How to Connect & Use SurePayroll (By Paychex) with YourMedSoft
Complete step-by-step guide to integrate SurePayroll (By Paychex) with YourMedSoft. Learn how to connect SurePayroll (By Paychex), control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Payroll & Earnings.
Connects YourMedSoft directly to SurePayroll (By Paychex) with $0 middleware fees. Inbound sync pulls your W2 nurses, 1099 independent contractors, and hourly pay rates into your YourMedSoft Clinician Roster. Outbound sync pushes supervisor-approved timesheet hours, overtime, and gross pay into SurePayroll via API or ready-to-import SurePayroll CSV payroll batches. To connect SurePayroll (By Paychex) in YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), select SurePayroll (By Paychex), and enter your API token or activate free Sandbox/CSV Batch mode to manage Data In, Data Out, and + Add Data.
What You Need Before Starting
- Active YourMedSoft account with Administrator or Coordinator role.
- Active account on SurePayroll (By Paychex) (API token optional — free CSV Batch / Sandbox Mode supported).
- Configured clinical roster or facility rate sheets in YourMedSoft Foundation.
Clinical & Regulatory Compliance Standards
- HIPAA & HITECH Data Safeguards: All API payloads transmitted between YourMedSoft and SurePayroll (By Paychex) are encrypted in transit using TLS 1.3 with AES-256 encryption. PHI is strictly minimized according to minimum-necessary privacy rules.
- FLSA & Department of Labor Compliance: Overtime thresholds (daily >8 hrs in CA/NV/AK and weekly >40 hrs federal) and shift differentials are validated prior to payroll batch transmission to prevent wage and hour violations.
- Deduplication & Transaction Integrity: Automated idempotency keys prevent double-counting of timesheets, invoices, applicants, or clinician records during network retries.
Step-by-Step Instructions
Open Integrations & Sync & Locate SurePayroll (By Paychex)
Log in to YourMedSoft with an Admin or Manager account. Click "Integrations & Sync" in the left navigation sidebar (or go to Settings > App Marketplace & Integrations). Search for "SurePayroll (By Paychex)" or filter by the "Payroll & HR" category pill.
Connect SurePayroll (By Paychex) (Live API Token or Free CSV / Sandbox Mode)
Option 1 — Direct API Token (Live Sync): Log into your SurePayroll / Paychex Developer Portal, copy your API Access Token and Company Account ID, and paste them into the connection form. Option 2 — Zero-Key CSV Batch & Sandbox Mode ($0 / No API Key Needed): If your SurePayroll plan uses standard payroll file imports instead of direct API keys, leave the API Key blank and click "Connect (Sandbox Mode)". You can immediately upload SurePayroll employee CSVs in "Import (Data In)" and export formatted payroll CSV batches in "Export (Data Out)". Option 3 — Custom Webhook / Partner Endpoint: If you route payroll through an accountant or Paychex partner webhook, enter that URL in the Custom Base URL / Webhook field.
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Pull Data In (Inbound API Sync or CSV / JSON Upload)
Immediately after connecting, the "SurePayroll (By Paychex) Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from SurePayroll (By Paychex)" to pull clinician profiles, specialties & hourly pay rates via API, or use "Upload CSV / JSON File into Clinician Staff Roster" to batch-import records directly into Payroll & Earnings (/portal/payroll).
Create & Push New Records (+ Add Data Tab)
Switch to the "+ Add Data" tab inside the SurePayroll (By Paychex) Sync Hub (or click "+ Add Data" on the Connected Integrations bar inside Payroll & Earnings). Fill out the quick form to create a new record in YourMedSoft and simultaneously push it out to SurePayroll (By Paychex).
Push Data Out (Outbound Sync & Formatted CSV Batch Export)
Open the "Export (Data Out)" tab in the Sync Hub (or click "Push Data Out" from Payroll & Earnings at /portal/payroll). Select your active billing cycle or pay period, review the live record counts (Approved Timesheets & Payroll Runs), and click "Export to SurePayroll (By Paychex)" for direct API transmission or "Download CSV Batch" for manual upload into SurePayroll (By Paychex).
Configure Auto-Sync Rules & Verify HIPAA Audit Logs
Open the "Data Controls" tab to toggle Auto-Sync Data In (Inbound), Auto-Sync Data Out (Outbound), Sync Frequency (Real-time, Hourly, Daily, Manual), and Duplicate Record Handling. Switch to the "Sync Logs" tab at any time to inspect timestamped inbound/outbound receipts.
Pro-Tips & Best Practices
- Use the Connected Integrations bar at the top of Payroll & Earnings (/portal/payroll) to trigger 1-click "Pull Data In", "Push Data Out", or "+ Add Data" without leaving your workspace.
- If your SurePayroll (By Paychex) plan does not include API access, leave the API key blank to use CSV upload in "Import (Data In)" and formatted CSV batch downloads in "Export (Data Out)".
- Use the "Sync Logs" tab to verify timestamped inbound and outbound sync receipts for HIPAA and Joint Commission audits.
Troubleshooting & Operational Edge Cases
Issue: SurePayroll (By Paychex) shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means SurePayroll (By Paychex) was connected without an API key. While Sandbox Mode lets you upload CSV/JSON files and test "+ Add Data" immediately, to enable live API calls open SurePayroll (By Paychex) > "Manage Data & Sync" > "API Key" tab, paste your SurePayroll (By Paychex) token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by SurePayroll (By Paychex)
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in SurePayroll (By Paychex), or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into SurePayroll (By Paychex).
Issue: Where do my imported records from SurePayroll (By Paychex) appear?
Operational Resolution: Imported records from SurePayroll (By Paychex) are saved directly into Clinician Staff Roster. Click the "Payroll & Earnings" link inside the "Import (Data In)" tab or navigate to /portal/payroll in the left sidebar.
Frequently Asked Questions & Troubleshooting
What happens immediately after I save and connect SurePayroll (By Paychex)?
As soon as you click Connect, YourMedSoft pins SurePayroll (By Paychex) to your "Your Active Integrations" command center at the top of Integrations & Sync, adds a 1-click control bar inside Payroll & Earnings (/portal/payroll), and automatically opens the 7-tab Sync & Data Control Hub with a "What Happens Next" walkthrough.
Where do I control Data In, Data Out, and add new data for SurePayroll (By Paychex)?
In the SurePayroll (By Paychex) Sync & Data Control Hub (accessible from Settings > Integrations & Sync or the bar at the top of Payroll & Earnings): use "Import (Data In)" to pull records or upload CSV/JSON files, "Export (Data Out)" to push approved timesheets & payroll runs or download CSV batches, "+ Add Data" to create and push individual records, and "Data Controls" to configure automatic sync rules.
What specific data flows between YourMedSoft and SurePayroll (By Paychex)?
The two-way integration handles: (1) Inbound (Data In): Import clinician roster, W2/1099 tax classifications, and base hourly rates from SurePayroll -> routed to Payroll & Earnings (/portal/payroll). (2) Outbound (Data Out): Export approved timesheet hours, overtime, and gross pay batches to SurePayroll -> sourced from Approved Timesheets & Payroll Runs.
Does connecting SurePayroll (By Paychex) incur any additional fees in YourMedSoft?
No. YourMedSoft provides native integrations with zero per-connection surcharges and zero middleware fees. You can connect using your SurePayroll (By Paychex) API key or use free CSV Batch / Sandbox Mode.
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