10 Best Practices for Simplifying Healthcare Provider Credentialing

10 Best Practices for Simplifying Physician Credentialing


Healthcare provider credentialing is a crucial process in healthcare. It ensures that healthcare providers are qualified and safe to provide medical care. This is important in offering specialised plans to expand their patient reach. The process of Healthcare provider credentialing also ensures that healthcare providers meet specific criteria. This includes verifying their skills and education.

Provider credentialing involves two main steps:

  1. Privileging: This approves professionals for specific procedures they are qualified to perform.
  2. Provider Enrolment: This adds new providers to an organisation, making sure they are paid accurately.

By and large, provider credentialing streamlines healthcare relationships and makes sure that patients get quality care and that providers can expand their services with confidence. It is a thorough verification of a healthcare provider that is carried out by insurance companies. They have to prove their education, training, licenses, and more. This process involves collecting information, checking sources, and having a group of experts. Even though the healthcare provider credentialing process can be tricky, however, it is essential for both the insurance company and the healthcare provider. It keeps patients safe and helps healthcare providers get paid properly.

Credentialing Issues Leading to High Denial Rate

In the world of healthcare, keeping patients safe is important. However, problems like high denial rates are causing serious problems for healthcare providers in providing care to their patients. In the evolving healthcare era, more and more denials are happening because of credentialing issues. As per research, about 54% of healthcare providers said that insurance companies are saying “no” more often because of problems with credentialing.

It has also been observed that credentialing process have changed in the past few years. Different groups make rules to specify; how to do credentialing in a better way. It is a big job that needs a lot of time and paperwork. As per statistics, Healthcare groups spend a massive $39 billion every year to follow the rules. However, they pay less heed to credentialing.

Common Challenges in Healthcare provider Credentialing

Mistakes & Missing Information

Filling out the paperwork for healthcare provider credentialing can be tough. Sometimes, people make mistakes or forget to include all the needed information. This can cause serious delays in the reimbursement process. If the information is wrong or missing, it can lead to problems like not getting paid correctly or even fines.

Staying Organised

Being organised is quite important in healthcare provider credentialing. If the papers are randomly spread all over the place or the forms are not filled out right, it can cause problems with insurance claims. If the forms are not filled out correctly, it might also demand more investigations that will ultimately lead to claim delay.

Keeping Up with Rules

Each state has its own rules for healthcare provider credentialing. For that reason, it is really important to know the rules and regulations imposed by a state in a specific territory. If you don’t follow these rules, it can make things worse from the perspective of claim reimbursement.

Keeping Information Updated

Keeping all essential information of the healthcare provider up to date is also a matter of great concern. Even if healthcare providers are approved for treatment, their contact information and other details need to be correct. Depending on where you work, licenses and credentials are checked from time to time. Having the right information about all healthcare providers helps keep things going faster.

10 Best Practice for simplifying Healthcare provider Credentialing

In this section of our article we will explore the 10 best practices for simplifying healthcare provider credentialing.

Start the Licensing Process Early

For new healthcare practitioners, initiating the licensing process ahead of time is crucial. Depending on the type of provider, various licensing processes exist, and each might take different amounts of time. Healthcare provider’s Assistants is a matter of great concern. For example, certification from the National Commission on Certification of Healthcare provider Assistants is compulsory. Specifically, include steps like verifying education and citizenship and potentially needing peer references.

Keep All Healthcare provider Contact Information Up to Date

Simple errors like incorrect contact information can lead to credentialing problems. Ensuring accurate contact details for healthcare providers and providers is essential. If clear communication channels are not maintained, insurance companies can question a provider’s credentials. This will ultimately lead to claim delay or claim denial.

Outsource Medical Credentialing Services

Medical credentialing can be time-intensive as well. A minor mistake can lead to later frustrations. Partnering with a medical credentialing service, such as Ensure MBS, can be a wise choice. These services employ credentialing specialists to review and ensure accurate provider credentials are recorded.

Know Your State’s Regulations

Different states have varying regulations for medical professionals. This is especially important if your providers offer services in multiple states. Neglecting to update credentials for a specific state could lead to issues when submitting claims for payment from payers.

Track Credentialing Applications

Once you’ve submitted credentialing applications, it’s important to monitor their progress. Regularly checking with insurance companies can provide insights into where the application stands. Payers might delay notifying providers about missing information, so staying proactive is beneficial.

Avoid Common Errors

Basic errors can disrupt the credentialing process significantly. As per statistics, 85% of credentialing applications lack essential information. Examples include missing peer reference contacts, incomplete credential forms, expired NPI or DEA numbers, gaps in malpractice history, and typos in data entry.

Keep Digital Files

While hard copies of credentialing files are important, maintaining digital records is equally vital. Storing all credentialing documents digitally can save time. Having a single digital file with diplomas, licenses, DEA documents, and other pertinent information streamlines the process.

Obtain a Dedicated DEA Number

Providers need DEA numbers to prescribe medication. Each state might require a separate number. Applying for a DEA number can take weeks, so it is important to plan for this in advance.

Get an NPI Number

National Provider Identifiers (NPIs) are crucial for care providers. Keeping NPI information current is vital, as inaccurate information could lead to claim denials. Updating NPI details through the National Plan and Provider Enumeration System (NPPES) is essential when a provider changes its status.

Request Procedure Logs & Clinical History

Clinical history often serves as proof of work history in healthcare. Providers should request procedure or activity logs and keep them on record. These logs can be used for documenting clinical history when billing for services.

Examine Malpractice Claims

Maintaining a detailed record of past claims, insurers, and policy numbers for negligence insurance is essential. Ensuring that new providers have an insurance certificate on file is also crucial.

Track Progress Using Advanced Software for Monitoring

Provider credential files contain various documents, licenses, and identifiers that come with expiration dates. Overlooking expired documents can lead to credentialing problems. Using software to track expiration dates helps ensure timely updates without disruptions.

Essential Checklist for Healthcare provider Credentialing

To ensure a quality healthcare provider credentialing process, this checklist provides all the necessary documents and information you need.

Personal Details:

  • Include email address, street address, phone number, and more.
  • Attach a recent photograph of the healthcare provider, signed and dated.


  • Provide a copy of the current driver’s license or passport.
  • If applicable, include the Permanent Resident Card, Green Card, or visa status.

Medical Identification:

  • Note down the Medicaid number and Medicare number.
  • Include National Provider Identifier (NPI#) documentation and confirmation letter.
  • Mention the UPON number and Federal Tax ID number.

Licensing and Certificates:

  • Include copies of the current DEA and State Controlled Substance Registrations or certificates (CSR) as required.
  • Attach copies of medical school diplomas, training certificates, internship, residency, and fellowship certificates.
  • Provide records of Continuing Medical Education (CME) for the past three years.
  • Share the current Board Certificate with details about the issuing board and certification dates.

State Licenses:

  • Attach copies of active state license wallet cards and wall certificates, including expiration dates and numbers.

Professional History:

  • Include an up-to-date Curriculum Vitae (CV) with details about work history, practice locations, and employment affiliations.
  • Share information about current hospital and facility affiliations.
  • Complete the Delineation of Privileges form.

Disciplinary and Claims History:

  • Mention any history of disciplinary actions along with explanations.
  • Include details about malpractice claims history.

Insurance and Recommendations:

  • Attach the Certificate of Professional Liability Insurance Coverage.
  • Provide third-party documentation for malpractice and/or disciplinary actions or the relevant explanation form.
  • Share three written letters of recommendation from other providers for each healthcare provider.

Additional Documents:

  • If applicable, provide the military discharge record (Form DD-21).
  • Share copies of current immunization records and recent TB test results if available.
  • Attach the case log from the last 24 months if relevant.
  • Mention Mammo numbers and MQSA if they apply.
  • Provide copies of NBME, FLEX, USMLE, or SPEX scores.
  • Include copies of any BLS, ACLS, ATLS, PALS, APLS, and NRP certificates.
  • If applicable, complete the Locum Tenens practice experience form.

Remember that this checklist covers the basic elements of healthcare provider credentialing. Additional requirements may exist depending on your specific situation or state regulations.

Significance of Medical Credentialing

Establishing Patient Trust

Medical credentialing is vital for building trust between patients and healthcare providers. Confirming the qualifications, training, and experience of medical professionals assures patients that they are in capable hands. This trust forms the foundation of strong patient-provider relationships, encouraging patients to openly share their health concerns.

Enabling Comprehensive Care

Credentialing ensures that healthcare providers possess the required expertise. These expertise help them to offer a wide range of services. This also promises care for all unique needs of the patients that lead to improve outcomes. Qualified providers can also deliver care with the right skills that can save time, money and life of patient.

Ensuring Quality Care

Medical credentialing promotes care quality. The process enforces strict standards that demonstrate the competence of the healthcare provider. Patients takes optimum benefit from treatments that can result into more healthier outcomes.

Meeting Legal Requirements

Medical practices are subject to laws. These laws specifically focus on qualifications and licenses of the healthcare provider. Credentialing verifies the licenses, certifications, and registrations details of the healthcare provider. This is essential for legal compliance as well. This protects both patients and practices from legal complications and claim denials.

Mitigating Risk of claim Rejection

Thorough credentialing reduces the risk of medical errors. Examining the providers can reduce the chances of mistakes. All these efforts can result in good reimbursement and claim recovery. This protects the reputation and financial stability of healthcare providers.

Ensure Access to Medicare and Medicaid

Credentialing is also essential for healthcare providers to participate in Medicare and Medicaid. These programs provide health coverage for low-income individuals. Being part of these programs can potentially widens the revenue and healthcare professionals to offer services to beneficiaries in much better way.

Expanding Revenue and Reach

Medical credentialing also enhances revenue and the reach of the patients. For instance, Providers can join insurance networks and can access high number of patients. Participation in various insurance plans can leads to growth, higher number of patient, and good earnings opportunities.


By and large, it can be said that healthcare provider credentialing is a crucial process in healthcare. This process ensures that healthcare providers are qualified and safe to provide health care facility.  This process involves verification of their education, training, licenses, and other credentials. This helps in building the trust level between patients and healthcare professional. This might lead to better patient care and stronger relationships. The credentialing process can be complex and challenging as well. The issues like administrative errors and complying with changing regulations can cause serious effects in the services provided by the healthcare professionals.

In order to streamline healthcare provider credentialing, it is important to start the licensing process early and stay organized. Outsourcing credentialing services can also helpful. Similarly, staying informed about state regulations and tracking application progress is also a matter of great concern. Avoiding common errors and maintaining digital records are key steps as well.

By and large, it can be said that credentialing benefits both patients and healthcare professional. Patients receive care from qualified healthcare providers. At the same time, healthcare professional can expand its services to high number of patients. This can easily be done by participating in insurance networks and increasing their revenue.

Frequently Asked Questions:

What is healthcare provider credentialing?

Healthcare provider credentialing is a process in which healthcare professionals undergo thorough verification process. This process analyse their qualifications, education, training, licenses, and other credentials. This process is conducted by insurance companies and healthcare organizations. This process ensures that healthcare providers are qualified and competent to provide medical care to patients.

Why is healthcare provider credentialing important?

Healthcare provider credentialing is vital because it ensures that patients receive medical care from qualified healthcare providers. It helps in preventing unqualified individuals from practicing healthcare facility. This process also ensures that healthcare providers are knowledgeable, skilled, and following the standards of medical practice.

What challenges are associated with healthcare provider credentialing?

Healthcare provider credentialing can be complex and challenging in the evolving healthcare industry. The major challenges are; administrative errors, complying with regulations, collecting accurate information, and managing substantial paperwork required for the process of credentialing.

What are some best practices for simplifying healthcare provider credentialing?

Best practices for include; starting the licensing process at early stage. Outsourcing credentialing services and remaining updated with the regulations.  Tracking application progress and maintaining digital records to avoiding common errors.

How does healthcare provider credentialing benefit patients and healthcare providers?

Healthcare provider credentialing benefits patients by ensuring treatment from qualified healthcare providers. It also benefits providers by establishing trust and fostering the reimbursement processes. Credentialing allows providers to participate in insurance networks. This helps in expanding their revenue opportunities.

What documents and information are required for healthcare provider credentialing?

Healthcare provider credentialing requires a complete set of documents and information. This includes personal details of healthcare provider, his identification, medical identification, licensing and certificates. This might also include the state licenses of healthcare provider, professional history, and claims history.

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