Don’t Just Verify—Why You Need Copies of Your Providers’ Professional Licenses

DoorSpace shares essential compliance tips for rural health executives, helping you streamline medical staff credentialing and reduce billing delays. In this article, we’ll address a common mistake: relying on state license verifications instead of collecting copies of the actual clinical licenses.

The Crucial Difference: Document vs. Verification

In rural health, efficiency is paramount. We often see hospital leaders rely on a quick state website screenshot (Primary Source Verification, or PSV) for license renewal. While the PSV confirms current license status (the compliance minimum), relying on it alone is not best practice. For a complete administrative file, your facility must also secure a clear digital copy (PDF or image) of the provider’s renewed license certificate or card.

Why This is a Compliance and Revenue Risk

The Compliance Gap: Relying solely on PSV is a common deficiency that slows re-credentialing and invites TJC or CMS audit scrutiny. The PSV often lacks the document’s issue date, specific identifying details, or legal name variations required by commercial payers and credentialing organizations. An incomplete administrative file translates directly into increased staff hours and delayed payment. Furthermore, incomplete documentation can lead to claims denials if a payer’s internal audit flags the provider’s file as deficient.

Quick Tip: Document Collection. Every renewal, ensure your providers upload the current, physical license document itself, and track the expiration date to prompt early renewal.

Key Texas Licenses to Collect for Your File

To maintain a compliant file in Texas, ensure you have copies of the actual renewed certificate or card for the following common provider licenses:

• MD/DO: Texas Medical License.
• NP/APRN: State Registered Nurse (RN) License AND the Advanced Practice Registered Nurse (APRN) License/Certification.
• PA: Physician Associate License.

Collecting the actual renewed document—not just the verification—is the administrative bedrock that ensures smooth re-credentialing, keeping your facility compliant and revenue flowing.

Ready to Eliminate Credentialing Headaches?

If your team is wasting countless hours chasing down PDFs and wrestling with incomplete files, it’s time to leverage technology. DoorSpace specializes in building robust, compliant credentialing systems for rural health systems like yours.