Frustrated when starting a new hospital? Email after email for credentialing documents? Several items are required during hospital privileging/credentialing process. I recommend that you keep the following documents/list, along with certification numbers, updated and stored together in either a single email, drop box, google drive, etc. Have items ready and accessible wherever you are and the ability to expeditiously be emailed to the credentialing specialist for processing applications.

The List:

• Curriculum vitae (CV)
  The CV is requested by every hospital and should be updated regularly. Specifics requested by hospitals are the following: demographic data, education with two-digit month and two-digit year for start and end dates, all licensure listing active or expired, work history, hospital affiliations, board certifications, societies and associations, awards and honors.


• Driver’s License
  A passport or other government-issued identification is an acceptable alternative if you do not have a driver’s license. A driver’s license typically needs to be renewed every five years around your birthday.


• Photo
  A passport size photo is required by all hospitals for identification and often used for security badge.


• Medical License
  An active medical license is required for every state in which you are practicing or intend to practice medicine. A list of previous or inactive medical licenses may also be requested. Most medical licenses need to be renewed one to two years.


• CertificatesAll professional education certificates including medical degree, internships, residencies, fellowships, board certificates.


• Medical License Educational Commission For Foreign Medical Graduates (ECFMG) certification: This documentation is only required for prospective residency and fellowship applications from outside the United States.


• Military Discharge Papers/DD-214
  If served in the military, paperwork for proof will be requested by the hospital.


• Board Certification (or eligibility) status
  This information is required by every hospital. Most physicians who have recently finished their residency training are waiting to take one or more exams to complete their board certification. In this case, a letter from the residency program director with the program completion (i.e., graduation) date will suffice. The same policies apply to subspecialty or additional board certifications. Board Certification typically requires renewal every 10 years.


• Peer References
  It is helpful to have the contact information of at least three close colleagues in your specialty that you can refer to for thorough and timely recommendations, which are requested by every hospital. This list needs to include physician name, phone number, email. This list can include training program directors, other clinical mentors, and colleagues with whom you have worked with in recent years.


• Chronological List of Gaps
  List and explanation of all educational and work history gaps.


• Tuberculosis (TB) testing
  A recent skin PPD test is always requested and is expected to be repeated every year for healthcare employees. Positive testing suggests exposure and is usually followed by a chest radiograph to rule out latent TB.


• Immunizations
  Information regarding Hepatitis B vaccination as well as MMR (measles, mumps, rubella) is required with the initial credentialing application. It is recommended to provide any further information about any boosters in a timely fashion. Similarly, annual documentation of your flu vaccine (or a waiver for the flu vaccine) is required.


• Adult and Pediatric Advanced Cardiac Life Support (ACLS, PALS)
  Up-to-date certification with wallet cards is required by every hospital. Many hospitals offer subsidized in-house ACLS courses to ensure all house staff officers and private physicians alike are well versed in resuscitation protocols. Online courses for ACLS and PALS refreshers are also available. ACLS and PALS require renewal every two years.


• Case logs
  Many hospitals will request details about your case and patient load, including number and types of cases. Some groups will request that you provide a case log for procedures completed in the past year or two years. Newly graduated physicians should obtain a copy of their ACGME case logs and be ready to provide it to credentialing for your first job. Individual physicians are strongly encouraged to keep a spreadsheet of their own cases.


• Malpractice Claims Explanation
  If there are any malpractice claims with your name mentioned within the past 10 years be ready to have an explanation. Each hospital and malpractice carrier will need to know the information about the case. When did the incident occur? Is it closed or open? Settled or Payment?


• Username and Passwords Most hospital applications and documents are shared with the Insurance Credentialing departments. This department will need access to CAQH and NPI. Be prepared to share CAQH and NPI usernames and passwords.