How do I set up different onboarding paperwork for W-2 employees and 1099 contractors?
Use the clinician onboarding checklist to require I-9, W-4 and handbook sign-off from W-2 employees, and W-9, contractor agreement and liability insurance from 1099 contractors, automatically, based on each clinician's classification.
In YourMedSoft, onboarding paperwork is managed as clinician onboarding checklist items. Each item in Settings → Compliance has an "Applies to" setting (W-2 and 1099, W-2 only, or 1099 only). When an admin sets a clinician's worker classification on their checklist, only the matching paperwork appears. Tax and eligibility forms (I-9, W-4, W-9) are recorded as completed by staff rather than stored, and policies such as the handbook or contractor agreement are signed by the clinician by typing their full legal name.
What You Need Before Starting
- Owner or Admin role.
- The recommended checklist loaded from Settings → Compliance → + Clinician Onboarding Checklist (it already includes the W-2 and 1099 items below).
Clinical & Regulatory Compliance Standards
- Form I-9: Section 1 by the first day of work and Section 2 within 3 business days; retain for 3 years after hire or 1 year after termination, whichever is later, separately from personnel files.
- Worker classification (W-2 vs 1099) follows IRS and Department of Labor tests; YourMedSoft records the classification you choose but does not determine it.
Step-by-Step Instructions
Review the W-2 and 1099 items
In Settings → Compliance, items marked "W-2 only" include Form I-9, W-4 and state withholding, and Employee handbook & code of conduct. Items marked "1099 only" include Form W-9, Professional liability (COI) and Independent contractor agreement. Edit any item and change "Applies to" to adjust.
Add your own documents or policies
Click "+ Add Requirement". For a policy the clinician must sign (e.g. arbitration agreement or state-specific disclosure), choose Item type "Policy acknowledgment" and paste a link to the document in Policy link. For a form your team handles, choose "Admin task". Set Applies to, and optionally Renews every (e.g. 12 months for annual re-acknowledgment).
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Set each clinician's classification
Open People → Onboarding → Clinician Checklists, click the clinician and choose W-2 employee or 1099 contractor in the checklist header. The checklist immediately shows only the paperwork for that classification. Until it is set, both sets are shown.
Record tax and eligibility forms
Complete the I-9, W-4 or W-9 in your payroll or HR system, then click Complete on the checklist item and add a note (e.g. "I-9 Section 2 completed 10/26, E-Verify case closed"). Do not upload SSN-bearing forms. The I-9 item is a restricted document visible only to admins.
Clinicians sign policies themselves
Clinicians open My Profile → Onboarding, click "Review & sign" on each policy, read the linked document and type their full legal name. The signature, date, time and policy version are recorded.
Pro-Tips & Best Practices
- The 5-step New Hire wizard and self-onboarding link still collect basic details; the checklist handles the paperwork once the person is a staff record.
- Use Renews every on HIPAA or handbook items to require annual re-signing.
Troubleshooting & Operational Edge Cases
Issue: A contractor is being asked for an I-9 and W-4
Operational Resolution: Their worker classification is not set. An admin should set it to 1099 contractor in the checklist header.
Frequently Asked Questions & Troubleshooting
Are typed-name signatures legally binding?
Typed-name electronic signatures with intent and a record of who signed and when are generally recognized under the federal ESIGN Act and state UETA laws. YourMedSoft records the typed name, timestamp, IP address and policy version. Confirm requirements for specific documents with your counsel.
Can I store the actual W-4 or I-9 here?
We recommend recording completion only. If you must attach a copy, it is stored under a restricted path that only admins can open, but keeping SSN-bearing forms in your payroll system is safer.
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