Dental practices face the same rules and risks as large corporations.
When you hear the word “compliance,” does your mind jump to large corporations with massive HR departments and legal teams? The reality is federal and state labor laws apply to dental offices just as they do to Fortune 500 companies.
What’s more, agencies like the Department of Labor are increasing enforcement efforts, in part due to expanded funding from recent federal legislation.
With more than a dozen major federal laws and their state counterparts, the smallest dental practice is subject to a significant compliance burden and is often at most risk of non-compliance.
Some laws apply to all employers, regardless of size, such as the following.
- The Immigration Reform and Control Act prohibits hiring workers not authorized to work in the U.S.
- The Fair Labor Standards Act requires employers to pay the prevailing minimum wage, and there is a wide web of regulations at play.
- Laws against sexual harassment
- The Employee Retirement Income Security Act (ERISA)
- The Uniformed Services Employment and Reemployment Rights Act (USERRA)
Others kick in once you reach certain headcount thresholds, such as at:
- 15 employees: The Americans with Disabilities Act (ADA)
- 20 employees: COBRA, which requires continuation of health benefits after employment ends
Be scrupulous in adhering to safety and anti-discrimination laws.
At the forefront of compliance are laws concerning workplace safety under OSHA to anti-discrimination protections under the Civil Rights Act. They govern hiring, pay, benefits, workplace safety, leave policies, and even how you store and share employee health information under HIPAA. Missing just one requirement can lead to fines, lawsuits, or reputational damage.
Don’t neglect these commonly overlooked compliance requirements.
Classify your employees accurately.
A common compliance pitfall is misclassifying employees. It’s not uncommon for dental practices to treat certain roles like hygienists or assistants as independent contractors when they don’t meet the IRS criteria. This can lead to costly penalties and back taxes if challenged.
Track breaks.
Often overlooked is meal and rest break tracking. The law requires clear policies and proper documentation. All practices must stay on top of tracking and reporting to remain in compliance and avoid audits.
Keep your employee handbook updated.
As laws change—especially around paid leave, harassment policies, and wage transparency—your handbook and policies must reflect current standards. Relying on an outdated version or one built from generic templates can work against you in the event of a complaint or audit and are a silent liability.
Be proactive with compliance.
By regularly reviewing your pay practices, policies, and documentation, you’ll not only help your practice avoid penalties, but you’ll also create a workplace where employees feel secure, respected, and supported. That’s the kind of environment where teams thrive and patients keep coming back.
Legislative updates may not always grab the headlines, but they can significantly impact how dental practices must document, track, and report key HR and payroll functions. Smaller teams are expected to meet stricter standards, making it more important than ever to have reliable systems in place. The good news is that staying compliant doesn’t need to be overwhelming. A dependable third-party HR company can help you navigate these ongoing changes. Whether you’re managing compliance regularly in house or working with a partner, maintaining a strong compliance foundation is one of the smartest investments you can make.