How it runs for clinical laboratories
You approve every run. We do not advise on compensation law; we make the numbers right.
What is payroll processing outsourcing?
Payroll processing outsourcing means a remote team prepares each pay run inside your payroll software: reconciling hours, entering changes, checking deductions and producing the run for the employer to approve. The employer keeps the payroll account, the bank authority and the legal responsibility. The provider posts the payroll journal and reconciles it, so payroll and the books agree.
What we handle for clinical laboratories
- Hours, shift differentials and on-call pay collected from timekeeping and checked before the run
- Payroll journals posted by draw site, core lab and department from ADP or Gusto reports
- Employer taxes, benefits, garnishments and retirement contributions reconciled to the bank
- Sales compensation calculated from the plan your compliance counsel approved and documented
- Accrued PTO, bonuses and multi-state payroll liabilities reviewed at every close
The KPI that matters here
Payroll journal posted and reconciled to the bank within two business days of each pay date.
Clinical labs compliance notes
CLIA
Every lab that tests human specimens must hold a CLIA certificate matched to the complexity of its testing, renewed on a two-year cycle with fees based on test volume. We record certificate fees, proficiency-testing subscriptions and inspection-related costs as compliance expenses and keep renewal dates on the close calendar. Certification and inspection readiness stay with your lab director.
Payer rules and PAMA
Medicare pays lab tests from the Clinical Laboratory Fee Schedule, commercial payers pay contract rates, and both apply medical-necessity and frequency rules that produce denials. PAMA private-payer rate reporting also falls on applicable labs in reporting years. We keep revenue, adjustments and denials in separate accounts so your billing team and CPA can see each effect.
HIPAA
Remittances, client invoices and LIS exports carry patient identifiers and test names. Our staff are HIPAA-trained, we sign a BAA, all access is logged with MFA, and exports are handled inside your systems and our portal rather than on local drives.
Anti-kickback and EKRA
The federal Anti-Kickback Statute and the Eliminating Kickbacks in Recovery Act restrict how labs pay marketers and how they price or discount services for referral sources. We record sales compensation and client discounts exactly as your compliance counsel has approved them, and flag any arrangement that looks volume-based so it can be reviewed. We do not give legal advice.
Clinical labs software we work in
- QuickBooks Online
- Sage Intacct
- Bill.com
- ADP
- LIS exports (Orchard, Sunquest, SCC Soft)
- XIFIN
- TELCOR
- All 50 platforms
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Frequently asked questions
Do you run laboratory payroll or record it?
We prepare and support the run inside your payroll provider and record it in the ledger; you approve and submit each run. ADP, Gusto or Paychex still calculates taxes and files returns. Our value is in checking differentials and on-call pay, posting by site and department, and reconciling liabilities, which is where lab payroll usually goes wrong.
How do you handle compensation for lab sales representatives?
We calculate commissions or bonuses from the plan you and your compliance counsel have approved, document the calculation and post the expense by line. Any plan feature that looks tied to referral or specimen volume is flagged for legal review, because the Anti-Kickback Statute and EKRA restrict such arrangements. We do not design or approve the plan.
Can you support multi-state payroll for draw sites in several states?
Yes. We track where each employee works, confirm the provider has the right state withholding and unemployment registrations, and reconcile each state's liabilities separately. Registrations are completed by you or your provider. Our payroll support service page lists what is included and how mid-month site openings are handled.
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