Does A Physician Have to Repay Relocation Assistance If They Leave?

Relocation assistance is customarily provided to a physician when the employer assists new hires with relocating from one location to another. Relocation assistance for a physician can range from $5000-$15000 and is a part of the offered benefits package. Relocation-associated costs can include:

• House-hunting trip: Relocation assistance can include house-hunting trips of short duration to give the transferee and family opportunities to find new homes. 

• Transportation:  Relocation assistance can include repayment for transporting the doctor and their family to the new location. If the doctor can travel by automobile, mileage reimbursement is common. Plane flights and vehicle transfers can also be included.

• Temporary housing: Some employers allow to reimburse the costs of up to 30 days of temporary housing for transferees after moving to the new job.

• Packing/Unpacking: Household goods are packed by a moving company, saving the doctor time and stress. Additionally, after arriving at the new destination, the company can also unpack the household goods after moving is complete.

When Do Physicians Get Relocation Assistance?

It will be spelled out in the employment agreement. Typical timing of the payment of the relocation assistance includes:

• At the time of execution (when the agreement is signed)
• Upon receipt by the employer of an invoice from the moving company

When Does a Physician Have to Pay Back the Relocation Assistance?

The employment agreement will determine whether the physician must pay back none, all, or a portion of the relocation assistance. A forgiveness structure will likely be provided, which dictates how much of the relocation assistance is forgiven based upon the length of the physician’s employment. For instance:

• If the initial term is 24 months, 1/24 of the relocation assistance is forgiven each month.
• If the initial term is 36 months, each year completed will forgive 1/3 of the relocation assistance.
• If the physician does not complete the initial term, they must repay all the relocation assistance.

Are Relocation Reimbursement Expenses Taxable?

It’s no secret that relocating to a new city is often stressful. But have you ever wondered what, if any, tax implications come with it? Well, the short answer is “yes”. The IRS and state authorities consider relocation expenses paid by an employer as taxable income for employees, including transportation of household goods, temporary living expenses, miscellaneous allowances, lump sum payments, and more.

These days, most people don’t have the time to pack up their entire lives and move across town. Fortunately, there are ways for them to get reimbursed by their employer – or even pay less in taxes! 

Moving Expense Deductions Removed in 2018

Just remember that moving expense deductions were eliminated as of January 1st, 2018, so if you’re looking at a big change soon, it’s worth getting ahead of the game with your tax planning today.

The Tax Cuts and Jobs Act took effect on January 1st, 2018, which means all those who want to take advantage of any potential deductions must act quickly before they expire.

When a company’s employees move to new locations, the tax impact on their wallets can be significant. The specific tax implications depend mainly on an income and place of residence before they moved. Still, in general, employers will pay for relocation expenses such as moving costs or temporary housing while waiting for permanent arrangements after arriving at the destination—and these are taxed like any other earnings each year through Form W-2. Employers may also offer additional benefits that help persuade you to relocate!

Medical Employment Agreement Review

Contracts are a pervasive and obligatory part of nearly all business and legal transactions. Well-drafted contracts help to enumerate the responsibilities of the involved parties, divide liabilities, protect legal rights, and ensure future relationship statuses. These touchstones are even more crucial when applying their roles to the case of a physician employed by a hospital, medical group, or other health care provider. While contract drafting and negotiation can be long and arduous, legal representation is necessary to protect your rights.

The present-day conclusion is simple: a physician should not enter into any contract without having the physician contract reviewed by legal counsel.

There is simply too much risk for physicians to take contract matters into their own hands. In addition to the specific professional implications, contract terms can significantly impact a physician’s family, lifestyle, and future. There are many important contract terms and clauses which can present complex and diverse issues for any physician, including:

• Non-compete clauses
• Damages
• Indemnification
• Verbal guarantees
• Insurance statements

Additionally, often the most influential terms and clauses in any employment contract are the ones that are not present. With the advent of productivity-based employment agreements, any physician must review an employment agreement before they execute it. Attorney Robert Chelle has practical experience drafting and reviewing physician contracts for nearly every specialty.

Physicians Can Benefit From a Thorough Contract Review 

New residents, attending physicians, doctors entering their first employment contract or established physicians looking for new employment can all benefit from a thorough contract review. By employing an experienced attorney for your representation, you can ensure that you will be able to fully understand the extensive and complex wording included in your contract. By fully understanding the contract, you will be in a better position to make your own decision on whether or not you want to enter into the agreement, which will affect your career life for years to come.

The financial benefits gained from having your contract reviewed and negotiated by an experienced healthcare attorney far outweigh the costs associated with a review. You are a valuable resource, and you should be treated and respected as such. Attorney Robert Chelle will personally dedicate his time to ensure that you are fully protected and assist you in the contract process so that your interests are fairly represented.

Every physician’s contract is unique. However, nearly all contracts for health care providers should contain several essential terms. If the contract does not spell out these crucial terms, disputes can arise when there is a disagreement between the parties regarding the details of the specific term. For instance, if the doctor is expecting to work Monday through Thursday and the employer is expecting the provider to work Monday through Friday. Still, the specific workdays are absent from the agreement. Who prevails?

Crucial Terms in Contracts for Physicians

Spelling out the details of your job is crucial to avoid contract conflicts during the term of your employment. Below is a checklist of essential terms that contracts should contain (and a brief explanation of each term):

1. Practice Services Offered: What are the clinical patient care duties? Are you given time to review administrative tasks? How many patients are you expected to see (like in pediatrics)?
2. Patient Care Schedule: What days and hours per week are you expected to provide patient care? What is the surgery schedule? Are you involved in the planning of your schedule?
3. Locations: Which facilities will you be scheduled to provide care at (outpatient clinic, surgical sites, in-patient services, etc.)?
4. Outside Activities: Are you permitted to pursue moonlighting or locum tenens opportunities? Do you need permission from the employer before you accept those practice medicine-related positions?
5. Disability Insurance: Is disability insurance provided (short-term and long-term)?
6. Medical License: Will the practice offer reimbursement for your license? Will an advisor be provided?
7. Practice Call Schedule: How often are you on call (after-hours office call, hospital call (if applicable))?
8. Electronic Medical Records (EMR): What EMR system does the practice of medicine use? Will you receive training or time to review the system before providing care?
9. Base Compensation: What is the annual base salary? What is the pay period frequency? Does the base compensation increase over the term of the agreement? Is there a yearly review or quarterly review of compensation?
10. Productivity Compensation: If there is productivity compensation, how is it calculated (wRVU, net-collections, patient encounters, etc.)? Is there an annual review?
11. Practice Benefits Summary: Are standard benefits offered: health, vision, dental, life, retirement, etc.? Who is the advisor of human resource benefits?
12. Paid Time Off: How much time off does the job offer? What is the split between vacation, sick days, CME attendance, and holidays? Is there an HR guide?
13. Continuing Medical Education (CME): What is the annual allowance for CME expenses, and how much time off do they offer?
14. Dues and Fees: Which business financial expenses are covered (board licensing, DEA registration, privileging, AMA membership, Board review)?
15. Relocation Assistance: Is relocation assistance offered? What are the repayment obligations if the agreement terminates before the expiration of the initial term?
16. Signing Bonus: Is an employee signing bonus offered? When is it paid? Do you have to pay it back if you leave before completing the initial term? Are student loans paid back? Is there a forgiveness period for student loans?
17. Professional Liability Insurance: What type of liability insurance (malpractice) do they offer: claims-made, occurrence, self-insurance?
18. Tail insurance: If tail insurance is necessary, who is responsible for paying for it when the agreement terminates?
19. Term: What is the length of the initial term? Does the contract automatically renew after the initial term?
20. For Cause Termination: What are the grounds for immediate termination for-cause? Is a review provided to dispute the termination?
21. Without Cause Termination: How much notice is required for either party to terminate the agreement without-cause?
22. Practice Post-Termination Payment Obligations: Will you receive production bonuses after the agreement ends?
23. Non-Compete: How long does the non-compete last, and what is the prohibited geographic scope?
24. Financial Retirement: Is a financial retirement plan offered?
25. Non-Solicitation: How long does it last, and does it cover employees, patients, and business associates?
26. Notice: How is the notice given? Via hand delivery, email, US mail, etc.? Does it have to be provided to the employer’s attorney?
27. Practice Assignment: Can the employer assign the agreement?
28. Alternative Dispute Resolution: If there is a conflict regarding the contract, will mediation or arbitration process be utilized? What is the standard attorney review process for conflict? Who decides which attorney oversees the process?

If you have questions about physician relocation assistance or are interested in having your healthcare employment agreement reviewed, contact Chelle Law today.

Other Blogs of Interest

• What is Without Cause Termination in a Physician Contract?
• Will I Be Paid My Bonus if I Terminate the Physician Contract Early?

What is the Best Without Cause Termination Length in a Physician Contract? | Physician Dismissal 

Nearly every physician employment contract contains a provision that allows either party to terminate the agreement for any reason with a certain amount of notice to the other party. The typical amount of without-cause termination notice is either 60 or 90 days. Therefore, the initial term of the agreement is meaningless if either party can terminate the agreement for any reason at any time with proper notice.

Types of Contract Termination for Physicians

Terminating employees is an important business decision. There are two types of terminations: with-cause and without-cause. To fire someone for violating company policies or committing unethical acts can be justified as termination with-cause. But firing them for poor performance alone may not be enough reason to discharge the employee. This type of dismissal should instead fall under “termination without call.” You must understand which kind you’re terminating before deciding whether it would adversely affect other departments within your organization.

Termination Without Cause: Common Among Private Employers

Terminating an employee without-cause is a common practice among private employers. This type of dismissal can occur for several reasons, such as budget problems or operational restructuring and downsizing. The phrase “termination with-cause” might be more accurate since the employer has grounds to fire someone who isn’t performing up to expectations or meeting certain criteria in their contract. However, they do have this right under work-at-will laws present in some form across all 50 states unless moving forward would violate state or federal employment statutes.

For Cause Termination

Companies usually have an employee handbook to outline the standards of behavior expected from their employees. A separate code of conduct may also be in place, outlining specific incidents for termination should they happen within a company or on its premises. Common causes that lead to immediate dismissal include violence and drug abuse. Although, theft is not uncommon either, as well as sexual harassment, depending upon the severity and number of offenses committed by one individual. The more severe cases typically result in automatic termination with lesser violations which might require progressive warnings before finally being terminated if it reaches a point where other options are no longer viable.

Set Term With the Employer

Simply put, not all employees enjoy the same protections when it comes to employment. This is why it’s so important for individuals negotiating a contract to be fully aware of their options before committing themselves and signing on that dotted line. For example, an at-will employee can get let go with no notice if they don’t do what their employers want them to—think back from your favorite show where someone gets fired because she didn’t sell enough lemonade in one day! Meanwhile, some contracts specify fixed terms, like two years or more. These agreements will detail specific reasons and probation periods (if applicable) for termination without-cause should either party fail to uphold certain obligations set forth by this agreement.

Notice

When an employee must quit their job, they are obligated to give notice that the relationship is ending. It’s typical for a physician to provide between 60 to 90 days’ notice before terminating employment so both parties can prepare accordingly.

An employment contract is a formal agreement between an employee and employer in which the two agree to work together. Fixed-term contracts are one type, but there are other types for jobs with more fluid timelines, such as hourly wages or commissions based on performance.

Valid Reason Needed to Terminate Physician in a Fixed Agreement

Employers can terminate employees early in a fixed service contract if the employer provides valid reasoning and proof. However, employers must provide evidence that an employee was not fulfilling their obligations before termination can occur. Suppose an employee wasn’t providing services agreed upon in a contract but had been given sufficient time for absences due to illness or injury. Then they could cancel it without giving notice. However, if either party provides no reason, this would fall under “constructive dismissal.”

An employee who signed a fixed term of employment has certain rights when considering being dismissed from work earlier than expected based on agreement with the company during negotiation stages- one such right relates to whether or not parties met duties as per the original terms set.

Physician Contract Term Length 

The term of the employment agreement refers to how long the contract lasts. Most physician employment agreements are between 1 to 3 years, with automatic renewal after the initial term ends.

Contract duration clauses are often found in employment contracts to outline how long the contract will last. This is typically done for an indefinite time, but if the contract stated a specific date on when it would end, that could also be included. An example of this might be someone being hired with no specified term length and coming back after completing their degree. Or maybe they’ve reached another goal set by both parties so work can resume again more easily without starting from scratch every time something happens outside their control. Things like graduating college in four years instead of six because you could go part-time while working during your first two years before going full-time once classes stopped for summer break.

Using a Duration Clause 

You would be wise to use a duration clause when defining an agreement’s effective period. This can help you protect your interests should the contract need early termination and also helps clarify what type of early termination is possible for both parties involved. It includes things like whether or not it will end on its own accord at some point, if any specific events trigger an automatic expiration date (such as a breach), and more!

When creating a contract, both parties should know what the terms are. If there is a duration clause in place, it’s common for either party to be able to renew with one another if they desire. And as long as you spell out your conditions within the duration clause, this can also prevent confusion about when their time will expire and how much notice must be given before termination of service takes effect.

Not every contract has a precise end date, but those that do usually allow flexibility on behalf of both parties who may desire to continue after expiration or wish not to terminate prior to its conclusion. You could always include these personal clauses into the main document, explaining them clearly, so everyone knows where they stand at all times- including yourself!

Can an Employer Make a Physician Pay Back a Signing Bonus? | Physician Contract

One question we frequently get from employers is can they make a physician pay back their signing bonus? And the short answer is yes. Signing bonuses are a great way to entice physicians to apply or become employed at your practice. Especially if a physician is straight out of residency or they’re going to be moving to a new community. Typically, they would receive that bonus upon signing the agreement or their first paycheck. 

Types of Payback Provision for Physician Sign-On Bonus

When talking with employers, including a payback provision for those signing bonuses is essential. And it’s typically done one of three ways: The first way we would include it is by simply stating that if the physician were to terminate the agreement within 12 to 24 months. They would have to pay back the signing bonus. The second way to include it is to say that if they terminate the contract within 12 to 24 months, they would have to repay the signing bonus. However,  at a prorated share for the entire time of their employment. And then lastly, it’s a little bit rare that the physician would have to pay back the signing bonus if they didn’t give proper notice upon their termination. 

Most contracts insist that a physician give 60 to 90 days’ notice upon termination of the agreement. If they did not stay for those 60 to 90 days or give proper notice, they would have to pay back their signing bonus. 

Our contact information is also on there, and we’d be happy to set up a consultation with you. We can discuss signing bonuses, payback provisions, and how best to address them in your employment agreement. Thank you.

Consultation with Chelle Law

When your Physician Assistant agreement is reviewed by a contract review attorney, you will find financial benefits which end up outweighing the cost of the review. Leave it to the experts. If you are in need of assistance with an employment agreement or contract review schedule a Physician Assistant Contract Lawyer with Chelle Law today!