What we keep
Your personnel file includes your offer letter, signed acknowledgments, job description, license and credential copies, training completion records, performance reviews, and any corrective action. Payroll and tax records live in Gusto. Your Form I-9 is stored separately from your personnel file, as federal guidance recommends. Medical and accommodation information, if any, is also kept separately and shared only with people who need it.Where it lives
The practice manager owns the filing. Nothing in these folders is shared to the Operations drive or to anyone outside the two people listed.
Federal and state filings at hire
Two filings happen in your first days, both handled by the practice manager: your Form I-9 (Section 1 by your first day, Section 2 within three business days, retained for three years after hire or one year after separation, whichever is later) and Utah new-hire reporting to the Department of Workforce Services within 20 days of your start date (Utah Code § 35A-7-104). You’ll be asked for identity and work-authorization documents for the I-9 on or before day one; bring originals.Seeing your file
You can ask to review your own personnel file. Make the request to the practice manager and we’ll arrange it within a reasonable time. You can request a copy of documents you signed.Keep your information current
Tell the practice manager within a week when any of these change:- Legal name
- Home address or phone number
- Emergency contact
- Bank account for direct deposit
- Tax withholding (update your W-4 in Gusto)
- License status, including any renewal, restriction, complaint, or investigation
- Malpractice coverage status, if you carry your own in addition to the practice policy
Important. License changes are not optional to report. If DOPL opens a complaint or investigation, or if your license lapses, restricts, or is disciplined for any reason, tell Helen and the practice manager the same day. See Licensure and credentialing.