them more control over timelines.
The proof is in the results. Let’s look at how real startups have used talent outsourcing to overcome growth challenges and achieve remarkable outcomes, showcasing the power of strategic offshore development and remote staffing.
Before Slack became a $27 billion company, they used outsourced developers to build their initial platform. The team focused on product strategy and user experience while their outsourced partners handled the technical implementation.
This approach allowed them to launch faster and iterate quickly based on user feedback, proving that remote staffing can be highly effective for core product development.
GitHub, now worth $7.5 billion, began with a distributed team that included many contractors and remote developers. They proved that you don’t need everyone in the same office to build world-class software.
Their early use of distributed talent helped them understand remote work culture, which became a competitive advantage, especially for a platform built for developers.
Basecamp (formerly 37signals) has always been lean, using outsourced developers for specific projects while keeping their core team small.
This approach allowed them to maintain profitability while their competitors burned through venture capital. They’ve proven that strategic use of external talent can be more sustainable than rapid hiring, especially for long-term growth.
Mifu, an AI-driven influencer platform, partnered with epicX to achieve 35% faster development cycles and 25% improved creator matchmaking precision while saving 40% on hiring costs.
This demonstrates how targeted staff augmentation can directly impact product velocity.
VISBA-AI scaled their healthcare booking platform to handle 80% faster appointment processing and 3x platform capacity, completing their hiring in just 16 days.
SmartBenefits saved 65% on development costs and built their foundational team in 9 days, enabling them to scale to 20,000 users ahead of schedule.
These are not just numbers; they are stories of startups achieving their goals faster and more efficiently with the right offshore development partner.
Most startup founders underestimate the true cost of hiring mistakes.
A bad hire doesn’t just cost their salary, they can set your product back months, damage team morale, and even scare away investors.
The cost of a bad hire is estimated at 2.5x their annual salary when you factor in lost productivity, training time, and the disruption to other team members.
This is a critical consideration for any startup looking into talent sourcing.
When you hire the wrong developer, they don’t just fail to deliver; they often create technical debt that takes months to fix. Poor code architecture, security vulnerabilities, and scalability issues can haunt your product for years.
This is why epicX’s rigorous vetting process, which includes live technical screenings and hands-on assessments, is so valuable. It prevents these costly mistakes before they happen.
Every day your critical role remains unfilled is a day your competitors get ahead. If you’re in a winner-take-all market, being six months late with a key feature can mean losing the entire market.
The opportunity cost of slow hiring often exceeds the salary savings from trying to hire cheaply. This emphasizes the need for efficient talent sourcing and staff augmentation.
Nothing kills team morale like carrying dead weight. When existing team members have to compensate for underperforming hires, productivity drops across the board.
Good developers will start looking for other opportunities, creating a downward spiral that’s hard to recover from. A reliable offshore development partner ensures you avoid these internal team issues.
Not all talent outsourcing partners are created equal. Many operate like traditional staffing agencies, they throw resumes at you and disappear.
epicX takes a fundamentally different approach, positioning themselves as a true growth partner for startups, especially in the realm of tech hiring and offshore development.
Unlike freelance platforms or part-time contractors, all epicX engineers work full-time from dedicated offices, focused solely on your project.
This means no divided attention, no competing priorities, and no communication gaps that plague typical outsourcing arrangements. This commitment ensures your project gets the undivided attention it deserves.
Many agencies practice bait-and-switch, showing you one developer during interviews and assigning someone else to your project. epicX guarantees that you interview and approve the exact developer who will work on your project.
What you see is what you get; complete transparency from day one. This builds trust and ensures you have the right remote staffing in place.
epicX offers a 14-day risk-free trial where you can test your developer on real tasks.
You only pay if you’re completely satisfied after two weeks. This removes the biggest risk in outsourcing, getting stuck with the wrong person and ensures confidence in your staff augmentation choice.
You work directly with your developers, not through account managers or project coordinators.
This eliminates the telephone game effect and ensures your vision gets implemented correctly. Direct communication also builds stronger working relationships and better outcomes, making offshore development seamless.
For non-technical founders, epicX offers fractional CTO support to guide technical architecture, product strategy, and delivery.
This bridges the knowledge gap that often exists between business vision and technical execution, providing invaluable support for your tech hiring needs.
epicX provides local oversight, shift monitoring, and verified work hours. You never have to wonder if your remote team is actually working. This transparency builds trust and ensures consistent productivity, a key benefit of their offshore development model.
Our engineers are fluent in communication and overlap with your working hours for real-time collaboration. This minimizes communication barriers and ensures smooth project execution, a crucial aspect of successful remote staffing.
For example, a mid-level engineer costs $10K–$12K/month in the US. With epicX, the same caliber costs ~$5K/month—without cutting corners. This significant cost saving allows startups to extend their runway and invest more in growth.
Hands-On Vetting, Not Just Resumes
Our engineers are tested with live technical screenings, not just resume scans. We validate every skill, stack, and project experience. This ensures you get highly competent and reliable talent, reducing the risk of bad hires.
When scaling with us, enjoy benefits like dedicated PMs, discounted rates, and priority hiring pipelines for your next hires. This makes growing your team with epicX even more attractive and efficient.
We don't just drop candidates and disappear. We handle contracts, payroll, performance reviews, and proactive feedback cycles, so your team stays stable and high-performing. This comprehensive support sets epicX apart from typical staffing agencies.
The question isn’t whether talent outsourcing works; the question is whether you can afford not to use it. In a market where 90% of startups fail, often due to inability to execute quickly enough, strategic talent sourcing gives you a significant competitive advantage.
The startups that will dominate the next decade are those that can move fastest, adapt quickest, and execute most efficiently.
The choice is yours: stick with slow, expensive traditional hiring and watch competitors race ahead, or partner with a strategic talent provider like epicX and join the ranks of startups that scale successfully through smart offshore development and remote staffing.
Talent outsourcing for startups means working with an external provider to get skilled professionals, usually engineers or developers, on a flexible basis. It helps startups quickly build teams, get specialized knowledge, and lower hiring costs without the difficulties of traditional in-house recruitment.
Talent outsourcing speeds up growth by giving instant access to a global pool of pre-vetted talent, allowing fast team setup (e.g., within 48 hours). This speed helps startups quickly build new features, adapt to market needs, and take opportunities, avoiding the long delays of regular hiring.
While saving money is a big benefit (e.g., up to 65% savings compared to local hires), talent outsourcing is mainly about speed, flexibility, and access to specialized skills that drive faster product development and innovation.
Every engineer goes through a multi-step process, including resume checks, live technical assessments, problem-solving scenarios, and communication screening. Only the top 5% make it through, ensuring they’re startup-ready from day one.
Yes. With epicX, you work directly with the exact developer you approve, no proxies or middlemen. This ensures clarity, real-time collaboration, and complete alignment with your team and vision.
We offer a 14-day risk-free trial. If you're not satisfied, you don’t pay. We’ll also replace the developer quickly to ensure your project stays on track without any delays.
We typically share 2–3 pre-vetted developer profiles within 48 hours. Once you select your match, onboarding can begin accordingly, letting you start work within days, not weeks or months.
Skip the job boards, candidate ghosting, and weeks of screening.
Get top-tier engineers matched to your stack, ready to deliver.
No proxies, No middlemen. Just velocity.
2-Week No-risk trial. Pay only if satisfied.
✓ 50+ tech stacks
✓ 94% success on first match
✓ Talent matched in under 48 hours
