Every time you hire a new employee, whether it’s a dental hygienist, front desk staffer, or medical assistant, you’re required by federal law to verify that they’re legally authorized to work in the United States. That’s where Form I-9 comes in.
The Form I-9, issued by the U.S. Citizenship and Immigration Services (USCIS), is a mandatory document that all employers must complete and retain for each new hire. It’s a critical part of the onboarding process and helps ensure your practice remains in compliance with immigration and employment laws.
In the healthcare and dental industries, where turnover can be high and hiring moves fast, it’s especially important to have a clear, accurate, and compliant I-9 process in place. Mistakes or outdated forms can result in costly penalties and even impact your ability to operate.
What’s new with the I-9?
On April 3, 2025, USCIS released an updated version of the Form I-9 (edition date 01/20/25), which includes minor language changes and an updated privacy notice. This version will be valid until May 31, 2027.
Here’s what employers need to know:
- Current editions still valid:
- 08/01/23 edition (valid through May 31, 2027)
- 08/01/23 edition (valid through July 31, 2026)*
*If using electronically, you must switch to a version with a 05/31/2027 expiration date by July 31, 2026.
- E-Verify updates:
The term “A noncitizen authorized to work” has been replaced with “An alien authorized to work” in E-Verify and E-Verify+. - Next steps for employers:
- Confirm your team is using the correct version of the I-9 form.
- Update digital systems accordingly.
- Prep for potential audits or worksite visits by reviewing your current I-9 processes.
What does HR for Health do to make this easier?
At HR for Health, we make I-9 compliance simple and stress-free—especially for busy healthcare and dental practices where time and accuracy matter most.
With our platform, you can securely store digital I-9 forms in one organized location, making it easy to access, manage, and reference employee records whenever needed.
You’ll receive automated alerts for expiring documents and re-verification requirements, so nothing slips through the cracks.
All your employee records are audit-ready by design, ensuring you’re always prepared in case of an inspection or government review, without the last-minute scramble.
And if you ever have questions about I-9 compliance or onboarding requirements, our dedicated team of HR advisors is just a click or call away to provide expert, healthcare-specific support.
Compliance shouldn’t slow you down.
With HR for Health, you can hire with confidence, knowing your practice is protected and compliant every step of the way.
Book a free demo to learn how we simplify hiring and compliance for healthcare and dental practices.
