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Payroll and HR for healthcare businesses

The Northeast is the place people think of when it comes to healthcare. We provide easy management of payroll, HR, and compliance solutions so your focus can stay on your patients' care.

Fill out the form below for a quote, demo or more information and a member of our team will be in touch.
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Optimize Your Healthcare Operations with Integrated HR and Payroll

Running a healthcare business means managing more than just schedules and patient outcomes. Whether you run a bustling hospital, a small dental office, or an assisted living facility, staying compliant with employment laws and managing your workforce effectively are essential to providing quality care.

Our customized healthcare payroll software and HR solutions are designed to meet the unique needs of the healthcare industry. From tracking shift differentials and managing certifications to handling benefits and staying on top of OSHA requirements, our tools keep your operations running smoothly so you can focus on what matters most: your patients.

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Benefits of Payroll and HR Software Geared for Healthcare

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Managing tipped and non-tipped employees

Tracking reported tips, managing tip pooling arrangements, and calculating FICA tip credits can quickly become overwhelming. Staying compliant with tip-related regulations and reporting is complex, and a single mistake can lead to penalties or audits.

 

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Handling multi-roles and various pay rates

In many restaurants, employees work multiple roles—sometimes even across different locations—with different pay rates for each. Calculating blended overtime and ensuring accurate pay each shift is tedious, error-prone, and time-consuming.

 

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Staying compliant with evolving labor laws

Federal and state labor laws are constantly changing. From Maine’s Earned Paid Leave and Paid Family and Medical Leave Program to minimum wage updates and employee classification rules, staying compliant takes time, attention, and up-to-date knowledge.

 

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Employee turnover, hiring, and onboarding

With high turnover and seasonal staffing needs, you're constantly bringing on new employees. Without an efficient process in place, sourcing candidates, hiring, and onboarding becomes a paperwork headache—slowing down operations and increasing the risk of errors.

 

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Reduced compliance risk

Stay aligned with complex federal regulations like FLSA and FMLA, as well as state-specific labor laws, including wage thresholds, scheduling rules, and paid leave requirements. In healthcare, where audits and penalties can be costly, automated compliance tracking helps reduce risk and keeps your organization protected.

 

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Improved cash flow

Predictable payroll costs are critical in a healthcare environment with slim margins and reimbursement delays. By automating tax calculations, escrow management, reimbursements, and timely tax payments, you can avoid surprises and gain better visibility into your labor expenses—helping you budget and plan with confidence.

 

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Increased efficiency

Managing multiple shifts, roles, departments, and overtime rules manually eats up valuable admin time. With smart automation for shift differentials, on call shifts, pay rates, and direct deposit, your payroll and HR processes become faster, more accurate, and less error-prone—freeing up time for patient care and team development.

 

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Employee retention

A modern payroll and HR experience can help reduce turnover in a competitive job market. With mobile access to pay stubs, time-off requests, and benefits, plus digital onboarding and employee wellness tools, your team feels supported and empowered—boosting morale and long-term retention in your practice or facility.

 

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Key Payroll and HR Features of Our Software

Complex Shift Differential Automation

Healthcare teams often work nights, weekends, and holidays. Our software automatically calculates shift differentials based on department, role, or schedule—helping eliminate payroll errors and administrative hassle.

Mobile Time Tracking & Scheduling

From overnight shifts to on-call rotations, healthcare scheduling is complex. Our platform allows employees to clock in and out via mobile devices with geofencing, while managers can build schedules based on certifications, availability, or team structure.

Custom Software Integrations

We can build integrations with your existing EHR, scheduling, and accounting systems to eliminate manual entry and reduce errors. Custom integrations improve workflow and ensure your data stays in sync across systems.

General Ledger Integration

We’ll build custom general ledger reports tailored to your accounting system or QuickBooks, making it easy to reconcile and report payroll expenses.

Custom Reporting

Generate custom reports for audits, labor costs, and tip tracking. Whether you need payroll summaries by job role, shift, or location, or detailed breakdowns, our team can tailor reports to fit your exact needs.

HR Consulting Support

Augment your internal HR team with our HR consultants. Whether you need policy updates, compliance guidance, or strategic advice, our local experts are here to help.

Applicant Tracking & Onboarding

Effortlessly manage the hiring and onboarding process from start to finish with our streamlined applicant tracking and onboarding solutions. Our platform allows you to post job openings across multiple channels, track candidate progress, and streamline new hire onboarding with mobile-friendly electronic forms.

Certification & License Tracking

Track certifications, license expirations, and required renewals by role or department. Automated alerts ensure staff credentials stay current.

Benefits Management & ACA Compliance

Easily track eligibility, manage open enrollment, and stay compliant with ACA regulations. Benefits can be customized by employee class, and payroll deductions are automated to save time and reduce errors.

Integrated Expense Reimbursements

Track and reimburse mileage, uniforms, and other expenses directly through payroll. This ensures timely, accurate payments with less back-and-forth between departments.

Workers' Comp Administration

Accurately break down workers' compensation premiums by department or class code. Pay-as-you-go options keep billing tied to real-time payroll data instead of large upfront payments, which is a great cash flow tool.

People Analytics & Dashboards

Monitor hiring, turnover, ACA status, and compliance trends using built-in dashboards. Predictive analytics help you make informed HR decisions.

Employee Learning & Development

Support growth with custom learning tracks and training by job role. Track course completion and ensure your workforce stays skilled and compliant.

Security & Compliance 

We help you stay compliant with HIPAA, OSHA, and employment laws. Your employee data is protected with enterprise-grade security, and our team keeps you informed of changing regulations.

Empowered Employees

Improve the employee experience by providing 24/7 access to self-service accounts, allowing employees to manage their benefits, access payroll information, change direct deposits, and other HR tasks, and more from any device.

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Your Payroll’s on Life Support?

Let’s get your back office healthy again—with tools built for healthcare teams.

Let's Talk!
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Types of Healthcare Businesses We Serve

Assisted Living Payroll & HR

Long-Term Care & Assisted Living Facilities

These organizations face complex staffing models with 24/7 care, high turnover, and strict compliance regulations, including Payroll-Based Journal (PBJ) reporting.

 

We help by automating complex pay calculations for overnight and weekend shifts, streamlining PBJ submissions with built-in correction tools, and tracking certifications to ensure staff credentials stay current. Our mobile punch and scheduling features also support large, round-the-clock teams and reduce the risk of errors during shift changes or handoffs.

Specialty Payroll & HR

Outpatient Clinics & Specialty Practices

In busy outpatient and specialty settings like primary care, therapy centers, chiropractors, veterinarians, or dental offices, managing a lean team across various roles can be difficult.

 

Our tools provide clean department-level reporting and seamless onboarding processes, helping smaller healthcare teams stay efficient without sacrificing accuracy. We can also simplify benefits management by automating eligibility and class-based offerings while also tracking licensing and credential renewals to keep providers compliant.

Home Health Payroll & HR

Home Health & Community-Based Healthcare Providers

With staff traveling between patient homes and working irregular hours, payroll and HR management in home health can quickly become complex.

 

We support these providers with mobile time tracking tools that include geofencing to confirm visits, automated mileage and expense reimbursements built into payroll, and flexible scheduling systems that assign staff based on certifications or patient care needs. 

Long-Term Care & Assisted Living Facilities

These organizations face complex staffing models with 24/7 care, high turnover, and strict compliance regulations, including Payroll-Based Journal (PBJ) reporting.

 

We help by automating complex pay calculations for overnight and weekend shifts, streamlining PBJ submissions with built-in correction tools, and tracking certifications to ensure staff credentials stay current. Our mobile punch and scheduling features also support large, round-the-clock teams and reduce the risk of errors during shift changes or handoffs.

Assisted Living Payroll & HR
Specialty Payroll & HR

Outpatient Clinics & Specialty Practices

In busy outpatient and specialty settings like primary care, therapy centers, chiropractors, veterinarians, or dental offices, managing a lean team across various roles can be difficult.

 

Our tools provide clean department-level reporting and seamless onboarding processes, helping smaller healthcare teams stay efficient without sacrificing accuracy. We can also simplify benefits management by automating eligibility and class-based offerings while also tracking licensing and credential renewals to keep providers compliant.

Home Health & Community-Based Healthcare Providers

With staff traveling between patient homes and working irregular hours, payroll and HR management in home health can quickly become complex.

 

We support these providers with mobile time tracking tools that include geofencing to confirm visits, automated mileage and expense reimbursements built into payroll, and flexible scheduling systems that assign staff based on certifications or patient care needs. 

Home Health Payroll & HR
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FAQs for Healthcare Payroll & HR

Do healthcare businesses need a payroll and HR solution?

Of course! Between correctly tracking shift differentials and labor allocations, handling sensitive data, managing certifications, and much more, healthcare businesses need robust payroll and HR systems to stay efficient and legally compliant.

What is payroll and HR for healthcare?

It’s a tailored approach to managing healthcare staff, blending payroll, timekeeping, scheduling, benefits, compliance, and performance management into a system that supports both employee well-being and patient outcomes.

What features should payroll and HR software have for healthcare businesses?

Any software tailored for healthcare should include an applicant tracking and hiring platform, digital employee onboarding, timekeeping, department tracking, certification management, benefits administration, learning management, OSHA/HIPAA compliance tools, and customizable reports. The isolved platform is equipped with all of these features.

What challenges are healthcare businesses facing?

Like many industries, healthcare businesses have specific HR and payroll challenges that they face. These include recruitment and retention, complex payroll rules, staff burnout, compliance with multiple laws, and managing shift-based teams across departments.

What are federal labor laws, and how do they impact healthcare businesses?

Federal payroll laws include key regulations like the Fair Labor Standards Act (FLSA), which governs minimum wage and overtime; the Family and Medical Leave Act (FMLA), which sets standards for job-protected leave; and IRS requirements related to income tax withholding and reporting.

Navigating these laws is critical for healthcare businesses that manage a mix of hourly, salaried, and part-time staff. Our team is thoroughly trained in federal employment law, and our payroll system is designed to automatically apply the correct wage rules, leave calculations, and tax withholdings—reducing compliance risks and saving valuable administrative time.

What are state labor laws, and how do they impact healthcare businesses?

State payroll laws vary by location and can include requirements like minimum wage thresholds, paid family and medical leave (such as Maine’s PFML program), earned paid leave, mandatory retirement plan participation (like MERIT), and rules for sick time accrual. In healthcare, where labor laws intersect with licensing and shift-based work, staying compliant is especially challenging.

Our team understands Maine’s evolving employment landscape and provides the tools and support to help you stay ahead. Our system tracks accruals, automates deductions, and aligns your policies with state-specific regulations—so you can stay focused on patient care, not paperwork.

What does the future of HR in healthcare look like?

The healthcare workforce is changing rapidly. With trends like AI-driven hiring tools, customized benefits platforms, and increased focus on employee wellness, having flexible HR tools in place is no longer optional.

Our platform allows you to:

  • Adjust HR policies for remote and hybrid roles
  • Offer telemedicine-friendly benefit plans
  • Launch training and learning initiatives
  • Implement cybersecurity protocols for sensitive employee and patient data
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Stop Losing Sleep Over HR and Compliance

We’ve got the remedy for your operational headaches.

Let's Talk!

Why Work With Paper Trails?

Choosing the right HR and payroll partner is essential for businesses navigating tight margins, employee needs, and complex compliance requirements. Paper Trails offers more than just payroll software—we provide hands-on support and tools designed to meet the unique challenges of healthcare operations.

Local Support, Real People

Work with a Maine-based team that understands your needs—no call queues, just real people ready to help.

Deep Industry Experience

We work with healthcare providers across Maine and beyond—from small private practices and clinics to senior care facilities with hundreds of employees. We understand the unique operational and compliance challenges you face at every size.

Hands-On Implementation

From setup to staff training, we’re there every step of the way to ensure a smooth transition and long-term success with your payroll and HR processes.

Healthcare-Focused Features

From shift differentials to credential tracking and ACA compliance, we understand the demands of healthcare because we’ve supported providers like you every step of the way.

Regulatory Expertise

Our team stays on top of local, state, and federal mandates, ensuring you're always prepared for audits or legislative changes.

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We’ve partnered with isolved, one of the most robust and reliable HCM platforms available, to deliver a modern and secure experience.

Paper Trails Team
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What clients are saying about the team at Paper Trails

5-star

The tools that Paper Trails provides to me and my employees improve our HR processes and keeps my team engaged in providing world-class service to our guests.

The Lost Fire

German Lucarelli
The Lost Fire

5-star

Our company (D&C Home Care) switched from a mega payroll company to Paper Trails and we are so happy we did! The staff are extremely knowledgeable, professional and helpful! It's wonderful to have a local person you can pick up the phone and call if you have a question or a problem. Would highly recommend!!

 
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Wendi Saracino
D&C Home Care

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Is Your Payroll Situation Less than Perfect?

We’ll stay in the weeds to manage your payroll, Human Resources, and compliance needs.

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207.721.8575

10 Main Street, 2nd Floor Kennebunk, ME 04043

1 Bowdoin Mill Island, Suite 302 Topsham, Maine 04086

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