(786) 808-8288Book a consultation
ENES
A woman in a gray suit reviews a clipboard with a new hire across a desk

Recruiting and HR

Healthcare HR Services and Staff Training for Medical Practices

Healthcare HR services run on deadlines: Florida law gives an employer 3 business days after a new employee's first paid day to verify their eligibility to work (s. 448.095(2)(a), F.S.), and screening, training and reporting clocks follow within weeks. We develop your employee policies, job descriptions and HR forms, support onboarding and coordinate staff training; you keep final authority over every employment decision.

Book a consultationCall (786) 808-8288

The short answer

What do healthcare HR services cover?

Policies, forms and the deadlines each hire sets off: Form I-9 completed within 3 business days of the hire, the new-hire report within 20 days, a clinician's license verified before the first patient, and exclusion checks before hire and then monthly. The Advixor Group develops your employee policies, job descriptions and HR forms, supports onboarding and coordinates staff training; you keep final authority over every employment decision.

Sources8 CFR 274a.2s. 409.2576, F.S.s. 400.9935, F.S.OIG exclusion bulletin

Onboarding Checklist

A healthcare onboarding checklist for physicians and every other hire

Which rows reach you depends on headcount, license and programs: Level 2 screening follows an AHCA clinic license, Medicaid enrollment or a DCF license.

Step Applies to Deadline Keep for
Form I-9, Section 1 Every new employee At the time of hire 3 years after hire or 1 year after employment ends, whichever is later
Form I-9, Section 2 The employer Within 3 business days of the hire Same as Section 1
E-Verify case Private employers with 25 or more employees Within 3 business days after the first paid day 3 years
New-hire report New and rehired employees; non-employees paid $600 or more a year Within 20 days of the hire date, or of the first payment or contract for non-employees No set period
License verification Every licensed clinician Before the first patient No set period
Level 2 screening Roles your license or program covers Complete before direct contact with vulnerable persons; Clearinghouse status within 5 business days Clearinghouse record
Exclusion check (LEIE) Every employee and contractor Before hire, then monthly (OIG’s advice; a contract term for Florida Medicaid providers) No set period
Bloodborne pathogens training Staff with occupational exposure At initial assignment, then within a year of the last session 3 years
Hepatitis B vaccine offer Staff with occupational exposure Within 10 working days of initial assignment Length of employment plus 30 years
HIPAA training Every workforce member Within a reasonable period after joining 6 years
Minimum wage poster Every employer covered by the Florida minimum wage, whatever it pays Posted in each workplace n/a

Sources 8 CFR 274a.2; ss. 448.095, 409.2576, 400.9935, 435.06, 435.12 and 448.109, F.S.; 29 CFR 1910.1030; 45 CFR 164.530; HHS-OIG; Florida Medicaid provider agreement, clause (5)(r); read Oct 17 to 19, 2026.

Hiring Paperwork

Provider onboarding paperwork: Form I-9, E-Verify and the new-hire report

20/25 edition, or an 08/01/23 edition showing a 05/31/2027 expiration; the 08/01/23 version that expired 07/31/2026 is no longer valid. Only employers in Puerto Rico may complete the Spanish form; a Miami practice may use it as a translation aid.
  • E-Verify. The 25-employee rule dates from July 1, 2023. Certify compliance on your first reemployment tax return each calendar year. If E-Verify is down for 3 business days, verify with Form I-9 and keep a screenshot for each day or the public outage notice.
  • New-hire report. File it with the State Directory of New Hires on a W-4 or an equivalent form.

    • If you didn’t use E-Verify for a new employee, the Department of Commerce gives 30 days to cure it. Three failures in any 24 months bring a fine of $1,000 a day until cured, and:

    “Noncompliance constitutes grounds for the suspension of all licenses issued by a licensing agency subject to chapter 120 until the noncompliance is cured.”

    s. 448.095(6)(b), Florida Statutes (2026)
    An instructor in navy scrubs demonstrates a procedure to new staff in blue scrubs

    Training at Hire

    OSHA and HIPAA training at hire: what the handbook can’t replace

    A handbook policy is a document; these rules ask for training. OSHA’s bloodborne pathogens standard requires it at no cost to the employee, during working hours, and again whenever new tasks or procedures change someone’s exposure. The hepatitis B offer may be skipped only for someone who completed the series, tested immune or can’t take the vaccine for medical reasons. Each training record lists the dates, a content summary, the trainer’s name and qualifications, and each attendee’s name and job title.

    HIPAA adds training whenever a material policy change affects someone’s job. We coordinate both courses through compliance training; for the privacy policies, see HIPAA compliance and the HIPAA checklist.

    OSHA Citations

    OSHA corrective action plans: certifying abatement within 10 days

    After a citation, the employer must certify to OSHA, “Within 10 calendar days after the abatement date”, that each cited violation is fixed, with the date and method of abatement and a statement that affected employees were informed.

    Willful and repeat violations, and any serious violation the citation flags, also need proof: purchase or repair records, photos or video, or other written records. If the citation allows over 90 calendar days to abate, OSHA can require a plan for each violation (other-than-serious excepted), due within 25 calendar days of the final order.

    For penalties proposed after Jan 15, 2025, with no 2026 adjustment:

    • $16,550The most per serious or other-than-serious violation.
    • $165,514The most per willful violation; the least is $11,823.
    • $16,550The most a day for failure to correct.

    Sources 29 CFR 1903.15; OMB M-26-11.

    Corrective action plans after an inspection are part of our compliance and audit readiness work.

    Turnover and Pay

    How to reduce turnover in medical practices, starting with pay

    Nationwide, health care and social assistance recorded 5,639,000 quits in 2025, down 5.1% from 5,944,000 in 2024; its quits rate in August 2026 was 2.0%, against 1.9% for all nonfarm jobs (preliminary). Pay is the first number to check: Florida’s minimum wage rose 50% in five years and holds at $15.00 through Dec 31, 2027.

    In the Miami metro in May 2025, the median medical secretary earned $21.66 an hour and the median medical and health services manager $61.91 ($128,770 a year). The rest goes in writing: performance expectations in each job description, the checklist above, and documented performance management and corrective action, on which we give guidance. For the numbers to watch, see healthcare KPIs. Following up on staff performance against clear expectations is part of our fractional COO service.

    Florida minimum wage per hour, after each Sept 30 increase
    Sept 30, 2021$10.00
    Sept 30, 2022$11.00
    Sept 30, 2023$12.00
    Sept 30, 2024$13.00
    Sept 30, 2025$14.00
    Sept 30, 2026$15.00

    Source Florida Constitution, art. X, s. 24(c), read Oct 19, 2026. From Jan 1, 2028, the rate follows inflation.

    What’s included

    What our healthcare HR services include

    Compliance training

    Staff training and in-service education, HIPAA and OSHA courses included, coordinated to your needs.

    Learn more

    Recruiting and HR

    Recruitment, candidate screening and pre-qualification for direct hire.

    Learn more

    AHCA background screening

    How AHCA Level 2 screening and the Clearinghouse work, step by step.

    Learn more

    Verify a Florida license

    How to verify a Florida license before a clinician's first patient.

    Learn more

    OIG exclusion checks

    How to run and document monthly OIG exclusion checks.

    Learn more

    OSHA for medical offices

    What OSHA expects of a medical office.

    Learn more

    Quick answers

    Healthcare HR services: questions on onboarding, contractors and records

    What an HR consultation covers, the rules only healthcare employers face, onboarding physicians and contract clinicians, and how long to keep records. Ask us about your own staff in a consultation.

    An office manager in a light blue blazer reviews a binder of documents at her desk
    What does an HR consultation with you cover?
    We review your policies, job descriptions, HR forms and personnel files against the checklist on this page, then list what is missing and who on your team owns each step.
    Which HR rules are specific to healthcare employers?
    Level 2 screening tied to your license or Medicaid enrollment, license checks before the first patient and exclusion checks on everyone. The checklist above has each deadline.
    What does physician onboarding add to the checklist?
    The Board of Medicine or Osteopathic Medicine license and any board orders on MQA, a DEA registration to prescribe controlled substances, and credentialing with each payer you bill.
    Do contract clinicians need onboarding paperwork?
    Some of it. E-Verify covers employees, and Florida's law says an independent contractor is not one (s. 448.095(1)(b)); the new-hire report and the exclusion check include contractors (table above). Whether a clinician is a contractor or an employee is a question for your attorney.
    Does CMS make us keep records for 10 years?
    In Medicare Advantage, each plan must have its contracted practices agree that HHS may audit their records "through 10 years" from the final date of the contract period or the completion of an audit, whichever is later (42 CFR 422.504(i)(2)(iv)); a Medicare ACO must have its participants agree to keep records "for a period of 10 years" (42 CFR 425.314(b)(2)). Florida Medicaid providers keep records at least 5 years from the date of service, 6 for Medicare crossover-only providers (Rule 59G-1.054(4)(b)). What your own contracts require is a question for your attorney.

    Keep reading

    Related

    Scope of practice

    Scope of practice in Florida for MAs, LPNs, RNs, APRNs and PAs: what each statute allows, who supervises whom, and Medicare's incident-to rule.

    Learn more

    Talk to an advisor

    You care for patients. Who’s taking care of the business?

    Tell us where your practice is today. We will tell you what we would do first.

    Book a consultationor call (786) 808-8288

    Official sources