Purpose
CareSmartz360 provides agencies with access to three standard U.S. employment forms that caregivers can complete electronically through the Caregiver App or Web Portal:
Form I-9 (Employment Eligibility Verification)
Form W-4 (Employee's Withholding Certificate)
Form W-9 (Request for Taxpayer Identification Number and Certification)
These forms help agencies collect and maintain caregiver employment documentation as part of their hiring and onboarding process.
When to Use This Feature
Use caregiver employment forms when:
A new caregiver has been hired and must complete required employment documentation.
Your agency needs to collect tax and employment verification information electronically.
You want caregivers to complete required onboarding paperwork through the Caregiver App or Web Portal.
You need a centralized location to manage caregiver employment forms.
Prerequisites
Before sending employment forms:
The caregiver record must exist in the system.
The employment forms feature must be enabled for your agency.
The caregiver must have access to either the Caregiver App or Caregiver Web Portal.
Order of Operations
Create or hire the caregiver.
Send the required employment forms to the caregiver.
Caregiver completes and submits the forms.
Agency reviews completed documentation.
Caregiver proceeds through the remainder of the onboarding process.
Available Employment Forms
Beginning October 1, the following employment forms are available in U.S. portals:
Form | Purpose |
I-9 | Verifies employment eligibility and authorization to work in the United States |
W-4 | Collects federal tax withholding information for employees |
W-9 | Collects taxpayer identification information when required |
Note: Availability of specific forms may vary based on your agency's hiring processes and caregiver classification.
Sending Employment Forms to a Caregiver
Follow these steps to send employment forms to a caregiver.
Step 1: Ensure the Forms are Shared with the Caregiver or Role
Navigate to the Custom Forms section of the Settings.
Step 2: Access Employment Forms
Locate the Employment Forms section within the caregiver Custom Forms.
Step 3: Share the Required Forms
Choose the form or forms you would like the caregivers to complete.
Examples include:
I-9
W-4
W-9
Step 4: Share Forms
Send the selected forms to the caregiver.
Once sent, the caregiver can access and complete the forms electronically through:
Caregiver Mobile App
Caregiver Web Portal
Step 5: Notify Caregivers and Monitor Completion Status
Let the caregivers know via email, in-app messaging, or SMS that there are forms for them to complete and submit. Review the caregiver record to verify whether forms have been completed and submitted.
Completing Forms as a Caregiver
Caregivers can complete employment forms using either the mobile app or web portal.
Step 1: Sign In
Log in to the Caregiver App or Caregiver Web Portal (New Version Only).
Step 2: Access Employment Forms
Open the Employment Forms section.
Step 3: Complete Required Information
Fill out all requested fields on the form.
Step 4: Submit the Form
Submit the completed form for agency review.
Hiring Before Employment Forms Are Complete
Some agencies may hire caregivers before all employment documentation is finalized. In order for the caregivers to use the Caremsmartz360 platform, they must be "hired".
CareSmartz360 includes a custom workflow that allows agencies to:
Hire the caregiver using their existing onboarding process.
Keep the caregiver active within the system.
Prevent the caregiver from being scheduled until required employment documentation and other pre-employment requirements have been completed.
This approach helps agencies begin the hiring process while maintaining control over caregiver readiness prior to scheduling.
Common Scenarios
Scenario 1: Standard Electronic Onboarding
An agency hires a caregiver and sends employment forms electronically. The caregiver completes the forms through the app, and the agency reviews the submitted documents before scheduling visits.
Benefits
Faster document collection
Reduced paperwork
Centralized record management
Scenario 2: Paper-Based Hiring Process
An agency collects onboarding paperwork outside of CareSmartz360 and later records caregiver information within the platform.
The caregiver can remain restricted from scheduling until all required employment and onboarding requirements have been satisfied.
Benefits
Supports existing agency hiring processes
Helps prevent accidental scheduling of incomplete hires
Maintains onboarding compliance controls
Best Practice Recommendations
Recommended
✅ Send employment forms immediately after caregiver creation.
✅ Review submission status regularly during onboarding.
✅ Verify all required forms have been completed before scheduling caregivers.
✅ Establish a consistent onboarding checklist that includes employment form completion.
✅ Use scheduling restrictions for caregivers who still have outstanding onboarding requirements.
Benefits
Improves onboarding efficiency
Reduces missing documentation
Helps maintain hiring consistency
Prevents scheduling of caregivers who are not ready for assignment
Considerations
Delaying form completion can slow caregiver onboarding.
Scheduling caregivers before required onboarding requirements are met may create operational challenges.
Agencies should review their internal hiring policies to determine when forms should be collected.
Troubleshooting
Caregiver Cannot Find Employment Forms
Possible Causes
Forms have not been shared.
The caregiver is signed into the wrong account.
The caregiver does not yet have portal access.
Resolution
Verify forms have been assigned.
Confirm caregiver login credentials.
Ensure portal access has been activated.
Form Was Submitted but Cannot Be Located
Possible Causes
Submission is still pending processing.
The incorrect caregiver profile is being reviewed.
Resolution
Refresh the caregiver record.
Verify the caregiver profile being reviewed.
Check form status from the caregiver record.
Caregiver Cannot Be Scheduled
Possible Cause
The caregiver is restricted from scheduling because required employment forms or other onboarding requirements remain incomplete.
Resolution
Review outstanding onboarding requirements and confirm all required documentation has been completed.
Associated Reports
Depending on your agency configuration, employment form completion information may be available through caregiver onboarding and compliance-related reporting.
[Screenshot Placeholder: Employment Form Reporting]
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