Free provider credentialing tracker for groups

Download

Excel (.xlsx). Opens in Google Sheets and Numbers too. The sample rows use made-up clinicians; delete them and add yours.

What is inside

• Tracker: one row per credential, not per clinician, so every license, DEA registration and card has its own date. Days left and status (Overdue, Due in 30, Due in 90, Current) work themselves out from the expiration date.
• Renewal cycles: how often each credential renews and who sets it, from the renewal cycles guide.
• How to use: the steps below, in the file.

How to use it

1. Add a row for every credential each clinician holds: each state license, each DEA registration, each state controlled-substance registration, board certification, life-support cards, malpractice, CAQH.
2. Take every date from the document itself. Mark whether you have the document on file.
3. Every Monday, filter Status for Overdue, Due in 30 and Due in 90, and contact those clinicians that day.
4. Name one owner in the Owner column for every row.
5. Check the OIG and SAM.gov exclusion lists monthly and note the date.

When you outgrow it

A spreadsheet only warns the person who opens it, and the documents still live somewhere else. Signs it is time: more than about ten clinicians, licenses in several states, or a coordinator who spends Mondays chasing cards. How to track clinician credentials compares the options.

Common questions

Is the credentialing tracker template really free?

Yes. No email, no account. Download the Excel file and use it however you like.

Why one row per credential instead of one row per clinician?

Because every credential has its own date. One row per clinician forces a dozen date columns side by side, and nothing sorts by what expires next.

Does it work in Google Sheets?

Yes. Upload the .xlsx to Google Drive and open it with Google Sheets. The days-left and status formulas carry over.

Can we move from this spreadsheet to the Roster later?

Yes. The Roster imports names, emails, NPI and specialty from any Excel or CSV layout. License numbers and dates come in from the documents you or the clinician add, which are read and confirmed.

Sources

• American Heart Association, course card information
• 21 CFR 1301.13, DEA registration periods (eCFR)
• DataSpring (CAQH), resources and FAQ
• HHS OIG, exclusion list (LEIE)