Hiring for Your Practice: Contracts, Expenses, and Policies

Tuesday, August 25, 2026, 04:08 PM

Many holistic health practitioners reach a stage in their career where they are ready to expand their practice. No matter the workplace, bringing someone on board requires careful consideration.

From contracts and room rental arrangements to booking systems and workplace policies, there are several important factors to address.

A client at the counter of a clinic

We've put together this guide outlining what self-employed practitioners and business owners should consider when hiring a new team member.

Deciding What Arrangement Works for You: Employee or Contractor

You've decided you'd like to work with another practitioner. Great! Now it's time to decide your ideal work arrangement, based on the level of involvement you wish to have with the new hire.

Ask yourself the following questions:

Do you want to hire an employee and become an employer?

An employee works for you as part of your business. You are responsible for things like payroll deductions, Canada Pension Plan (CPP) contributions, vacation pay, and other employment obligations. The trade-off is that you have more control over scheduling, fees, and policies.

Do you want someone to share your space with as an independent contractor?

An independent contractor is self-employed and operates their own business in your space. With a fee-for-service agreement, they may be paid through a commission split, earning a percentage of the total service cost. They manage their own bookings, and they are responsible for their own tax obligations and business expenses.

The actual working conditions determine a worker's employment status, not simply the parties' intention. Employment status is assessed based on the nature of the working relationship, including factors such as the level of control one has over the worker's activities, and who owns and provides the tools and equipment (for example, a massage table).

Ensure you understand the working relationship you are entering into by reviewing how the Canada Revenue Agency (CRA) distinguishes between being an employee or self-employed.

Written Contracts

Once you determine your preferred arrangement, you can begin creating a contract (PDF). A written contract is necessary regardless of your new hire's status as an employee or contractor. A contract protects both parties and creates clear expectations.

Remember: you write a contract when things are good, so you're covered if things turn bad!

A contract should clearly address:

scope of services (what they practice)
payment structure and schedule
confidentiality and privacy obligations, including sensitive client information and record keeping
liability insurance requirements
termination and dispute resolution (including what happens if someone leaves)

You should also request proof of good standing with a professional association and determine if they need a business/practitioner licence in your municipality. Keep a copy of these documents on file.

Expectations and Responsibilities

Consider overhead expenses that you may wish to share, such as:

Will they provide their own massage table and supplies (such as lotions or oils)?
Who is responsible for laundry and cleaning supplies?
Who will cover room amenities, such as music and linens?
Will you have administrative staff to handle payments and bookings?

Marketing your business is also important to attract new clients. Consider:

Will you need to update your website, social media, or other channels?
Will you allow the practitioner to promote themselves independently?
Will you share advertising costs?

Determining these responsibilities in advance avoids awkward situations or misunderstandings.

Booking and Scheduling

Depending on your arrangement with a new hire, you may share scheduling software. This can make it easier for clients to book their appointments and for you to manage use of your workspace.

You may also choose to hire someone who practices a different modality or specialization than you as a benefit to your clients. This can expand your business and create referral opportunities.

There are a few considerations when it comes to streamlining bookings:

Do you plan to share a booking system and its cost?
Do you accept walk-ins or call-ins, and how will they be distributed?
How will you handle holidays and time off?

Creating a clear process for bookings helps remove potential misunderstandings about use of space and scheduling.

Clinic Policies

Policies often go hand-in-hand with a contract. Making your clinic policies clear to new hires is important for a consistent staff experience.

Policies may cover a variety of guidelines and standards, but remember to keep them reasonable. Consider applying the following policies, if you don't already have them:

professional dress code (e.g., no jeans or bare feet)
shift expectations (e.g., early arrival before first client)
client-specific policies, such as no-shows, consent, and privacy
health, safety, and emergency procedures
common area cleaning and maintenance
treatment room sharing, if applicable

Policies can help maintain a healthy work environment with effective communication between staff and management.

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