Running a successful podiatry practice requires more than just clinical excellence and clean claims. In 2026, the real differentiator—and the biggest area of risk—is your Human Resources (HR) compliance and documentation.

For smaller practices, navigating the shifting landscape of employment law, employee wellness, and privacy rules can feel overwhelming. A single HR misstep can lead to expensive lawsuits, government fines, and damaging staff turnover.

At JARALL Medical Management, we understand this burden. Our comprehensive service includes access to HR experts who provide the protocols and answers you need. We help you move from reactive hiring and firing to proactive practice protection.

Here are the essential HR protocols your medical practice must solidify in 2026.

1. The Living Employee Handbook: Beyond a Binder on the Shelf

Your employee handbook is your practice’s legal shield. It defines expectations, outlines legal compliance, and protects you in court. In 2026, it must be treated as a dynamic document, not a relic.

The Protocol: Annual Review & Mandatory Sign-Off

  • Federal & State Compliance: Schedule a mandatory annual review of your handbook with a labor law specialist (which JARALL can facilitate). Key areas of change often involve pay transparency laws, state-specific sick leave, and Protected Classes under anti-discrimination statutes.
  • The PWFA Update: Ensure your handbook reflects the Pregnant Workers Fairness Act (PWFA), which requires granting reasonable accommodations for pregnancy-related conditions. This includes documenting specific protocols for handling requests, such as modified schedules or temporary light duty, even when medical documentation hasn’t been fully provided.
  • Documentation: Every employee, including new hires, must sign and date an acknowledgement form confirming they have received, read, and understood the handbook—and that it does not constitute an employment contract (unless state law dictates otherwise). Tip: Use a digital HR platform to track training completion and policy sign-offs, creating an indisputable audit trail.

2. Advanced HIPAA Training: Addressing the Human Error Factor

In a medical practice, every employee—from the front-desk scheduler to the billing coder—handles Protected Health Information (PHI). The majority of breaches are caused by human error, making training your most vital security safeguard.

The Protocol: Role-Based, Frequent, and Documented Training

HIPAA mandates that training is required at the time of hiring and when job functions or policies materially change. JARALL recommends elevating this to a continuous process:

  • Role-Based Training: Generic annual training is not enough. Your HR protocol must ensure training is role-specific.
    • Front Desk Staff: Training on patient right-of-access requests, verifying identity over the phone, and the “minimum necessary” rule for sharing PHI.
    • Clinical Staff: Training on securing ePHI on mobile devices (telehealth), proper disposal of paper records, and secure password management (MFA procedures).
  • Security Awareness: Training must cover the HIPAA Security Rule standards, including how to detect and report phishing scams, handle malware, and understand the consequences of posting PHI on social media (even if accidental).
  • Documentation: Maintain detailed training logs that include the date, the specific topics covered, the materials used, and the signed attestations from each employee. This documentation is non-negotiable proof of compliance during an audit.

3. Clear Documentation for Accommodation Requests (ADA & PWFA)

The number of requests for accommodations, particularly those related to mental health and family leave, continues to rise. Mishandling an accommodation request under the Americans with Disabilities Act (ADA) or the new PWFA is a high-risk liability area.

The Protocol: The Interactive Process and Confidential Files

  • The Interactive Process: Your managers must be trained to recognize an accommodation request and immediately initiate the “interactive process.” This is a dialogue with the employee to determine the essential functions of their job and to explore reasonable accommodations that don’t cause undue hardship to the practice. Do not deny a request outright.
  • Confidentiality: All medical documentation supporting an accommodation request must be kept in a separate, locked medical file, distinctly apart from the employee’s main personnel file. The employee’s supervisor should only be told what they need to know about necessary restrictions and accommodations—not the employee’s specific diagnosis.
  • Interim Accommodations: Under the PWFA, you may be required to grant interim accommodations (like lifting restrictions) immediately, even if the medical documentation is still pending. Your HR protocol must reflect this swift action requirement to mitigate risk.

4. Addressing Workplace Mental Health and Burnout

The healthcare sector continues to face high levels of burnout, which not only impacts patient care but also leads to increased absenteeism and turnover—directly impacting your practice’s financial stability.

The Protocol: Manager Training and Access to Resources

  • Supervisor Training: Train your clinical and office managers to spot signs of stress and burnout without diagnosing or offering medical advice. They should know how to refer employees to your designated resources (EAP, insurance benefits, etc.) with empathy and confidentiality.
  • Wellness Programs: While cost management is key in 2026, offering affordable benefits like EAPs (Employee Assistance Programs) or flexible scheduling (where clinically possible) are now seen as essential tools for recruitment and retention.
  • Non-Retaliation Policy: Implement a strong, clear policy that encourages employees to seek help or report concerns without fear of retaliation. This promotes a culture of safety and honesty, which reduces the risk of complex HR claims down the line.

5. Misclassification Risk: W-2 vs. 1099 Workers

Many podiatry practices rely on outside contractors for specific tasks, such as specialized consulting, billing (if not JARALL!), or IT support. Misclassifying an employee as an independent contractor (1099) to save on taxes is a serious compliance risk.

The Protocol: The Control Test

Federal and state regulators (DOL and IRS) use a “control test” to determine proper classification.

  • Do not misclassify: If your practice controls how the work is done, provides the tools, sets the hours, and pays a regular wage, that person is likely an employee (W-2), regardless of what agreement they signed.
  • Audit Your Contractors: Periodically audit your contractors against the control test criteria. If you find a relationship that borders on employment, seek counsel to either change the working arrangement or formally reclassify them as an employee before a government audit forces the issue.

🤝 Let JARALL Be Your HR Compliance Navigator

Your focus should be on providing excellent podiatric care and optimizing your revenue cycle. But these critical HR protocols require specialized knowledge often found only in large hospital systems.

JARALL Medical Management doesn’t just handle your billing and coding; we connect you to the specialized HR consultants and legal experts required to put these protocols in place. We ensure your practice operations are legally compliant, allowing you to maximize efficiency and secure your defensible revenue stream.

Stop managing HR risk alone. Partner with JARALL to gain access to the complete set of tools your successful practice needs.