Is a notarized signature required?

Most traveler contracts do not require notarization. Some states or employers may require notarization or witness signatures for powers of attorney or specific attestations; confirm with the facility and the applicable state notary rules.

Can the contract be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where applicable, provided intent, consent, attribution, and retention are documented.

Does HIPAA apply to this agreement?

If the traveler accesses protected health information, include HIPAA-compliant privacy provisions and execute a Business Associate Agreement where required to clarify permitted uses and safeguards.

What if a field was filled incorrectly?

If material information is incorrect, execute a written amendment signed by all parties or reissue a corrected contract; retain both versions for auditability and show the reason for amendment.

Who can sign on behalf of an employer?

An authorized representative with signing authority (HR director, contracting officer, or duly authorized manager) should sign; ensure their title and authority are recorded in the signature block.

How do I cancel or revoke the contract?

Follow the termination provisions in the agreement. For rescission before execution, provide written notice to all parties. After execution, follow the contract's termination and notice provisions and preserve records per retention rules.

Electronic Signature
Templates
Healthcare
Healthcare Traveler Contract

Healthcare Traveler Contract

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

HEALTHCARE TRAVELER CONTRACT

This Healthcare Traveler Contract ("Contract") is made and entered into by and between Facility Name: and Traveler Name: . The effective assignment start date is and anticipated assignment end date is .

1. Parties and Contact Information

Facility Contact Facility Address Traveler Personal Information

Date of Birth

Gender

Emergency Contact

2. Assignment & Scope of Services

Position/Title: Department/Unit:

Detailed Scope of Services

3. Compensation, Expenses, and Billing

Hourly Rate: $ Overtime Rate (if applicable): $

Per Diem / Travel / Expense Terms

Invoicing Frequency: Payment Terms:

4. Credentials, Licensure and Compliance

Professional License / Certification Professional Liability Insurance

Traveler certifies that all licenses, certifications, background checks, and drug screens required by Facility have been completed and remain valid during the assignment. Traveler initials:

5. Health Screening & Immunizations

TB Test / Screening Date Immunization Status (required) Current Medications / Allergies

6. Confidentiality, HIPAA & Patient Privacy

Traveler acknowledges the obligation to safeguard patient information in accordance with applicable law and Facility policy. Traveler will access and use Protected Health Information only as required for assigned duties and will not disclose such information except as permitted by law. Traveler initials:

HIPAA Acknowledgement

The traveler affirms receipt of facility privacy policies and agrees to comply with same during and after the assignment.

7. Indemnification and Insurance

Each party shall maintain insurance as required by this Contract. Traveler shall maintain professional liability insurance with the limits stated above and shall indemnify and hold Facility harmless from claims arising from Traveler's negligence or willful misconduct. Facility shall indemnify Traveler for claims arising from Facility's directions, policies, or failure to provide a safe working environment, subject to applicable law.

8. Termination and Replacement

Either party may terminate this Contract for cause upon written notice if the other party breaches any material obligation and fails to cure within seventy-two (72) hours. Facility may terminate for convenience with forty-eight (48) hours' notice; compensation will be payable for hours worked through the effective termination. Facility may require immediate removal of Traveler for cause or patient safety concerns.

9. Governing Law; Dispute Resolution

This Contract shall be governed by the laws of the state in which the Facility is located, without regard to conflicts of law principles. Parties agree to attempt mediation in good faith prior to initiating litigation. Nothing herein shall limit either party's right to seek injunctive relief to protect patients or confidential information.

10. Notices

Facility Notice To Traveler Notice To

11. Certifications and Miscellaneous

Traveler certifies under penalty of perjury that all information provided to Facility is true, complete, and correct to the best of Traveler's knowledge. Traveler agrees to notify Facility promptly of any change in license status, fitness for duty, or communicable disease exposure.

Authorization Expiration Date Additional Terms or Special Conditions

Facility Authorized Representative:

By:

Date:

Traveler Printed Name:

By:

Date:

What a Healthcare Traveler Contract Covers

A Healthcare Traveler Contract is a written agreement between a health-care facility or staffing agency and a temporary clinical professional (nurse, allied health, or other licensed traveler) that sets assignment terms, pay rates, shift schedules, credential and license requirements, insurance and liability allocations, background-check obligations, and termination rights. It establishes responsibilities for scope of practice, HIPAA compliance for protected health information, workers' compensation and indemnity, and dispute resolution and governing law, and records the parties who must execute the agreement before clinical work begins.

Why a Clear Traveler Contract Matters

A well-structured contract reduces onboarding delays, clarifies pay and scheduling expectations, and allocates liability and insurance responsibility. It helps facilities manage compliance with licensing and credentialing, supports payroll accuracy, and provides evidence for disputes or audits while protecting patient privacy under HIPAA.

Who Typically Prepares and Signs This Contract

Staffing agencies, healthcare employers, and traveling clinicians use this contract to document temporary engagements and compliance obligations.

Staffing agencies and recruiters that arrange placements and manage credentials on behalf of travelers and facilities.
Hospitals, clinics, long-term care and home-health employers that need temporary clinical coverage and clear legal terms.
Traveling clinicians (RNs, LPNs, allied health) who must confirm pay, schedule, licensure, and confidentiality obligations.

The contract ensures each party understands operational steps and legal responsibilities before the first scheduled shift.

Representative Signatories

Traveler (RN/LPN)

A licensed clinician assigned to temporary shifts; signs to accept assignment, confirm current licenses and health screenings, and agree to confidentiality and scope-of-practice terms. Their signature confirms intent and attribution for ESIGN/UETA validity.

Agency or Employer

Authorized company representative (HR director, staffing manager, or contracting officer) signs for the facility or agency, certifying assignment details, pay rates, credential checks, and accepting operational and indemnity provisions on behalf of the organization.

Core Elements to Include in the Contract

A professional Healthcare Traveler Contract groups obligations and operational details so each party knows duties, compliance steps, financial terms, and how to end the relationship. Include clear, standalone sections for the items below.

Parties

Full legal names and business entity types for traveler, staffing agency, and facility; include employer identification or worker TIN where required for payroll or tax reporting.

Assignment Details

Specific start/end dates, shift times, expected weekly hours, location, and any onsite orientation or training obligations tied to pay or eligibility.

Compensation

Pay rate, overtime rules, payment schedule, expense reimbursement, and any bonuses, plus procedures for payroll setup and tax reporting responsibilities.

Licensure & Credentials

Required professional license numbers and expiration dates, required certifications, background checks, drug screens, and who is responsible for verification and fees.

Liability & Insurance

Professional liability limits, workers' compensation allocation, indemnity language, and whether the traveler must maintain their own malpractice insurance.

Termination & Notice

Grounds for immediate removal, required notice periods for voluntary termination, and any post-assignment obligations such as final pay and record retention.

Step-by-Step: Completing the Contract

Follow these steps to prepare, verify, and execute a legally enforceable contract before clinical duties begin.

01

Prepare contract: Populate parties, assignment, and compensation fields.
02

Verify credentials: Confirm licenses, background checks, and immunizations.
03

Send for signatures: Use an ESIGN-compliant platform or in-person signing.
04

Finalize onboarding: Upload signed contract to secure record storage.

Typical Online Workflow Settings

Configure the digital workflow to minimize friction, ensure authentication, and capture an auditable trail for compliance.

Field	Configuration
Signature type	Remote eSignature with audit trail
Authentication	Email link, SMS code, or ID check
Templates	Reusable traveler contract template
Storage	Encrypted PDF with audit log

How eSubmission and Routing Usually Work

A typical digital signing flow assigns fields, routes in order, authenticates signers, and stores the executed agreement with an audit trail.

Assign fields: Place signature, initials, and date fields.
Route order: Set agency or HR to sign before traveler.
Authenticate: Verify identity via email or SMS code.
Store: Save final PDF and certificate of completion.

Technical and Integration Considerations

Choose a platform that supports secure storage, audit trails, and common integrations used by healthcare organizations.

Integrations: Salesforce, NetSuite, Microsoft 365
File formats: PDF, DOCX, HTML
Authentication: Email, SMS, or ID verification

Ensure the platform you pick can provide HIPAA BAA support if protected health information is present and can export signed records for audits.

Security and Compliance Snapshot

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encryption

Certifications: SOC 2 Type II available

HIPAA: BAA required for PHI

21 CFR Part 11: Compliant options available

Legal acts: ESIGN and UETA recognized

Common Preparation Mistakes to Avoid

Using informal or ambiguous pay language that omits overtime rate, causing payroll disputes and delayed payments.
Failing to verify license expiration dates, which can prevent the traveler from legally providing care during the assignment.
Omitting HIPAA or data-sharing language when PHI is accessed, potentially exposing parties to regulatory risk.
Not specifying governing law and dispute resolution, which complicates remedy options across different states.

Key Penalties and Legal Risks

1099 late penalty: $60–$330 per form

Intentional disregard: $660+ per form

I-9 violations: $281–$2,789 per violation

HIPAA breach: Civil and criminal penalties

Unauthorized practice: State license sanctions

Contract voidance: Material misrepresentation risk

Typical Timing and Milestones

These are common timing expectations for credentialing, signatures, and onboarding to avoid assignment delays.

Contract signed before start:

Agreement should be executed before first shift

License verification window:

Verify licenses 7–14 days before start

Background checks:

Return clearance within 3–7 business days

Immunizations and screenings:

Upload documents before orientation

Payroll paperwork:

Complete within first pay period

Key Processing Stages from Offer to Onboarding

Track these numbered milestones to ensure the traveler is authorized and ready to begin clinical duties.

01

Stage One: Offer

Agency issues assignment details and draft contract

02

Stage Two: Verification

Facility verifies licenses, background checks, and immunizations

03

Stage Three: Execution

All parties sign the finalized contract

04

Stage Four: Onboarding complete

Orientation and payroll setup finished

eSignature Vendor Comparison for Traveler Contracts

Comparison of starting price and common feature availability across representative eSignature vendors; signNow appears first per provider ordering rules.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common operational and legal questions about creating, signing, and storing Healthcare Traveler Contracts.

Need help? Contact support

Is a notarized signature required?
Most traveler contracts do not require notarization. Some states or employers may require notarization or witness signatures for powers of attorney or specific attestations; confirm with the facility and the applicable state notary rules.
Can the contract be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws where applicable, provided intent, consent, attribution, and retention are documented.
Does HIPAA apply to this agreement?
If the traveler accesses protected health information, include HIPAA-compliant privacy provisions and execute a Business Associate Agreement where required to clarify permitted uses and safeguards.
What if a field was filled incorrectly?
If material information is incorrect, execute a written amendment signed by all parties or reissue a corrected contract; retain both versions for auditability and show the reason for amendment.
Who can sign on behalf of an employer?
An authorized representative with signing authority (HR director, contracting officer, or duly authorized manager) should sign; ensure their title and authority are recorded in the signature block.
How do I cancel or revoke the contract?
Follow the termination provisions in the agreement. For rescission before execution, provide written notice to all parties. After execution, follow the contract's termination and notice provisions and preserve records per retention rules.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now