A Payroll & Timekeeping Success Story From Disorganization to Discipline: How One Medical Group Regained Control

In the world of multi-location healthcare, payroll and timekeeping accuracy are more than administrative concerns — they’re compliance lifelines. For one fast-growing medical group, messy data, late payroll runs, and mounting wage and hour risks were threatening everything they’d worked for.

They had expanded quickly, onboarding new physicians, nurses, and support staff across multiple sites. But as they grew, so did the cracks in their foundation.

Why Read This? If your payroll team is scrambling every pay period, or if you suspect that inaccurate timekeeping might be exposing you to wage and hour claims, this story will hit home. Learn how one group stopped payroll chaos, eliminated time theft, and regained complete control with EGPay and EGTime.

The Challenge:

Disjointed Systems and Growing Liability

The medical group had invested heavily in expanding services — but payroll and time tracking hadn’t kept pace.

Managers were approving hand-written timecards and submitting Excel spreadsheets. Overtime was ballooning, yet no one could clearly trace why. Missed meal and rest breaks were going undocumented. Each pay period turned into a mad dash of manual edits, last-minute fixes, and employee complaints.

The real kicker? They had just undergone an internal audit, which flagged multiple wage and hour vulnerabilities, including:

• Inconsistent application of overtime rules
• Lack of clear break attestation records
• Delayed and error-prone payroll processing
• Risk of PAGA exposure and employee disputes

They didn’t just need a system — they needed a reset.

The Solution:

A Fully Integrated Payroll and Timekeeping Engine

The group partnered with Employer’s Guardian to deploy both EGPay and EGTime, two solutions designed to work together for maximum compliance and efficiency.

EGTime was rolled out first — replacing all manual time entry with a digital solution featuring:

• Real-time tracking of hours, breaks, and PTO
• Manager alerts for missed meals or excessive OT
• Daily attestation prompts for employees
• Geo-tagging to ensure location-based verification

Within weeks, time data became clean, compliant, and actionable.

Then came EGPay, with direct integrations to EGTime — ensuring accurate gross-to-net calculations and timely payroll every cycle.

• Payroll runs were automated and error-free
• Deductions, garnishments, and bonuses were built into the system
• Compliance with state-specific regulations was baked in
• The payroll team received proactive audit support and real-time guidance from EG experts

For the first time, payroll, HR, and compliance leaders had visibility across the board — and employees had trust in the process.

Results and Impact:

From Firefighting to Forecasting

The transformation was immediate and measurable:

92% reduction in timecard errors within the first 60 days 2 full days saved per payroll cycle for their internal payroll team Over $18,000 saved annually in unauthorized overtime Documented compliance with California wage statement and break laws Zero payroll disputes filed in the next two quarters

Most importantly, leadership was no longer blind to risk. They had dashboards showing trends, exceptions, and cost centers in real-time — and used that data to make smarter staffing decisions.

How EGPay & EGTime Created Operational Peace of Mind

Before implementing EG solutions, the organization had no centralized way to validate if employees were taking breaks, working through lunch, or racking up unnecessary overtime. This ambiguity placed them at high risk for wage and hour litigation, a growing threat in California’s healthcare sector.

With EGTime’s daily attestation and automatic alerts, managers could intervene immediately. With EGPay’s error-proof calculations and compliance guardrails, the CFO finally had peace of mind that the organization was protected.

The combination of clean time data and precision payroll eliminated ambiguity — and gave the leadership team evidence-based control over labor costs and risk.

Are Payroll and Timekeeping Putting Your Organization at Risk?

If you’re relying on spreadsheets, emails, or outdated systems to track time or run payroll, it’s not a question of if issues will arise — but when.

EGPay and EGTime were designed to protect growing organizations from costly mistakes — while saving internal teams time, stress, and rework.

Let us help you get ahead of compliance, optimize your labor costs, and restore trust in your time and pay systems.

Let’s simplify payroll. Let’s secure your operations. Schedule a call today to learn more.