Do you know the essential areas of HR Compliance? Tracey Cumberland tells you what you need to know to stay ahead of the game.
Running your medical practice isn’t just about seeing patients and providing excellent care – it’s also about creating an environment where your team members thrive, legal risks are minimized, and patients receive the care they deserve. And that’s where HR Compliance comes in. It may not be glamorous or exciting, but it’s a key to the overall success of your practice. It can be tricky as you face unique challenges in this highly regulated environment. Let’s explore why understanding HR compliance is vital, why you need to care about this in your practice, and why it demands your attention.
- Avoiding Legal Nightmares: Consider lawsuits, fines, and damage to your reputation. HR Compliance missteps can be costly both financially and professionally.
- Employee Satisfaction: Clear policies and fair practices bolster employee satisfaction and morale, reduce staff turnover, and improve productivity.
- Ensuring Quality Care: Patient satisfaction and outcomes should be the top priorities of every medical practice. A well-managed workforce directly impacts patient outcomes and satisfaction.
Let’s jump into the essential areas of HR compliance that your practice must master to stay ahead of the game.
Essential Areas of HR Compliance
- Employment Law – Your Legal Safety Net
In January 2025, President Trump issued an executive order titled “Ending Illegal Discrimination and Restoring Merit-Based Opportunity,” which will significantly impact DEI policies/initiatives. These actions represent a considerable shift in federal policy, and the long-term effects, particularly on the private sector, remain to be seen.
Other HR compliance laws, such as the Fair Labor Standards Act (FLSA) and the Family and Medical Leave Act (FMLA), are essential to understand. Misclassifying employees as independent contractors or exempt when they should be non-exempt can result in harsh penalties, and it is crucial to exercise precise hour tracking for payroll and treat all employees equitably. Many medical practices have a significant knowledge gap related to employment law and administration. If an employment claim becomes a lawsuit, it could be costly. Did you know that even individual supervisors can be personally liable for lawsuit damages?
2. Credentialing and Licensing – the Foundation of Quality Care
Imagine this scenario: a patient learns their physician lacks proper credentials. Frightening, right? Credentialing acts as the first line of defense to ensure that your providers are meeting standards of care. It is vital to understand the rules and how to navigate the complexities of credentialing requirements.
3. HIPAA and Confidentiality – Protecting What Matters Most
It’s the law. The Health Insurance Portability and Accountability Act (HIPAA) protects the confidentiality and security of patient and employee health information, and it is crucial to make this clear to your entire staff and to ensure that everyone receives proper training about the HIPAA Rules. Policies and procedures should be implemented to secure protected health information and sensitive employee data, and staff should be trained annually on protocols. HIPAA awareness and understanding is your baseline to protecting health information and understanding patient rights, as well as your responsibility in safeguarding this information. HIPAA violations can be costly – in time, money, and reputational damage.
4. Workplace Safety – Beyond OSHA
OSHA (Occupational Safety and Health Administration) requires practices to provide a safe working environment. This includes avoiding exposure to biohazards, ensuring proper handling of medical waste, and conducting regular safety training.
5. Federal Changes to the DEI Landscape
As mentioned, we will see where the recent federal changes take us. It will be essential to stay abreast of their implementation and their impact on the private sector. Your team should be updated via regular training on laws and interpreting applicable laws.
.6. Wage and Hour Compliance – Precision is the Key
Unpredictable and irregular schedules can complicate compliance with wage and hour laws. Reliable time-tracking systems ensure fair compensation for overtime work, protecting both your practice and your employees.
7. Employee Handbook – A Powerful Tool
An updated employee handbook that outlines your company policies and expectations of your employees, as well as benefits, policies, and procedures, isn’t just a nice-to-have; it’s a must. Your handbook should serve as an employee reference and help ensure clarity and consistency in policy enforcement.
Steps on How to Take Your HR Compliance to the Next Level
- Review Policies Regularly: Laws change, and so must your policies. Review and update (annually is a good practice) HR compliance policies to keep your practice in the clear.
- Training and More Training: Compliance training should be a regular part of operations. HIPAA, employee leave laws (FMLA, ADA), and workplace safety are essential and must be reported as required.
- Implementation of Technology Solutions: Leveraging technology is not only a huge time saver but offers the best chance of reducing tasks prone to human error. Consider this an option if you aren’t already using an HR/workforce software solution. The right system can help reduce errors, save valuable time, and provide essential and timely updates. You can track employee credentials, hours worked, and acknowledgment of policies and updates. The positives of such a solution often outweigh the costs.
- Conduct Audits: Regular internal HR compliance audits should be conducted to identify and address potential problems and gaps within the practice before they become problematic.
- Partner with Experts: Employment law attorneys or compliance specialists can help to ensure that your policies are legally sound and are there for you when you need assistance navigating complex regulations.
- Encourage Open Communication to Support Culture: Culture - here is that word again. Open communication helps foster a culture where employees feel comfortable raising concerns and bringing non-compliance issues to your attention. Transparency is the key to identifying and resolving compliance issues early.
HR Compliance: The Secret Ingredient to Practice Success
HR compliance is more than a regulatory burden—it's a framework for building a healthy, productive, and legally sound work environment. For medical practices, prioritizing compliance ensures smooth operations, protects against legal risks, and creates a foundation for excellent patient care. Medical practices can meet and exceed HR compliance expectations by focusing on the core areas outlined above and implementing proactive strategies.
Have a Question about HR Compliance? Contact Curi HR-OnCall
Curi member practices should utilize our complimentary, unlimited access to timely HR advice via the HR-OnCall program. You can email hr.oncall@curi.com, call 800-535-5058, or visit https://go.curi.com/advisory-hr-solutions.
Resources:
2025 Executive Order
https://www.whitehouse.gov/presidential-actions/2025/01/ending-illegal-discrimination-and-restoring-merit-based-opportunity/
https://natlawreview.com/article/president-trump-issues-sweeping-executive-orders-aimed-dei
DOL Wage and Hour Division
https://www.dol.gov/agencies/whd
A Mapping of the Health Insurance Portability and Accountability Act (HIPAA) Security Rule to the Cyber Resilience Review (CRR). https://insights.sei.cmu.edu/library/a-mapping-of-the-health-insurance-portability-and-accountability-act-hipaa-security-rule-to-the-cyber-resilience-review-crr/
The opinions and views expressed in blog posts on Curi’s site belong to and are solely those of the individual author, and do not necessarily reflect those of Curi Advisory or Curi Advisory’s parent or affiliated companies or their members, insureds, clients, customers, or partners. This post is for informational purposes only and it should not be construed or relied upon as medical advice. If medical care is needed, please consult a qualified professional.
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