The Importance of Compliance in Pharma Hiring: Best Practices

Did you know that a single misstep in the recruitment workflow can cost pharma companies billions? Whether it is a failed background check, skipping to check the reference, work history, or license, or a biased interview round, non-compliance can attract huge penalties, lawsuits, and a massive blow to a company's reputation. Compliance in pharma hiring is as crucial as the scientific breakthroughs that lead to life-saving drugs.

When it comes to recruitment in the pharma industry, recruiters must look beyond the resume and work. Following a few best practices in recruiting can help you find top talent and land employees while perfectly complying with industry employment regulations. Let us dive deep into some of the best practices to help pharma companies streamline their talent acquisition team’s processes and lead them to their next great hire.

Comprehending the Recruitment Landscape for the Pharma Industry

Not very long ago, pharmaceutical recruiting involved “posting and praying.” Recruiters posted jobs and waited for candidates to respond. However, today’s talent industry has been disrupted. HR and talent management leaders are now devising sophisticated and comprehensive recruiting processes to streamline the process and engage the right candidates.

Sourcing and hiring the right talent in the healthcare industry has never been more important in this age of radical reform, innovation, and consumerism. By 2028, about 3 million jobs will be added to the healthcare sector. Each of those jobs represents hours of hard work from recruiters, hiring managers, and candidates. With that said, the healthcare talent industry is rolling out a new roadmap aimed at validating each hiring decision through recruitment best practices and process improvement.

HR and talent leaders are eschewing traditional recruiting models and zeroing in on extensive hiring strategies that bring in qualified job candidates. What is more? They are embedding tech and automation analytics into the selection processes and introducing tactical engagement practices for a better candidate experience. The ultimate goal is to recruit a high-performing, culturally astute, and compliant workforce that is equipped with relevant knowledge and credentials to handle the ever-evolving world of healthcare delivery.

The Significance of Compliance in Pharma Hiring

In the not-too-distant past, hiring employees for pharma companies was largely based on an application and the employer’s "gut feeling". In recent years, however, due to the rise in employee theft and applicants of questionable integrity, education/professional license/employment history checks have become an integral part of the recruitment process. A general assumption is that an employee's past is the best predictor of their future behavior. Hence, compliance checks in terms of background verification are pivotal in deciding the candidate's job fit. A report found that a staggering number of job applicants (35%) in the pharmaceutical or clinical trial space were found to be lying about their credentials either by providing false references or education or license information or, even worse, creating fake companies.

Compliance in pharma hiring means ensuring hiring practices are legal, ethical, and compliant with industry regulations and standards, including DE&I (diversity, equity, and inclusion) practices. Any disappointment in compliance can bring about financial repercussions for the firm. Ensuring that your business is compliant with all key employment legislation is an obvious must when it comes to business continuity methodologies. In short, the more compliant the recruitment process will be, the lesser the risk of creating a bad reputation and bad hires.

How to Comply: Best Practices

Adhering to compliance standards is crucial when hiring for the pharmaceutical industry due to its stringent regulations aimed at ensuring safety and quality. Here are some recommended best practices for maintaining compliance in pharma hiring:

• Keep abreast of laws that regulate recruitment practices in the industry, such as the Equal Remuneration Act of 1976 and the Persons with Disabilities Act of 1995. These laws mandate equal opportunities and fair treatment for all candidates, including those with special abilities. Refer to our salary guide to make an informed decision.
• Organize webinars, expert sessions, and compliance audits and prepare a compliance guide to teach employees and management to stay compliant.
• Standardize the interview process. Clearly define job requirements in the descriptions. Ask standardized interview questions to maintain consistency. Source candidates from a diverse pool and through different portals.
• Provide training to hiring managers and recruiters on relevant compliance regulations, as well as best practices for interviewing, evaluating candidates, and making hiring decisions.
• Safeguard candidates’ personal details by following regulations laid out by relevant authorities and the government. Treat candidate data as confidential information to uphold privacy.
• Verify employment background as permitted by law and relevant industry guidelines. Verify credentials, employment history, and other relevant details through thorough vetting procedures.
• Invest in strong paperwork and documentation. Maintain comprehensive records throughout the hiring process. Document all job postings, interviews, evaluations, and decisions. This paperwork demonstrates compliance and defends the hiring decisions against legal challenges.

Placing Compliance at the Heart of Recruitment

Ensuring recruitment compliance, especially in the pharmaceutical sector, means ensuring fair and equitable hiring practices and that all candidates are evaluated based on their qualifications and merits rather than any personal or protected characteristics. This helps mitigate discrimination risk and bias in the recruitment process, thereby promoting diversity, equity, and inclusion in the workplace. Recruiters, as compliance managers, act as the lighthouse, ensuring that all hiring decisions comply with regulatory requirements and employment laws.

Compliance in recruitment aims to create an inclusive environment. This approach not only fosters a fairer society but also helps organizations gain a wide range of perspectives and experiences, driving innovation and creativity. Ignoring the DE&I guidelines can land an organization in trouble, attracting huge fines, lawsuits, and reputational damage.

In the pharmaceutical industry, where integrity and authenticity are paramount, recruiters and hiring managers must remain vigilant in identifying and preventing fraudulent candidates. By being aware of red flags and identifying them early, the recruitment team will be able to effectively uncover fraud and maintain the organization’s credibility and the success of the hiring strategy. This also means that employers need to protect their business and employees from the harm of hiring someone unsuitable for the job.

Stay on the Right Course: Navigating the Compliance Requirements

Compliance in pharmaceutical recruitment acts as a compass, guiding your ship through turbulent waters and ensuring your company stays on course. Expert workforce solution providers like PERSOLKELLY keep abreast of legislative updates, such as employment laws, right-to-work checks, and license requirements. Our watchful eye protects you from potential fines, penalties, and legal pitfalls, providing peace of mind in a complex landscape. At PERSOLKELLY, recruitment compliance is incorporated into all that we do.

Embrace the expertise of your trusted recruitment partner to unlock the full potential of your recruitment strategy, ensuring you comply with regulations, promote diversity, safeguard data, preserve your reputation, and achieve seamless hiring procedures.