If you’re a medical professional running your own practice, the thought of Department of Labour audits can trigger a wave of anxiety. You’re not alone. At Vizibiliti, we regularly hear from doctors who feel overwhelmed at the prospect of an inspection. The good news? With the right preparation, these audits don’t have to be stressful. In fact, a calm and proactive approach can turn the whole experience into a near non-event.

This blog post will walk you through what to expect, what really matters, and how to stay compliant without the commotion.

Why Are Medical Practices Being Audited?

Department of Labour audits are becoming increasingly common, especially for new or growing practices. And while it can feel personal, it’s not. The Department of Labour (DoL) is simply fulfilling its mandate to ensure all employers—including healthcare professionals—are meeting their legal obligations.

As a specialist or private practice owner, you’re not seen as a “casual” or “informal” operation. You’re a formal employer, and that means your practice is expected to meet the same statutory requirements as any other business. This includes compliance with the Basic Conditions of Employment Act, the Occupational Health and Safety Act, and registration with the Unemployment Insurance Fund (UIF) and the Compensation Fund (COIDA).

It’s worth noting that these audits are not random harassment. They are a systemic part of how labour laws are enforced across sectors. As a result, every practice—no matter how large or small—should assume they may be audited at some point and plan accordingly.

What Happens During a Department of Labour Audit?

Most inspections begin with a formal letter notifying you of the upcoming visit and listing the documents you’ll need to provide. These typically include:

• Signed employment contracts for all staff
• Payslips and salary records
• Attendance registers
• Proof of registration with the UIF and Compensation Fund
• Health and safety policies and procedures

Inspectors may also check that you display mandatory legal summaries and that your working environment meets basic health and safety standards.

If your documents are in order and your processes are sound, the audit is usually straightforward. But when records are incomplete or missing, stress levels spike — and that’s when things can spiral. Scrambling to produce last-minute paperwork only adds pressure to an already tense situation.

The inspector may also ask questions about your daily operations, how you handle disciplinary procedures, and whether your staff are aware of their rights. This is why training and internal communication are just as important as documentation.

Common Pitfalls to Watch For

From our experience across the sector, there are a few common areas where practices often come up short during a Department of Labour audit:

• Missing registrations: Many doctors are unaware that failing to register with the UIF or Compensation Fund puts them in immediate non-compliance.
• Outdated or unsigned contracts: Staff contracts are often incomplete, especially for long-serving employees.
• Relying solely on the accountant: While your accountant plays a crucial role, ultimate responsibility for compliance lies with you, the employer.
• No internal processes: Lack of formal systems for attendance tracking, safety protocols, or policy documentation can raise red flags.

Another frequent issue is neglecting to schedule regular updates. Practices evolve over time, and compliance files that were complete a year ago may now be out of date. Adding a simple annual review to your admin calendar can make a significant difference.

Working with an experienced compliance advisor like Vizibiliti can help you avoid these pitfalls and stay ahead of the curve. We’re here to support you with straightforward, professional guidance tailored to the healthcare space.

Staying One Step Ahead

The key to managing a labour audit is not perfection, but preparedness. Having your compliance documents up to date and easily accessible can make the process far less daunting.

That might include:

• Creating a simple checklist of your statutory requirements
• Storing documents digitally in a secure, well-organised folder
• Scheduling annual internal reviews of your practice’s compliance status
• Clarifying with your accountant exactly what they are responsible for

Consider also designating a staff member to oversee routine compliance updates. This ensures continuity and creates a go-to point of contact if and when an inspection occurs. It also builds a culture of responsibility and awareness across your team.

At Vizibiliti, we work closely with medical practices to simplify this process and make compliance feel achievable, not intimidating.

Final Word: Stay Prepared — Not Panicked

Being audited by the Department of Labour doesn’t mean you’ve done something wrong. It just means you need to be ready to show that your practice is run professionally and lawfully.

With some forethought and the right support, there’s no need for concern. A well-organised compliance file, a few annual check-ins, and a clear understanding of your obligations can go a long way toward making the audit process smooth and uneventful.

If you’d like to review your current compliance standing or prepare for an upcoming inspection, Vizibiliti is here to help — discreetly, professionally, and with deep knowledge of the challenges faced by medical practices.