Medical Practice Implements First HR/Payroll System

Client Background

This Client is a growing medical practice headquartered in Tennessee, providing Urgent Care, Diagnostic Imaging, and Laboratory Services through more than 100 medical providers across 20 specialty areas. With over 400 employees operating under a single FEIN, the organization had experienced steady growth and recognized the need to modernize its HR operations.

At the time HRchitect was engaged, all HR processes, including employee records, timecards, and job applications, were managed entirely through paper-based systems. As the organization expanded, this approach created increasing administrative burden and limited the HR team’s ability to operate efficiently.

To address these challenges and transition to modern HR practices, the Client selected UKG Pro as its first HR and payroll system. The organization partnered with HRchitect to lead the implementation of a full-suite solution including HR, Payroll, Time & Attendance, Onboarding, and Open Enrollment.

The Challenge

Moving from a completely paper-based HR environment to a fully digital HR and payroll platform represented a significant organizational transformation for the Client.

Because the organization had never implemented an HRIS system before, there were no existing system records, data structures, or reports that could be easily migrated into the new platform. All employee information, time records, and hiring documentation had to be collected and converted from paper files before configuration could begin.

In addition to the complexity of data preparation, the Client also needed to manage organizational change as employees and managers adapted to new digital processes. One of the organization’s key goals was to empower Practice Managers across its various locations to handle more operational tasks independently, rather than routing all requests through the central HR team.

Ensuring the system was configured in a way that maintained appropriate data security while allowing decentralized access for operational leaders was a critical requirement for the implementation.

Client Profile

• Medical practice headquartered in Tennessee
• 400+ employees
• 100% of the Client’s HR records were on paper
• Chose HRchitect to implement their first-ever HR/Payroll system

The Project

The Client engaged HRchitect to implement UKG Pro and guide the organization through its transition to a modern HR technology platform.

Because the Client did not have an existing HR system, HRchitect worked closely with the HR team to collect and organize key employee data from paper records so it could be formatted and uploaded into the new system. This foundational work enabled the consulting team to build the initial configuration while ensuring accuracy and completeness of employee information.

During the Core HR configuration phase, HRchitect provided detailed guidance on system best practices and recommended configuration approaches to support the Client’s operational needs. Payroll structures were established for two primary employee groups: a monthly payroll group consisting of physicians and a semi-monthly payroll group covering all other employees. Because physician compensation varied month to month, HRchitect ensured the HR team fully understood how to manage variable pay calculations within the new system.

To streamline future payroll activities, HRchitect also created several time import templates. These templates allow the Client’s HR team to efficiently process activities such as bonus gross-ups, gift card payments, commission imports, and other special payroll adjustments that require separate paychecks.

Midway through the project, the Client requested that the Open Enrollment module, originally planned for Phase 2, be accelerated to launch alongside the Phase 1 modules. The HRchitect team successfully restructured the project timeline and configured the module in time to meet the Client’s desired November go-live.

Throughout the implementation, HRchitect also configured security roles that enabled Practice Managers to access relevant operational data while protecting sensitive employee information. This approach supported the Client’s goal of delegating responsibilities across its various locations while maintaining strong data governance.

Key Benefits

• Complete transition from paper-based HR processes to a modern cloud-based system, improving data accessibility and operational efficiency

• Significant reduction in manual administrative tasks through automated HR, payroll, and benefits processes

• Improved operational autonomy for Practice Managers with role-based system access and delegated workforce management capabilities

• Streamlined payroll management, including support for variable physician compensation and special payroll imports

• Enhanced compliance and recordkeeping, eliminating paper files and improving visibility into employee data

The Results

The implementation successfully transformed the Client’s HR operations from a fully paper-based environment to a modern, cloud-based platform powered by UKG Pro.

Following the Phase 1 deployment, the Client quickly began realizing improvements in operational efficiency. Many manual HR processes were automated, reducing administrative workload and allowing the HR team to focus on higher-value activities.

The new system also enabled greater operational autonomy for Practice Managers across the organization’s various medical office locations. Through carefully configured security permissions, managers can now perform key operational tasks such as reviewing applications and managing certain workforce activities without requiring direct HR intervention.

The Client also benefited from a smoother transition to the new platform through HRchitect’s 30-day post–go-live support period. After this initial stabilization phase, the Client transitioned to working directly with the vendor’s support team while continuing to leverage the knowledge gained during the implementation.

Overall, the organization has experienced a substantial increase in departmental efficiency and has continued forward with Phase 2 of its HR technology roadmap.