Case study

How a biopharmaceutical company built a flexible hiring model for clinical trial growth

A US-based physical therapy practice needed experienced remote healthcare professionals to support medical billing, insurance authorizations, benefits verification, collections, and administrative operations. The practice partnered with Global Squirrels to hire seven remote healthcare specialists from India and the Philippines. Global Squirrels handled sourcing, screening, onboarding, payroll, and ongoing support, reducing staffing costs by approximately 80% while helping the practice scale its back-office operations efficiently.

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Executive summary: Flexible biopharmaceutical hiring for clinical trial growth

A California-based biopharmaceutical company needed a more flexible way to hire employees and contractors as clinical trial milestones changed its workforce requirements.

The company was planning approximately 15 full-time hires in the United States. However, many positions could not be released until clinical trial data confirmed the need for additional headcount. Some roles needed to be filled within 30 to 60 days, while others could remain inactive for four to six months.

The internal recruitment team was already managing sourcing, interviews, hiring manager coordination, offers, and onboarding. Although the company preferred to retain control over candidate selection, it needed additional recruitment capacity that could be activated only when roles were approved.

Global Squirrels created a modular biopharmaceutical recruitment solution that supported permanent hiring, contractor recruitment, Employer of Record services, payroll, benefits, onboarding, and compliance.
The company could activate individual requisitions as clinical trial data became available, review screened candidates before making a financial commitment, and use Global Squirrels for either complete recruitment support or payroll-only services.

This approach helped the organization establish a scalable hiring process without committing to headcount before clinical and budget approvals were finalized.

About the client: California biopharmaceutical company planning 15 hires

The company needed a staffing partner that could work alongside its internal recruitment team without removing control from hiring managers.

The challenge: Scaling hiring around clinical trial results

Hiring plans depended on clinical trial outcomes

Unlike companies with fixed annual hiring plans, the client could not release every position at the beginning of the year.

Several roles were gated by clinical trial data. The company first needed to review trial results, determine whether a program would progress, confirm its budget, and obtain internal approval before opening the related positions.

This created an unpredictable recruitment schedule. A large group of roles could move from inactive to urgent after favorable clinical results, while other positions could remain paused for several months.

Traditional recruitment models were not well suited to this situation because they often required early commitments, fixed hiring volumes, or immediate requisition activity.

Hiring timelines varied significantly

The company did not want to rush candidate selection simply to meet an arbitrary deadline.

Some operational and support positions could be filled within 30 to 60 days. Specialized biopharmaceutical and clinical roles could require four to six months, depending on candidate availability, technical experience, compensation expectations, and internal interview schedules.

The recruitment solution therefore needed to support both urgent and long-term searches.

The internal team was carrying most of the recruitment workload

The company handled most recruitment activities internally. This gave its managers direct control over candidate quality, but it also created additional work for the internal talent acquisition team.

The team had to manage:

Candidate sourcing
Initial qualification
Hiring manager follow-ups
Interview scheduling
Offer coordination
Background checks
Payroll and onboarding administration
Contractor compliance

When multiple roles became active at the same time, these responsibilities could slow the hiring pipeline and increase the administrative burden on the internal team.

Permanent and contractor hiring required different workflows

The company needed both permanent employees and contractors for 12 to 18 month projects.

Permanent employees required recruitment, benefits, payroll, and long-term workforce administration. Contractors required flexible engagement terms, payroll management, classification support, and project-based onboarding.

Managing these worker types through separate vendors would have increased complexity. The client wanted one partner that could support both workforce models while allowing its internal team to retain hiring authority.

Legal and contractual requirements needed careful coordination

As a regulated biopharmaceutical organization, the company required a structured legal review before activating recruitment or payroll services.

Its legal team needed to review the Master Service Agreement, employment terms, fee structure, termination conditions, confidentiality provisions, and onboarding requirements.

The company also wanted the flexibility to include clauses from its own internal service agreement.

The solution: Flexible recruitment for biopharmaceutical roles

Global Squirrels designed a modular hiring and workforce management model around the company’s clinical trial schedule.

Instead of requiring the client to activate all planned positions at once, Global Squirrels allowed the company to open individual requisitions only after clinical, financial, and management approvals were completed.

Flexible recruitment support

Global Squirrels provided sourcing and recruitment support for approved full-time and contractor positions.

The recruitment process included:

Role and compensation alignment
Candidate sourcing
Resume evaluation
Initial candidate screening
Multi-level qualification
Interview coordination
Candidate follow-up
Offer and onboarding support

For each active hiring request, the client could review a focused shortlist of screened candidates rather than sorting through a high volume of unqualified applications.

The company continued to conduct its own technical and final interviews. This allowed hiring managers to maintain control over technical competency, scientific experience, team alignment, and final selection.

Recruitment without premature financial commitment

The client could review shortlisted candidates before confirming an offer or making the related hiring payment.

This was important because the organization’s headcount requirements could change after reviewing clinical trial results.

The company retained control over:

When a position became active
Which candidates entered the interview process
Whether an offer should be issued
Compensation and employment terms
The preferred start date

This reduced the risk of committing resources before a role received final approval.

Employer of Record and payroll services

For workers placed through Global Squirrels, the platform could act as the Employer of Record and manage the administrative employment relationship.

Services included:

Employment agreements
Payroll processing
Payroll tax administration
Benefits coordination
Health insurance administration
Retirement benefit support
Background checks
Onboarding documentation
Confidentiality agreements
Compliance support
Termination administration

The biopharmaceutical company remained responsible for daily assignments, scientific oversight, performance management, and team integration.

Payroll-only option for independently sourced candidates

The client did not always require complete recruitment support.

When the internal recruitment team or a hiring manager identified a suitable candidate independently, Global Squirrels could provide payroll, Employer of Record, onboarding, and compliance services without managing the candidate search.

This modular option allowed the company to choose the appropriate level of support for each role.

Customized legal review

Global Squirrels provided a Master Service Agreement outlining the recruitment, payroll, onboarding, and workforce management terms.

Both organizations reviewed the agreement and incorporated the necessary legal provisions before the first hiring request was activated.

Offer documents could also be reviewed and adjusted before authorization. Depending on the position, these documents could include:

Probation terms
Termination clauses
Bonus arrangements
Confidentiality requirements
Intellectual property provisions
Start date conditions
Benefits information

A refundable onboarding deposit was used as financial security for applicable employment obligations. Unused funds remained refundable according to the agreed terms.

How the hiring process runs: From role approval to onboarding

Step 1: The company identifies a potential hiring requirement

The process begins when a department anticipates the need for additional employees or contractors.

The position may remain in workforce planning while the company waits for clinical trial data, budget approval, or management authorization.

Step 2: Clinical and financial approvals are confirmed

Once favorable trial data or an operational requirement confirms the need for the position, the company approves the requisition.

No recruitment activity is required while the role remains gated.

This prevents unnecessary sourcing activity and helps the company avoid engaging candidates for positions that may not open.

Step 3: Global Squirrels reviews the position

The Global Squirrels recruitment team works with the client to clarify:

Position responsibilities
Required scientific or technical experience
Employment type
Contractor duration
Location requirements
Compensation range
Interview stages
Target start date
Compliance considerations

The team also determines whether the company requires complete recruitment support or payroll-only services.

Step 4: Candidates are sourced and screened

Global Squirrels searches for candidates who match the approved requirements.

Candidates are evaluated for professional experience, technical relevance, availability, compensation alignment, communication skills, and interest in the position.

Only qualified candidates move forward to the client.

Step 5: The client receives a focused shortlist

The client receives approximately three screened candidates for each active hiring request.

The internal recruitment team and hiring manager review the profiles before deciding whom to interview.

This focused approach reduces resume volume while preserving candidate choice.

Step 6: Internal interviews are completed

The client conducts interviews according to its existing process.

Depending on the role, the process may include:

Recruiter discussion
Hiring manager interview
Technical assessment
Scientific or clinical evaluation
Team interview
Leadership approval
Final compensation discussion

Global Squirrels supports scheduling, candidate communication, and follow-up throughout the process.

Step 7: The offer is reviewed and authorized

When the client selects a candidate, Global Squirrels prepares the relevant employment or contractor documentation.

The client reviews the offer terms before authorization. Payment is initiated only after the company confirms the offer and approves the candidate.

Step 8: Background checks and onboarding are completed

The implementation plan includes approximately two weeks between offer acceptance and the start date.

This period allows time for:

Background screening
Employment documentation
Payroll setup
Benefits enrollment
Notice period coordination
Confidentiality documentation
Internal access preparation

Step 9: Payroll and workforce administration begin

After the worker starts, Global Squirrels manages the agreed payroll, benefits, employment administration, and compliance responsibilities.

The client manages day-to-day work, performance expectations, scientific responsibilities, and project priorities.

Step 10: Additional roles are activated when required

New positions can be released individually as clinical trial results and budgets become available.

This gives the company a repeatable recruitment process without requiring a fixed annual hiring commitment.

Results: 15 Strategic hires supported through one flexible model

A repeatable hiring model for approximately 15 planned roles

The company established a structured process that could support approximately 15 planned U.S. positions without opening every requisition at the same time.

Roles could remain gated until the organization received favorable clinical data and internal approval.

Hiring capacity that could be activated when needed

The client gained access to external recruitment capacity without replacing its internal talent acquisition function.

Global Squirrels could support the company when multiple positions became active, while the internal team continued to lead manager communication and final candidate selection.

Three screened candidates for each approved hiring request

Instead of reviewing large volumes of applications, hiring managers received a focused shortlist of approximately three candidates for each active requisition.

This helped the internal team spend more time evaluating candidate fit and less time sorting through unsuitable profiles.

Support for hiring windows from 30 to 180 days

The process supported both urgent and specialized positions.

Roles that required immediate attention could progress within a shorter hiring window, while niche biopharmaceutical positions could remain open for several months without forcing the company to compromise on candidate quality.

One workflow for permanent employees and contractors

The company could manage permanent hiring and 12 to 18 month contractor requirements through the same workforce partner.

This reduced the need to coordinate separate recruitment, payroll, benefits, and compliance vendors.

Reduced administrative pressure on the internal recruitment team

Global Squirrels assumed responsibility for agreed sourcing, screening, interview coordination, offer administration, onboarding, payroll, benefits, and employment compliance activities.

The internal team could focus on hiring strategy, manager coordination, technical evaluation, and workforce planning.

Greater control over hiring expenditure

The company did not need to make a hiring commitment before approving the candidate and confirming the offer.

It could also select payroll-only services when a candidate was sourced internally, helping align service costs with the support required for each position.

Lower risk of premature headcount commitments

Most importantly, the company could align hiring decisions with clinical trial progress.

Positions were activated only when clinical results, budgets, and internal approvals supported the need. This allowed the organization to remain prepared for growth without carrying unnecessary workforce costs during uncertain development stages.

Testimonial: A flexible approach to biopharmaceutical hiring

Why companies choose Global Squirrels for biopharma hiring

Biopharmaceutical companies operate in an environment where clinical results, regulatory milestones, funding decisions, and development priorities can change workforce requirements quickly.

A hiring plan that appears stable at the beginning of the year may change after a clinical readout, program expansion, budget review, or operational decision.

Global Squirrels helps life sciences companies build a flexible recruitment and workforce management model around these realities.

Flexible role activation

Companies can activate positions individually instead of committing to an entire hiring forecast at once.

Recruitment and payroll in one solution

Global Squirrels can support sourcing, screening, onboarding, Employer of Record services, payroll, benefits, and compliance through one coordinated process.

Support for full-time and project-based workers

Organizations can hire permanent employees or contractors based on the expected duration and requirements of each program.

Client-controlled candidate selection

The client retains control over interviews, technical assessments, compensation approval, and final hiring decisions.

Modular service options

Companies can use complete recruitment support or select payroll-only services for independently sourced talent.

Focused candidate shortlists

Hiring managers receive screened candidates aligned with the role rather than a high volume of unqualified resumes.

Transparent offer authorization

Clients review and approve the candidate, compensation, contractual conditions, and offer before the hiring process is finalized.

Compliance and workforce administration

Global Squirrels helps manage employment agreements, payroll, benefits, background checks, onboarding, and applicable workforce compliance obligations.

Practical insight for biopharmaceutical employers

Clinical trial staffing should not be managed as a fixed-volume recruitment program.

A more effective model separates workforce planning from requisition activation. Companies can forecast likely hiring requirements in advance while delaying sourcing and employment commitments until clinical, financial, and leadership approvals are confirmed.

This creates a ready-to-activate talent process without adding unnecessary headcount risk.

Global Squirrels gives biopharmaceutical and life sciences companies the flexibility to hire when opportunities emerge, while maintaining control over candidate quality, costs, and compliance.

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