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Form I-9: Everything You Need to Know

Learn about the form requirements, the completion process, and the role of your authorized representative.

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Written by Erica Rodriguez
Updated this week

As part of your onboarding, you’ll need to complete an I-9 Form—a government requirement that verifies your identity and work authorization in the U.S. Since ShiftMed hires remotely, you’ll complete this step electronically in our app—no in-person paperwork needed!

Need more details? Check out our I-9 Resource Page for step-by-step guidance or see the video below.


Steps to Complete Your I-9 Electronically

1. Start in the ShiftMed App

  • Go to My Credentials > I-9 tab

  • We’ll text you a code to verify your phone

2. Enter Your Information

  • Confirm your name, birthday, and address

  • Select your work status (U.S. citizen, permanent resident, etc.)

  • Sign electronically

3. Choose Someone to Verify Your Documents

Pick any adult (18+) you trust—like a friend, family member, or neighbor. Enter their:

  • Name

  • Email

  • Phone number

We’ll email them instructions.

Tips for locating the email:

  • Be sure to check your spam/junk folders

  • Subject Line of the email will contain "ACTION REQUIRED"

  • Sender of the email will be ShiftMed.com

4. Upload Your Documents

Take photos of your original (not expired) documents from:

  • List A (like a passport)
    OR

  • List B + List C (like a driver’s license + Social Security card)

Visit the U.S. Citizenship and Immigration Services website for more information on Acceptable Lists A, B, and C Documents.

5. Meet With Your Authorized Representative

Show them your original documents in person. They’ll:

  • Confirm the documents are real

    AND

  • Complete their portion of the form using the email that was sent in step 3

More information on the Authorized Representative here.


The Authorized Representative

As an employer, ShiftMed needs to verify each employee's identity and employment eligibility in the United States before they can start work. But because we hire our healthcare professionals remotely, we need an authorized representative to do this verification on our behalf.

By acting as an authorized representative, you are helping to verify a new ShiftMed employee's work documents. You'll:

  1. Meet them in person

  2. Check their original ID/work authorization documents

  3. Electronically confirm they're valid

1. Meet & Verify Documents

  • Meet the caregiver in person

  • Review their original (not photocopied) documents:

    • Compare them to the info in Section 2 of the I-9 form

    • Confirm they appear genuine and belong to the caregiver

2. Use the Email Link

  • Look for an email from ShiftMed titled:
    "ACTION REQUIRED - [Caregiver's Name] needs your help"

  • Click the link to access the verification system

Tip: If you're unable to locate the email in your inbox, be sure to check your spam/junk folders!

3. Complete Electronic Verification

  1. Select "Accept" (if documents are valid) or "Decline" (if issues)

  2. Choose the document type you reviewed
    (See acceptable documents here)

  3. Verify document numbers/expiration dates (if applicable)

  4. Enter YOUR first and last name (not the caregiver's)

  5. Check the box to confirm your review

  6. Click the cyan button to sign electronically

  • You DO NOT need to provide or upload your own documents -- you are only verifying the documents already uploaded

  • Leave employer address fields as-is


FAQs

Why is my I-9 credential still pending?

Your background check and I-9 Form are the last documents our credentialing team verifies—so don't worry when you see them pending in the app. ShiftMed will let you know when everything is approved, and you can start working shifts!

What happens if my authorized representative doesn't receive the email?

Start by checking to make sure you listed the correct email address for the authorized representative in the app. If the address is correct, have the authorized representative check their spam or junk email folder. If they don't see it, you can use the app to resend the email! Go to the ˈMy Credentialsˈ section of the app, tap the I-9 credential, and select the ˈSend Reminderˈ button.

Authorized representative information page

What if I want to change the authorized representative?

Go to the ˈMy Credentialsˈ section of the app and select the I-9 credential. When you scroll to the bottom of the I-9 screen, you'll find the fields to update the authorized representative below the ˈSend Reminderˈ button. Once you update the required fields, be sure to tap the ˈUpdateˈ button to save your changes!

Why is the authorized representative getting a 404 Error message when trying to open the Form I-9?

Every time you send a reminder to the authorized representative within the app, they receive a new email with a new link, which, in turn, disables all the links in the previous emails. If they receive a 404 Error message when they click the link in the email, it’s usually because they're not using the most recent email you sent them.

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Questions?

If you have any questions, reach out to us in chat by going into the ShiftMed App > Menu > Help Center > Chat & Help Articles > Ask a Question!

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