Tips for Conducting Thorough License Verifications in Healthcare
Running a healthcare facility is a 24-7 job. You are managing staff, overseeing patient care, and staying compliant with state and federal regulations. It is tiresome and you may feel like you’re juggling everything at once. Delegating may work, but there is one area you cannot overlook or let slip: license verification for your healthcare professionals. You must make sure everyone from physicians, to nurses, and specialists have the right credentials.
Why Are License Verifications So Important in Healthcare?
When you’re running a healthcare business, verifying licenses is the only way you can make sure your staff is qualified. But it’s not just about compliance with regulations. It’s about protecting the people you serve: your patients. They’re trusting you with their lives, and having a fully credentialed team is the foundation of that trust.
Healthcare license verification follows the standards laid out by state and federal laws. This process can shield your organization from liability and will offer protection in case something goes wrong, or you are hit with a malpractice complaint.
The Role of Patient Safety in License Verification
Every decision you make revolves around patient safety. By conducting a thorough license verification process, you spell it out to everyone: your healthcare professionals are exactly that- professionals. It guarantees they’ve gone through the required education, and training and are 100% qualified to provide the highest level of care.
When you accidentally hire an individual with a revoked or inactive license, you open the door to. Even the smallest oversight could lead to substandard care or, worse, patient harm.
Compliance with State and Federal Regulations
Compliance is not only about fines; it’s about maintaining the highest standards of care. Every state has its own set of licensing rules and federal regulations layer on top of those. That means it’s crucial to stay up to date on both state and federal requirements.
Staying compliant is also a full-time job, as this is something you regularly need to check for updates. Make license verification a priority. This guarantees that your organization will steer clear of costly penalties, and, in the long run, it keeps you in good standing with oversight bodies.
Think of it this way: if an unlicensed or improperly licensed staff member performs medical services, and something goes wrong, the consequences fall on you. By verifying licenses up front and continuously monitoring them, you can avoid costly lawsuits and reputational damage.
Primary Source Verification: The Gold Standard
When verifying licenses, it is not recommended to rely on third-party verification systems. These are quicker and more convenient, but they often pull from databases that aren’t always updated in real-time.
Primary source verification (PSV) is the most recommended. This method involves going directly to the issuing authority, the state board or regulatory agency, to confirm that a license is valid and in good standing. PSV takes a little more time and effort, but you will sleep better knowing the licenses your team holds are genuine and up to date.
Pro Tip: Double-Check Multiple Databases
Even when using a PSV resource, it would be a good idea to cross-check information against multiple databases. A different database might flag disciplinary actions or lapses that others miss.
Covering all your bases will be particularly important when your staff holds multiple licenses or certifications across different states or even different specialties. If your business operates in multiple states, this becomes even more critical since regulations can vary dramatically.
Red Flags: Disciplinary Actions and Licensing Lapses
The last thing you want is to hire someone who’s had serious disciplinary issues that weren’t caught during the hiring process.
Disciplinary actions are a major indicator of potential trouble with your future employee. They may have a history of malpractice or may have failed to adhere to state guidelines. Similarly, a lapse in licensing, even if it was for a brief period, you may see signs of negligence in maintaining professional standards.
Don’t be afraid to dig deeper if something seems off. It’s always better to spend the extra time upfront than to deal with the fallout later.
Pre-Employment and Pre-Work Verifications
Timing is important with license verification. Ideally, you should verify licenses during the hiring process, way before you make any formal offers. Another thing to look out for: double-check that the license is still valid before the employee begins work. A professional might have held a valid license during the interview process, but something could change by the time they’re ready to start.
Ongoing Verifications: Not Just for New Hires
License verification is not a process that will stop after onboarding. Ongoing verification is just as crucial as the initial check. In healthcare, licenses are renewed regularly, and standards change over time.
Set up a system for continuous monitoring. This helps you stay ahead of these issues. You can automate reminders for license renewals and conduct periodic checks to make sure there haven’t been any changes in the status of your staff’s licenses.
Pro Tip: Document the Entire Verification Process
In license verification, just the same as compliance, documentation is essential. Keeping a detailed record of every step in the verification process will help you if you ever face an audit or legal challenge.
Things You Should Document
- The date of the verification
- The method used (PSV, third-party system, etc.)
- The license status and any red flags
- Follow-up actions taken
Educate Your Staff on the Importance of Licensure
At the end of the day, license verification is a team effort. Your staff should understand why maintaining proper licensure is so important, not just for compliance, but for patient safety and the overall success of your organization.
You can find creative solutions to incorporate specific licensure requirements into your training sessions. You encourage accountability and this will be a good opportunity to remind them of any changes in state or federal regulations that could impact their jobs.
By making license verification an ongoing part of your risk management strategy, you can create a safer environment for everyone involved—from your staff to the patients who trust you with their care.
