Can this agreement be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and record retention are present.

Is a HIPAA business associate addendum needed?

If the physician or practice will handle protected health information as part of the relationship, include HIPAA-compliant provisions and a BAA where required.

Do I need a notary or witnesses?

Employment contracts generally do not require notarization, but state or institutional policies or specific clauses (e.g., POA, affidavits) may require notarization or witnesses.

How long must records be kept?

Follow federal standards: IRS records at least 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and I-9 retention per 8 CFR §274a.2.

Are noncompete clauses enforceable?

Enforceability varies by state—California broadly prohibits them (Cal. Bus. & Prof. Code §16600), while many states permit reasonable covenants under statute or case law.

What if the physician changes legal name?

Update payroll, credentialing, and tax records promptly; provide supporting documentation and execute an amendment or addendum reflecting the legal name change.

Electronic Signature
Templates
HR
HR Physician Agreement

HR Physician Agreement

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

HR PHYSICIAN AGREEMENT

Parties and Contact Information

This Physician Agreement (the Agreement) is entered into by and between Employer Name: with principal address at Employer Address: and Physician Name: Physician Address:

Recitals

WHEREAS, Employer operates clinical services and desires to engage Physician to provide medical services in the specialty described below; and WHEREAS, Physician represents that Physician is licensed, trained, and qualified to perform such services and consents to the terms and conditions set forth herein.

Position and Employment Details

Job Title Department Reporting Manager

Anticipated Start Date: FTE/Employment Status: Full-time Part-time Per diem

Primary Practice Location

Compensation and Benefits

Base Annual Salary: $ Pay Frequency:

Incentives / Bonuses (if applicable) Malpractice Insurance

CME Allowance: $ Paid Time Off (per year):

Duties, Standards and Credentialing

Scope of Clinical Duties Licensure and Credentials

Physician shall maintain all required licenses, hospital privileges, and professional liability coverage. Failure to maintain credentials or loss of license or privileges shall be grounds for suspension or termination for cause as set forth below.

Productivity, Quality and Records

Termination; Suspension; Survival

Termination for Cause: Employer may terminate immediately for material breach, fraud, willful misconduct, loss of licensure, conviction of a felony, or gross negligence. Termination Without Cause: Either party may terminate with days' written notice unless otherwise stated. Suspension: Employer may suspend Physician pending investigation of alleged misconduct.

Restrictive Covenants and Confidentiality

Non-Compete: For the duration of employment and for following termination, Physician shall not compete within a radius of Employer's primary practice location, subject to applicable law and reasonable limitations.

Confidential Information

Representations, Warranties and Indemnification

Administrative and HR Attachments

Personal Information

Employment History (Most Recent)

Employer 1 — Company Name Employer 2 — Company Name

Education

Professional References

Reference 1 Reference 2 Reference 3

Legal Disclosures and Certifications

At-Will Employment Statement: Except where a specific term of employment is expressly stated in this Agreement, the employment relationship is at-will. Either party may terminate the relationship at any time for any lawful reason or no reason, subject to the notice provisions in this Agreement.

Equal Opportunity: Employer is an equal opportunity employer and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected characteristic under applicable law.

Applicant Certification and Authorization

I authorize Employer to contact my previous employers, educational institutions, licensing boards, and references and to obtain reports necessary to verify my qualifications and suitability for employment.

Notices

All notices under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as either party may specify in writing. Notices are effective upon personal delivery or three days after deposit in the U.S. mail with proper postage and return receipt requested.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state where the primary practice location is situated, without regard to conflict of law principles. Disputes arising under this Agreement shall be resolved by binding arbitration unless otherwise mutually agreed in writing.

Acknowledgment

By signing below, Physician and Employer acknowledge that they have read and understand the terms of this Agreement, that they are authorized to enter into this Agreement, and that this Agreement constitutes the entire agreement between the parties regarding its subject matter.

Employer Printed Name:

By:

Date:

Physician Printed Name:

By:

Date:

What the HR Physician Agreement Is and When It Applies

An HR Physician Agreement is a written contract that sets the employment relationship and administrative terms between a medical practice, hospital, health system, or academic institution and a physician. Typical topics include scope of clinical duties, compensation and benefits, credentialing and privileging, malpractice insurance and indemnity, restrictive covenants, termination and notice provisions, and reporting or compliance obligations. The agreement coordinates HR, credentialing, payroll, and legal requirements so both parties understand responsibilities, timelines, and post-termination obligations. It can be executed on paper or electronically when laws governing electronic signatures are observed.

Why a Clear Physician Employment Agreement Matters

A well-structured HR Physician Agreement reduces disputes, aligns expectations about clinical duties and compensation, and protects institutional interests such as patient continuity and regulatory compliance. It also documents responsibilities for credentialing, HIPAA compliance, and malpractice coverage to reduce operational and legal risk.

Who typically prepares and signs this agreement

Signed parties usually include the employing organization (authorized officer) and the physician; in academic settings an additional institutional officer may also sign.

Human resources and physician recruitment teams handling onboarding and payroll enrollment for clinicians.
Medical staff office or credentialing staff verifying privileges, DEA/medical licenses, and background checks.
General counsel or outside counsel reviewing liability, restrictive covenants, and regulatory clauses.

Core elements every HR Physician Agreement should include

Cover essential legal, operational, and compliance items in plain language so administrators and clinicians can rely on a single authoritative document.

Duties

Defines clinical responsibilities, call/shift expectations, administrative duties, FTE percentage, and reporting lines to avoid role ambiguity.

Compensation

Specifies salary, bonus formulas, productivity metrics, benefits, paid time off, and payroll timing to ensure clear pay administration.

Credentialing

Describes credentialing and privileging conditions, documentation requirements, reappointment intervals, and suspension triggers.

Malpractice

States required insurance limits, tail coverage responsibilities, indemnification clauses, and reporting obligations for claims.

Restrictive Covenants

Includes noncompete, nonsolicitation, and nondisclosure provisions with geographic and temporal limits tailored to state law.

Termination

Outlines notice periods, cause definitions, post-termination obligations, and procedures for suspension pending investigation.

Step-by-step: executing a complete HR Physician Agreement

Follow these sequential tasks to prepare, review, and finalize the agreement with minimal rework.

01

Draft: Populate the template with role, compensation, dates, and attachments.
02

Internal Review: Have HR, credentialing, and legal teams review terms and regulatory language.
03

Physician Review: Send to physician for review, mark edits, and resolve negotiations.
04

Sign and Record: Obtain signatures, store executed copy in secure records, and route for payroll and credentialing setup.

How to configure an online signing workflow for this agreement

Set up fields and routing so the agreement reaches all required signers in the correct order and captures an audit trail.

Field	Configuration
Signature Order	Specify organization signatory then physician; enable sequential routing.
Required Fields	Mark name, date, NPI, FTE, and compensation fields as required entries.
Authentication	Use email or SMS code for signer verification; add MFA for higher assurance.
Attachments	Attach credentialing documents and malpractice certificates for automatic routing.

Digital signing and platform considerations

Ensure the chosen solution provides an audit trail, optional advanced signer authentication, and a mechanism for long-term preservation of the executed record.

File Types: PDF, DOCX supported
Integrations: Connects to HRIS and document storage
Security: AES-256 at rest; TLS in transit

Typical routing and submission flow

A standard electronic workflow minimizes manual handoffs and preserves evidence of consent and signing events.

Upload: Sender uploads final draft and attachments.
Place Fields: Sender inserts required signature and data fields.
Authenticate: Signers verify identity via email or SMS code.
Complete: Signed copies and completion certificate are issued automatically.

Essential information fields and security controls

Full Legal Name: Matches government ID

NPI / License: Used for billing and privileges

Compensation: Salary and incentive terms

Malpractice Carrier: Insurer name and policy limits

Audit Trail: Timestamp, IP, signer ID

Encryption: TLS in transit, AES-256 at rest

Common legal and operational risks if the agreement is incorrect

Compensation Errors: Payroll disputes or overpayments

Credentialing Delays: Suspended privileges or lost referrals

HIPAA Exposure: Regulatory investigation and fines

Malpractice Gaps: Personal liability for uncovered claims

Noncompete Problems: Enforceability varies by state

Tax Reporting: Incorrect filings or backup withholding

Frequent mistakes to avoid when preparing the agreement

Using informal or ambiguous compensation language that leaves bonus formulas undefined and causes later disputes over metrics and payments.
Failing to attach required credentialing documents and insurance certificates, which can delay privileging and billing setup.
Relying on a one-size-fits-all noncompete without reviewing state law, producing clauses that may be unenforceable or overly restrictive.
Not capturing explicit consent to electronic delivery and retaining accessible records, which can jeopardize eSignature validity under ESIGN/UETA.

Key timelines and deadlines tied to physician onboarding

Track onboarding and reporting deadlines so credentialing, payroll, tax, and compliance tasks occur on schedule.

Effective Date and Benefits:

Benefits and pay typically begin on the Effective Date specified in the agreement.

Credentialing Milestones:

Complete primary source verification before privileging; timelines vary by facility.

I-9 and Employment Eligibility:

Complete Form I-9 within three business days of hire; retain per 8 CFR §274a.2.

W-2 / 1099 Reporting:

W-2 and 1099-NEC must be provided to recipients by Jan 31 (IRS deadlines).

Notice Periods:

Observe contractual notice provisions for voluntary resignation or termination events.

eSignature vendor comparison relevant to HR Physician Agreements

Select an eSignature provider that supports audit trails, HIPAA compliance where needed, and integration with HR systems; the table summarizes basic pricing and capabilities.

	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, no credit card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about HR Physician Agreements

Answers to common questions about execution, enforceability, HIPAA implications, and recordkeeping for physician employment contracts.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and record retention are present.
Is a HIPAA business associate addendum needed?
If the physician or practice will handle protected health information as part of the relationship, include HIPAA-compliant provisions and a BAA where required.
Do I need a notary or witnesses?
Employment contracts generally do not require notarization, but state or institutional policies or specific clauses (e.g., POA, affidavits) may require notarization or witnesses.
How long must records be kept?
Follow federal standards: IRS records at least 3 years (IRC §6501(a)), HIPAA records 6 years (45 CFR §164.530(j)), and I-9 retention per 8 CFR §274a.2.
Are noncompete clauses enforceable?
Enforceability varies by state—California broadly prohibits them (Cal. Bus. & Prof. Code §16600), while many states permit reasonable covenants under statute or case law.
What if the physician changes legal name?
Update payroll, credentialing, and tax records promptly; provide supporting documentation and execute an amendment or addendum reflecting the legal name change.

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