Texas Dental Office New Hire Paperwork Checklist (Free PDF)

WHAT YOU GET

Every form and deadline, in the order they come due

A new hire at a Texas dental office means federal paperwork, a few Texas-specific steps, and dental safety training, each with its own deadline. This one-page checklist (fillable PDF) lists them in the order they come due, with a space for who owns each task and when it is due.

• Before day 1: signed offer letter, background check consent, the RDA registration or license checked with the State Board of Dental Examiners, a CPR or BLS card, and logins
• Day 1: Form I-9 Section 1, federal Form W-4, the workers' comp notice, direct deposit and emergency contact forms, the handbook acknowledgment and a HIPAA confidentiality agreement
• Within 3 business days: Form I-9 Section 2
• Before chairside work: bloodborne pathogens and hazard communication training, the hepatitis B vaccine offered, and your x-ray safety procedures
• Within 20 calendar days: the new hire reported to the Texas Office of the Attorney General
• First 90 days: HIPAA training logged and check-ins held

HOW TO USE IT

What each deadline means

1. 01

   Before day 1, check credentials. If the job includes x-rays or monitoring nitrous oxide, the assistant needs a registration from the Texas State Board of Dental Examiners. Look it up yourself instead of relying on a copy of a card. Do the same for a hygienist or dentist license.

2. 02

   On day 1, the employee finishes I-9 Section 1 and the W-4. Texas has no state income tax, so there is no state withholding form, just the federal W-4.

3. 03

   Give the workers' comp notice at hire. Texas lets most private employers choose whether to carry workers' compensation coverage, but either way you notify new hires: Notice 6 if you have coverage, Notice 5 if you do not. Keep a copy, and post the same notice with your other workplace posters.

4. 04

   Complete I-9 Section 2 within 3 business days. You examine the employee's original documents. Let them choose which acceptable documents to show; do not ask for specific ones. The current Form I-9 edition is dated 01/20/25.

5. 05

   Train before chairside work. OSHA requires bloodborne pathogens training before tasks with exposure to blood, and the hepatitis B vaccine must be offered at no cost within 10 working days of that assignment. If the employee declines, they sign a declination form, and they can change their mind later.

6. 06

   Report the new hire within 20 calendar days. Texas employers report new and rehired employees to the Office of the Attorney General, separate from quarterly wage reports to the Texas Workforce Commission.

For practices outside Texas, start with the general new hire paperwork checklist.

FICTIONAL WORKED EXAMPLE

One new assistant, start to finish

Jordan, a fictional dental assistant, starts on Monday, February 1. The office manager fills in the checklist the week before:

• Friday before: RDA registration looked up on the State Board site, BLS card copied, logins requested for email and the practice software
• Monday, February 1: I-9 Section 1, W-4, Notice 6 given with a copy kept, handbook and HIPAA agreement signed
• By Thursday, February 4: I-9 Section 2 completed
• First week, before seating patients: bloodborne pathogens and hazard communication training; hepatitis B vaccine offered the same week
• By Sunday, February 21: new hire report filed with the Attorney General

Every line has a name next to it, so nothing depends on someone remembering.

BEFORE YOU USE IT

Check these for your practice

• The deadlines reflect federal rules and Texas agency guidance as of November 2026. Confirm the current versions before you rely on them, especially after a new legislative session.
• E-Verify is optional for most private Texas employers, but state contractors may be required to use it.
• Check that the required federal and Texas workplace posters are up, including the workers' compensation notice and the Texas Payday Law notice.
• Your own policies, insurance carrier or dental board rules may add steps.

This checklist is a general template, not legal advice.

ONE PLACE FOR EVERY NEW HIRE

Where OdyHR fits

A paper checklist works for one new hire. With three offices and a few hires a month, sheets get lost and deadlines slip. In OdyHR, each new hire has onboarding tasks, documents and training in one place, so you can see what is done and what is late.

OdyHR does not file the state new hire report or choose your workers' comp coverage. Those stay with you and your payroll provider.

QUESTIONS

Texas new hire paperwork FAQ

Do Texas employers have to report new hires?

Yes. Report new and rehired employees to the Texas Office of the Attorney General within 20 calendar days of hire.

Is there a Texas version of the W-4?

No. Texas has no state income tax, so new hires complete only the federal Form W-4.

Do I have to carry workers' comp in Texas?

Most private Texas employers can choose. Either way, you must tell new hires whether you have coverage, using Notice 6 or Notice 5.

When is Form I-9 Section 2 due?

Within three business days of the employee's first day of work. If they start on a Monday, it is due by Thursday.

Does a Texas dental assistant need to be registered?

To position or expose x-rays or to monitor nitrous oxide, yes. Check the registration with the Texas State Board of Dental Examiners before those duties start.