A W‑9 form stays valid as long as the details on it remain correct. However, because healthcare organizations rely on precise information to issue payments promptly, updates are often needed more regularly.
You should complete and submit a new W‑9 anytime one of the following situations applies:
- Change in Ownership: The practice is sold, ownership is transferred, or new partners take over.
- Change in Legal Name or Address: Your business updates its official name, relocates, or changes the mailing address used for receiving payments.
- Change in Business Structure: Your organization modifies its legal entity type—for example, converting from a sole proprietorship to an LLC or merging with another practice.
- Change in Federal Tax Classification: Your tax classification with the IRS is updated or redefined.
- Change in Taxpayer Identification Number (TIN): You obtain a new SSN, EIN, or ITIN.
- Payer Requests an Updated Form: A healthcare payer (such as UHC, Sunshine Health, or CMS) asks for a new W‑9 to verify that their provider records are up to date.
How to Update Your W‑9
- Download the Current Form: Visit the IRS website to access the most recent version of Form W‑9.
- Complete All Required Fields: Enter accurate information, including your legal name, business name (if applicable), address, tax classification, and TIN.
- Sign and Certify: Review the certification section (Part II), then sign and date the form to validate your information.
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Submit to the Appropriate Payer: Send the completed W‑9 directly to the healthcare payer, vendor, or clearinghouse that requested it.
- Do not send this form to the IRS.
- Many payers offer secure submission options—such as provider portals or digital demographic‑update forms—for faster processing.