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- Healthcare HRMS
- Data model
The tables behind Healthcare HRMS
Healthcare HRMS ships with 45 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 45
- Features
- 7, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Clinical credentials
Clinical staff assignments connects Employees, Organizations, professional licenses and People to verification evidence, decisions, actions and state history.
Recruiting and employee lifecycle
Job requisitions, Applications and Offers lead into Employees, Positions, employment history and onboarding work.
Time, pay and benefits
Leave requests and Timesheets supply period context; payroll runs, pay statements and benefit enrollments retain the pay and coverage records.
Performance and learning
Performance cycles, reviews, goals, courses and training records follow development and qualification work.
Every table, by feature
- Clinical credentials9
- Recruiting11
- Employee lifecycle10
- Time and leave6
- Payroll operations9
- Benefits6
- Performance and learning7
- Shared and settings3
- Clinical staff assignments
Clinician credentialing and assignment record carried through review to active status.
Linked to Employees, Organizations, People, Professional licenses - Credential verifications
Observation-level credential verification items with source evidence and outcome.
Linked to Clinical staff assignments - Evidence documents
Primary-source documents attached to an assignment.
Linked to Clinical staff assignments, People - Review decisions
Independent reviewer decisions recorded against an exact source revision.
Linked to Clinical staff assignments, People - Follow up actions
Actions assigned to close missing evidence or held conditions.
Linked to Clinical staff assignments, People - State history
Status transition audit trail for an assignment.
Linked to Clinical staff assignments, People - Professional licenses
License and credential definitions with policy reference and effective window.
Linked to Organizations - Organizations
Healthcare organizations and facilities in scope.
- People
Named internal owners and reviewers referenced across the domain records.
Linked to Organizations
- Job requisitions
Approved positions opened to recruiting.
Linked to Positions, Job titles, Departments, Locations - Candidates
Person pool in the applicant tracking system.
Linked to Employees - Applications
A candidate applying to a requisition - the ATS pipeline record.
Linked to Candidates, Job requisitions, Employees - Interviews
Scheduled interviews with scorecard capture.
Linked to Applications, Employees - Offers
Offer details, approval status and signed date.
Linked to Applications, Candidates, Positions, Employees - Positions
Seat-level org entries that an employee fills.
Linked to Job titles, Departments, Locations, Pay grades - Job titles
Canonical clinical and administrative job titles.
Linked to Pay grades - Pay grades
Salary bands tied to job titles and positions.
- Departments
Clinical and administrative departments.
Linked to Departments, Employees - Locations
Facilities and remote work locations.
Linked to Tax jurisdictions - Employees
Central employee record for the clinical workforce.
Linked to Positions, Departments, Locations, Employees
- Employees
Central employee record for the clinical workforce.
Linked to Positions, Departments, Locations, Employees - Employment history
Lifecycle events: hire, promotion, transfer, comp change, separation.
Linked to Employees, Positions - Positions
Seat-level org entries that an employee fills.
Linked to Job titles, Departments, Locations, Pay grades - Departments
Clinical and administrative departments.
Linked to Departments, Employees - Job titles
Canonical clinical and administrative job titles.
Linked to Pay grades - Locations
Facilities and remote work locations.
Linked to Tax jurisdictions - Pay grades
Salary bands tied to job titles and positions.
- Payroll calendars
Named pay schedules driving payroll runs.
- Onboarding checklists
Per-hire or per-separation container of onboarding tasks.
Linked to Employees - Onboarding tasks
Individual onboarding tasks fanned out to IT, HR, manager and training.
Linked to Onboarding checklists, Employees
- Timesheets
Weekly timesheet header per employee.
Linked to Employees - Time entries
Hours against a day, project, or cost center.
Linked to Timesheets - Leave requests
Employee leave requests requiring manager approval.
Linked to Employees, Leave types - Leave balances
Current balance per employee per leave type.
Linked to Employees, Leave types - Leave types
Leave categories with country- and class-scoped accrual rules.
- Employees
Central employee record for the clinical workforce.
Linked to Positions, Departments, Locations, Employees
- Payroll calendars
Named pay schedules driving payroll runs.
- Payroll runs
A scheduled execution of payroll for a calendar and period.
Linked to Payroll calendars, Employees - Pay statements
Per-employee pay statement for a given run.
Linked to Payroll runs, Employees - Pay statement lines
Each earning, benefit deduction, tax and garnishment line.
Linked to Pay statements, Tax jurisdictions - Tax jurisdictions
Tax authorities driving withholding and filings.
- Tax filings
Tax filing records associated with a payroll run and jurisdiction.
Linked to Tax jurisdictions, Payroll runs - Timesheets
Weekly timesheet header per employee.
Linked to Employees - Employees
Central employee record for the clinical workforce.
Linked to Positions, Departments, Locations, Employees - Benefit enrollments
Per-employee enrollment in a benefit plan.
Linked to Employees, Benefit plans
- Benefit plans
Enrollable medical, dental, retirement and life plans.
- Benefit enrollments
Per-employee enrollment in a benefit plan.
Linked to Employees, Benefit plans - Employees
Central employee record for the clinical workforce.
Linked to Positions, Departments, Locations, Employees - Pay statements
Per-employee pay statement for a given run.
Linked to Payroll runs, Employees - Pay statement lines
Each earning, benefit deduction, tax and garnishment line.
Linked to Pay statements, Tax jurisdictions - Onboarding tasks
Individual onboarding tasks fanned out to IT, HR, manager and training.
Linked to Onboarding checklists, Employees
- Performance cycles
Annual, mid-year and probation performance cycles.
- Performance reviews
Subject-by-reviewer review within a performance cycle.
Linked to Performance cycles, Employees - Goals
Employee goals tied to a performance cycle.
Linked to Employees, Performance cycles - Courses
Learning catalog of clinical and compliance content.
- Course enrollments
Employee enrollment in a course - the LMS transaction record.
Linked to Courses, Employees - Training records
Durable record of completed training and certifications.
Linked to Employees, Courses - Employees
Central employee record for the clinical workforce.
Linked to Positions, Departments, Locations, Employees
Keys and references
Each record retains its own identifier. Reference fields link the employee to organizational records, connect an application to candidate and requisition, connect a pay statement to its run, and connect evidence and decisions to the clinical assignment. Keep source references and assignment revisions when importing credential history; a file attachment by itself does not identify the decision it supported.
Migration order
- Load Organizations, People, professional licenses, Departments, Locations, job titles, pay grades and payroll calendars.
- Load Positions, Employees, benefit plans, leave types, Courses and performance cycles. Fill department head references after employee records are loaded.
- Load recruiting, employment history, onboarding, time, leave, benefit, review and training records with their references.
- Load clinical assignments, verification observations, evidence documents, review decisions, follow-up actions and state history.
- Reconcile open statuses, effective dates, expiry dates, payroll periods and source references before teams act on imported records.
Set up Healthcare HRMS your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.