Trusted Employer of Record Services for the Medical Industry
In the medical field, every second counts, and dealing with HR shouldn’t slow you down. At HR Options, our professionals offer Employer of Record services to build and manage your healthcare team without the stress of payroll, compliance, or admin work.
Whether you’re hiring nurses, lab techs, or support staff, we’ve got you covered from day one. We handle everything, including contracts, onboarding, taxes, benefits, and labor law compliance, to help you focus on patient care.
Our user-friendly online platform keeps you in the loop with real-time updates and clear reports. From clinics and hospitals to research labs and private practices, we help you confidently scale your team.
Let our experts take care of the paperwork, so you can get back to saving lives!
Testimonials
What Our Customers Say
Simplify Your Healthcare Workforce Management with Our Expert HR Services
Managing medical staff and employment logistics in healthcare can be complex, but HR Options makes it simple. Our employ-of-record experts can help hospitals, clinics, labs, and healthcare providers hire, onboard, and easily manage their workforce. Whether you need temporary nurses, traveling specialists, or full-time support staff, we handle the entire employment process so that you can focus on running your medical facility. Our full-service solutions include:
- Onboarding
- Offboarding
- Payroll processing
- Tax filings
- Timesheet tracking
- Handling healthcare-related forms
- Managing employee benefits
- Support with employee relations
- Compliance with employment laws
Valuable Benefits for Healthcare Professionals
In the medical industry, attracting and retaining skilled professionals means offering more than just a paycheck. At HR Options, we design competitive benefits packages that meet the unique needs of healthcare workers, from physicians and nurses to lab techs and administrative staff.
We work closely with healthcare organizations to build custom benefit plans that support employee well-being, promote retention, and show your team they’re truly valued. Depending on your organization’s needs, our employee benefits packages may include:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Long-Term Disability Insurance (LTD)
- Health Savings Accounts (HSA)
- Flexible Spending Accounts (FSA)
- Retirement Plans or Pension Options
- Wellness and mental health support programs
Essential Employment Information for the Medical Industry
Looking for dependable Employer of Record services in the medical field? Here’s some key employment information healthcare organizations should keep in mind when managing staff:
What is the Minimum Wage Rate in the Medical Industry?
In the medical industry, wages are usually higher than the legal minimum due to required skills and certifications. For example, as of 2025, the U.S. federal minimum wage is $7.25/hour, and Canada’s federal rate is $17.75/hour. However, healthcare roles like CNAs, medical assistants, and lab techs typically earn more, with added overtime and shift pay, especially in hospitals, clinics, and long-term care facilities.
What is Considered Full-Time Employment in the Medical Industry?
In the medical industry, full-time employment typically means working 35 to 40 hours per week. This shift can vary slightly depending on the healthcare facility, type of role, or staffing model. Hospitals and clinics may define full-time based on shift rotations, patient load, or union agreements. Healthcare employees should check their employer’s policies for benefits eligibility, scheduling expectations, and overtime rules.
What is Considered Part-Time Employment in the Medical Industry?
Part-time employment generally refers to working less than 30 hours per week. However, there is no universal legal definition, and healthcare employers may set their own guidelines based on staffing needs. While part-time healthcare workers may not qualify for full benefits, some facilities offer pro-rated perks, flexible scheduling, or limited health coverage to attract and retain skilled professionals.
How Do Employees Get Paid for Overtime in the Medical Industry?
In the medical industry, non-exempt employees must be paid 1.5 times their regular hourly rate for any hours worked beyond 40 in a week. This rule applies to roles like nurses, medical assistants, and support staff. Some positions may be exempt based on duties and salary. Overtime rules can also vary by employer or union contracts, so employees should review specific workplace policies to ensure fair compensation.
How Much Time Does Onboarding Take in the Medical Industry?
Once all required documents and credentials are received, onboarding is typically completed within 2 to 5 business days. However, additional checks, such as license verification, background screening, and work eligibility, may extend the process by up to 3 more days, especially for roles involving patient care. We aim to keep onboarding quick and compliant so that healthcare professionals can immediately start their roles.
What is the Payroll Cycle in the Medical Industry?
In the medical industry, payroll cycles commonly follow a bi-weekly or semi-monthly schedule to ensure staff receive timely and reliable pay. Healthcare employers often choose pay dates that fit their operational needs, such as mid-month and month-end payments. Bonuses, overtime, and any reimbursements are usually included in regular paychecks, but specific payroll practices can vary depending on the organization.
The second installment often includes applicable bonuses, commissions, or reimbursements. This structure helps retail businesses manage cash flow efficiently while supporting employees with predictable pay schedules.
Details of New Hire Paperwork
Requirements in the Medical Industry
Hiring new employees in the medical industry requires collecting specific documents to ensure compliance and a smooth onboarding process. In the United States, key paperwork includes:
Form W-4
Before starting, every new medical employee must complete and sign the IRS Form W-4, which determines the correct federal income tax withholding from their pay.
State Withholding Form
Employers collect the appropriate state tax withholding form to ensure accurate payroll deductions based on the employee’s location.
Form I-9
All new hires must complete Form I-9 to verify identity and legal work eligibility. Employers review and keep supporting documents as part of this verification.
Workers’ Compensation Notice
Medical employers provide a written notice explaining workers’ compensation rights, including how to report workplace injuries and available benefits.
Healthcare Licenses and Certifications
New hires must submit valid medical licenses and certifications relevant to their role before starting work.
Local Requirements
Follow additional paperwork requirements for new hires in Flagstaff.
Additional Recommended Documents
Employee Handbook
A detailed guide outlining workplace policies, code of conduct, patient care standards, dress code, and available benefits within the medical facility.
List of Contacts
This is a contact sheet with the names and contact details of supervisors, HR personnel, department heads, and compliance officers for quick access to support.
Direct Deposit Authorization Form
This form collects banking information such as the employee’s bank name, account number, and routing number to streamline payroll through direct deposit.
Emergency Contact Form
Employers should request contact information for a family member or close contact in case of on-the-job emergencies involving the employee.
Confidentiality and HIPAA Agreements
Include confidentiality or HIPAA forms to ensure legal protection of patient information and compliance with privacy laws.
Job Offer Letter
A formal letter stating the role, pay rate, work hours or shifts, start date, and applicable benefits to confirm the employment agreement.
Employment Taxes in the Medical Industry
Like other sectors, the medical industry is subject to federal employment taxes that affect both employers and employees. Here’s a simplified breakdown of typical employment tax responsibilities:
Employer Taxes
| Employment Tax | Tax Percentage |
|---|---|
| FICA (Medicare) | 1.45% |
| FICA (Social Security | 6.2% |
| State unemployment insurance tax (SUTA) | Varies by state |
| Federal unemployment insurance tax (FUTA) (charged on the first $7,000 earnings per year of an employee) | 6% |
Employee Taxes
| Tax Type | Tax Percentage |
|---|---|
| FICA (Medicare) | 1.45% |
| FICA (Social Security | 6.2% |
| State income tax | Varies by state |
| Federal income tax | 10% to 37% |
Important Leave Policies in the Medical Industry
| Leaves Title | Law |
|---|---|
| Bereavement Leave | Medical employers allow eligible staff to take time off to grieve the loss of a family member under applicable family and medical leave laws. |
| Paid Sick Leave | Healthcare workers may get paid sick leave to recover from illness, care for sick family members, or manage health during public health emergencies. |
| Blood/Organ/Bone Marrow Donation Leave | Hospitals and clinics may voluntarily provide leave for blood, bone marrow, or organ donations, though no federal law requires it. |
| Crime Victims' Leave | Some medical employers allow time off for employees involved in legal proceedings as crime victims, even without a specific legal requirement. |
| Court Attendance/Witness Leave | Hospitals may offer leave for employees who must appear in court as witnesses, although the law does not require it. |
| Domestic/Sexual Violence Victims' Leave | Employees can take protected leave to seek medical care, legal help, or relocation when affected by domestic violence, stalking, or sexual assault. |
| Election Officials' Leave | No legal obligation, but healthcare facilities can permit leave if staff serve as election officials. |
| Family and Medical Leave | Eligible medical workers can take unpaid leave for serious health conditions, to care for a family member, or to bond with a new child. |
| Family Military Leave | Employers can grant time off for employees managing responsibilities related to military deployment or service. |
| Jury Duty Leave | Employers must give medical employees time off to serve on a jury without any penalties or loss of benefits. |
| Legislative/Political Leave | Hospitals may provide unpaid leave for staff participating in civic or political activities. |
| Military Service/Veterans' Leave | Employers must give leave and protect the jobs of employees serving in the military or returning from active duty. |
| Pregnancy Disability Leave | Employers may support working parents by offering time off for school meetings, events, or emergencies. |
| Volunteer Emergency Responder Leave | Some facilities allow leave for employees who serve as volunteer EMTs, firefighters, or responders in rural or underserved areas. |
| Voting Leave | Employers should give reasonable time off for staff to vote, especially when shifts conflict with polling hours. |
Comprehensive Employment Termination Details
Probation Period
Hospitals and clinics usually set a 3 to 6-month probation period for new hires. During this time, supervisors evaluate the employee’s performance, skills, and ability to work under pressure in a medical setting.
Termination Process
Medical employers follow clear guidelines when ending employment. They document performance issues, provide feedback, and ensure compliance with labor laws to avoid discrimination or wrongful termination claims.
Notice Period
Most healthcare workers give two weeks' notice before resigning. This notice allows the medical team to adjust schedules, transfer patient care, and maintain workflow without disruption.
Severance and Final Pay
Employers should issue final paychecks promptly and include any unused vacation or paid leave. If the contract includes severance, they provide it according to the agreed terms. Medical organizations aim to terminate employment respectfully and in compliance with the law.
New Hire Reporting
Employers must report all new hires and rehires to the New York Department of Taxation & Finance within 20 days of the employee's start date. This report should include the employee’s full legal name, date of birth, address, start date, and social security number.
Local Requirements
Follow additional paperwork requirements for new hires in Flagstaff.
Which Laws Apply to Your Medical Facility?
In the United States, medical facilities must comply with employment laws to ensure legal adherence and avoid penalties. Below is a summary of key regulations that may apply to your organization:
| Law | Applies To | Description |
|---|---|---|
| Human Rights Act | Employers with 12+ employees | This act prevents discrimination based on protected traits such as race, religion, disability, and gender during hiring and employment in healthcare settings. |
| Equal Pay Act | All employers | Requires equal pay for men and women performing similar work, with exceptions for seniority, merit, or performance systems. |
| Minimum Wage Law | All employers | Ensures fair minimum compensation for all medical workers, including those in support roles like clerical or janitorial staff. |
| Overtime Pay Law | All employers | It requires paying non-exempt employees at least 1.5 times their regular rate for hours worked beyond 40 in a week; some states also mandate daily overtime beyond 8 hours. |
| Wage Payment Law | All employers | Hospitals and clinics must issue accurate wages on time to avoid payroll violations. |
| Final Paychecks | All employers | Employers must pay all final wages due to medical employees by the next scheduled payday after separation. |
| Voting Leave Law | All employers | Allows healthcare employees reasonable time off to participate in elections without losing pay or job security. |
| Workers' Compensation Law | Employers with 1+ employees | Provides financial and medical benefits for healthcare workers injured or made ill through job duties. |
| Meal Breaks Law | Employers with non-exempt employees | It requires scheduled meal breaks during extended shifts, which is especially relevant for nurses and medical technicians. |
| Occupational Safety and Health Act (OSHA) | All employers | Mandates that healthcare facilities maintain sanitary and safe environments for staff and patients. |
| Clean Indoor Air Act | All employers | Prohibits smoking inside medical buildings to protect patients and staff from smoke exposure. |
| Paid Time Off (PTO) / Vacation Leave | Employers (by company policy) | Allows employers in the healthcare sector to create their own policies for vacation accrual and usage. |
| Termination Law | All employers | Outlines legal and ethical procedures for ending employment relationships with medical staff. |
| Whistleblower Protection Law | All employers | It shields healthcare professionals who report malpractice, safety violations, or legal breaches from retaliation. |
| Background Check Law | Employers in regulated sectors | This law requires proper authorization and adherence to federal guidelines when screening candidates for sensitive healthcare roles. |
| Social Media Law | All employers | Forbids hospitals and clinics from demanding access to private social media accounts of employees or applicants. |
Ready to Simplify Hiring for Your Medical Facility?
Let our healthcare EOR experts help you onboard qualified professionals and ensure full compliance with medical employment laws.