Demonstration environment. Fictional organization, fictional providers, synthetic data throughout. Changes you make stay in this browser only.
ParvinCorpCredential Tracker

Ridgeline Health Partners. Multi-specialty physician group, 6 sites, 14 providers. This demo tracks all 14 providers plus 1 physician who starts soon.

Signed in as

Marisol Vega, Credentialing Coordinator. Runs credentialing. Sees every provider and records renewals, verifications and missing credentials.

Renewal rulesMenu
Work queueWhat needs action nowStatus reportOne sheet for the partnersRenewal rulesLead times and whyCredentialsEvery record, filterableProvidersRoster and credential filesReadinessCan they work this day?CalendarThe next twelve monthsOrganizationEntities, regions and sitesAudit trailWho changed what, and whenGuided tourDrive it yourself
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Renewal rules

Every kind of credential renews on its own cycle and needs its own head start. These lead times decide when an item joins the work queue. They start at suggested defaults based on typical processing times; set them to how long things really take at your group.

State medical license

Typical cycle 2 years. Urgent in the last 30 days. If it lapses: stops all patient care.

Renewal usually needs continuing education to be documented first, and continuing education rules differ by state.

The provider may not practice in that state at all until the license is renewed.

Source: Renewal is typically every 1 to 2 years, with state specific continuing medical education (CME) rules, per the Federation of State Medical Boards (FSMB). The 2 year cycle is a default; change it to match your state board.

Start renewal work
90 days before

DEA registration

Typical cycle 3 years. Urgent in the last 30 days. If it lapses: stops controlled substance prescribing.

The DEA itself starts sending reminders 60 days out, and renewal now needs the provider to attest to 8 hours of opioid and substance use training.

An expired registration cannot be used to prescribe or handle controlled substances, even for a day. Reinstatement is possible for one calendar month after expiry; after that it is a new application.

Source: Reminder schedule and reinstatement window from the DEA. The 3 year term is a default; set it to match the registration itself.

Start renewal work
60 days before

State controlled substance registration

Typical cycle 2 years. Urgent in the last 30 days. If it lapses: stops controlled substance prescribing.

In states that issue one, the DEA registration usually depends on it, so it has to be renewed first.

No controlled substance prescribing in that state until it is renewed.

Source: Only some states issue a controlled substance registration (CSR). Which states apply is a setting for your group.

Start renewal work
60 days before

Board certification

Typical cycle 5 years. Urgent in the last 60 days. If it lapses: puts payer and facility approvals at risk.

Continuing certification often means an exam or assessment that has to be scheduled months ahead.

Most payer contracts and hospital bylaws require it, so a lapse puts recredentialing and privileges at risk.

Source: Member boards of the American Board of Medical Specialties (ABMS) assess at least every 5 years.

Start renewal work
180 days before

Malpractice insurance

Typical cycle 1 year. Urgent in the last 30 days. If it lapses: stops all patient care.

The carrier needs the renewal application and claims history before it will bind the next term.

No clinical work without active coverage. Payers and facilities also require proof of it.

Source: Group policy. Most policies run on an annual term.

Start renewal work
45 days before

CAQH attestation

Typical cycle 4 months. Urgent in the last 14 days. If it lapses: puts payer and facility approvals at risk.

The provider has to review the profile and re-attest personally, and that needs chasing.

Payers may hold credentialing and recredentialing decisions while the profile is out of date.

Source: CAQH (the Council for Affordable Quality Healthcare) keeps the profile payers read. Re-attesting every 120 days is the default; change it to match what CAQH shows on the profile.

Start renewal work
30 days before

Payer enrollment

Typical cycle 3 years (set per payer). Urgent in the last 60 days. If it lapses: stops billing that payer.

Medicare posts revalidation dates about 7 months ahead and its contractor writes 3 to 4 months ahead; commercial recredentialing should start 90 to 120 days early.

For Medicare, a missed revalidation means payments are held or billing privileges are deactivated, with no payment for services during the gap and no extensions.

Source: Medicare revalidation about every 5 years (CMS). Commercial recredentialing every 3 years (NCQA).

Start renewal work
120 days before

Hospital or surgery center privileges

Typical cycle 2 years. Urgent in the last 45 days. If it lapses: stops work at that facility.

Reappointment packets go through the medical staff office and a committee that meets monthly.

The provider may not admit, operate or round at that facility until reappointed.

Source: The Joint Commission allows up to 3 years since 2022; many bylaws still use 2, and some states require shorter.

Start renewal work
120 days before

CPR / BLS certification

Typical cycle 2 years. Urgent in the last 14 days. If it lapses: stops all patient care.

Classes fill up, so a seat has to be booked a few weeks ahead.

Group policy: no patient care without a current card.

Source: Group policy. BLS is Basic Life Support. Cards are typically valid for 2 years.

Start renewal work
30 days before

OIG exclusion check

Typical cycle 1 month. Urgent in the last 3 days. If it lapses: puts payer and facility approvals at risk.

One search of the whole roster against the exclusion list each month, scheduled a week before it falls due so it never slips.

Claims involving an excluded person are not payable by federal programs. An overdue check means nobody knows.

Source: The exclusion list is kept by the federal Office of Inspector General (OIG). A search at hire and every month is the default; change it to match your compliance policy.

Start renewal work
7 days before

Monthly exclusion check

One search of the whole roster (15 providers, anyone starting soon included) against the federal exclusion list. Last recorded Sep 26, 2026. Next due Oct 26, 2026; run it by Oct 19, 2026.

Lapsed
Did any name come up as a possible match?

Tick anyone whose name matched. They are recorded as a possible match, not as clear, and stay on the work queue until you record the outcome on their own check. Anyone already ticked is still being confirmed; untick them only if this search cleared them.

Records the search on that date for every active provider: not excluded, or a possible match for anyone ticked. One entry in the audit trail names them all.

Terms used here

The abbreviations on these screens, spelled out.

ABMS
: American Board of Medical Specialties, whose member boards certify physicians.
BLS
: Basic Life Support, the CPR card clinical staff carry.
CAQH
: Council for Affordable Quality Healthcare, which runs the profile most commercial payers read.
CME
: Continuing medical education, the hours a license renewal asks for.
CSR
: Controlled substance registration, issued by some states alongside the DEA registration.
DEA
: Drug Enforcement Administration, which registers prescribers of controlled substances.
FSMB
: Federation of State Medical Boards.
NPI
: National Provider Identifier, the ten digit number every provider bills under.
OIG
: Office of Inspector General, which keeps the federal list of people excluded from federal health programs.

States

A setting for your group: which states issue their own controlled substance registration, set to match each state board.

  • Tennessee: no separate controlled substance registration (demo setting)
  • Virginia: separate controlled substance registration required (demo setting)

Reset the demo

Resetting clears every change you have made and puts every record and lead time back the way it started.