5 Things that are Increasing Your Credentialing Time

- November 17, 2015 -

Credential management requires time to complete its detail-intensive protocols, but it doesn't have to take as long as it does for some. We've spoken to our clients about their pre-Silversheet workflows and found that many struggled with time management.

The amount of time lost to the small, mundane tasks took a toll on their overall workplace utility and satisfaction. Some were spending double the amount of their current time!

For the most part, the most common delays during credentialing are within your control as a credential manager. The reasons are in the details—the smaller parts of the process that can make a big impact on your overall credentialing time.

Let’s take a look at 5 things that may be extending your credentialing time by more than necessary:

Working with unorganized files
At the core of the problems, unorganized files create a giant opportunity for time loss. Traditional methods of credential management require high-contact with physical physician files in order to update and complete information. Without a structure across all files, you will spend extra time which will add up in the long run.

Each file should be organized in a way that allows the credential manager to locate any document within seconds. Organized areas include the layout of the file contents as well as how the file is labeled and placed in the cabinet. They will all be helpful in the flow of your credentialing process.

Tip: Stay organized at all times by creating a filing structure that any person can figure out on their own. Read our article on organizing a credential file here.

Outdated or a lack of a good credentialing software

Are the tools that you are using powerful enough to help you manage credentials at an optimal speed? If you aren’t currently using a credentialing software, you should be adopting one into your workflow.

Though methods outside of using a software can get the job done, there are extra steps to be taken. Without an automatic reminder system, you’ll need to take the time to set reminders for each expiring document. This is an additional step that needs to be done correctly, or else you could end up with a reminder for the wrong document or date.

Tip: An effective credentialing software like Silversheet eliminates the busywork by sending you automatic reminders and listing the missing documents for each doctor. Instead of flipping through files and checklists, you can track all your credential management tasks in one place.

Repeating untemplated procedures
When you’re collecting documents from multiple doctors, chances are you’re repeating similar messages with different names and dates. You already know the information to be included in your emails and letters, but it will take time to rewrite each message. Trust us, this can get tiresome when you are responsible for multiple doctors.

Even if you are looking at a copy for reference, you are not taking advantage of your resources fully. In this case they are the copy and paste commands. When there is an opportunity to use templates, seize it. Templated responses can be used for communicating with doctors throughout the workflow.

Tip: By keeping a set of emails or letters that you can repurpose for each individual, you will save yourself the hassle of recreating them multiple times. The blank fields are easy to spot and indicate the information that you must edit.     

Waiting until the last minute
One of the biggest mistakes credential managers can make is putting off credentialing work until the accreditation survey. Doing so forces the credential manager to work under the clock, creating a stressful sense of urgency. Work that isn’t finished ahead of time translates into more work that needs to be completed no matter what. It also puts the facility’s compliance in danger.

Credential files need to be well-organized and maintained at all times. It’s a good idea to update them well before they expire because it will guarantee that the physician credentials are current and in compliance. The facility can avoid situations in which doctors practice with outdated licenses for months before realizing their credentials aren’t fully updated.

Tip: When you receive a reminder about an expired document, act upon it immediately or add it to your to-do’s for the week. You’ll thank yourself in the future for not leaving it to the last minute.

A centralized provider record that doesn’t work
A centralized provider record contains information for all physician files in one location. It is useful to credential managers for viewing missing and outdated documents at a glance without having to go through files.

Centralized provider records can sometimes be over-complicated or lacking in detail and functionality. Whether it be too many tabs or a confusing layout, working with an inefficient organizer is time-consuming when you can’t find the right information quickly. What should take seconds will take you minutes because you may be spending time scrolling through a large spreadsheet.

Tip: Create a centralized provider record that requires the least amount of busywork (clicking and scrolling) and thinking when looking for information. Read our article on setting up a sample spreadsheet here.

If you’re looking for tips on how to decrease your credentialing time, visit our resources page for helpful templates and articles on credential management.

Our team is dedicated to creating solutions to make your workflow paperless and efficient. Find out how Silversheet can save you time and money today!