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CredentialingOne – New Credentialing Outsourcing Company Powered by HealthWare Systems

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Press Release

CredentialingOne – New Credentialing Outsourcing Company Powered by HealthWare Systems


Elgin, IL:  HealthWare Systems has launched a new credentialing outsourcing company, CredentialingOne. The new organization is powered by HealthWare Systems’ robotic process automation technology.

CredentialingOne manages all tasks required for provider credentialing and enrollment, Medicare and Medicaid enrollment, obtaining hospital privileges, primary source verification, CAQH registration, and more. The company also provides credentialing-related special projects or overflow services.

The logo of credentialing outsourcing company CredentialingOne.

CredentialingOne – Credentialing Outsourcing Company Powered by HealthWare Systems

HealthWare’s technology enables the dedicated and experienced staff at CredentialingOne to streamline both the initial credentialing process and ongoing credentialing maintenance for individual providers and healthcare organizations of all sizes.

CredentialingOne’s technology solutions include deficiency management tracking that monitors providers’ and hospitals’ expirables (e.g. CE credits, certificates, licenses, malpractice insurance), forms automation software for completing applications quickly and accurately, and an automated alert system to help ensure providers meet deadlines.

“Proper credentialing is critical to a healthy revenue cycle. As a provider of revenue cycle management solutions, it made sense for us to expand the use of our technology into the credentialing services sector,” stated Steve Gruner, CEO and Founder of HealthWare Systems.

“Our ActiveWARE products have a long history of improving revenue integrity and increasing physician satisfaction. CredentialingOne has created a great opportunity for us to help physicians and other providers in a whole new way.”

Mark Hobgood (CredentialingOne’s Director of Credentialing Services) said he looks forward to utilizing HealthWare’s innovative technology in conjunction with his expert staff of credentialing professionals:

“Our Credentialing Specialists have nationwide experience with credentialing, enrollments, privileging, and PSV for all types of providers and practices. Coupling their industry knowledge with HealthWare Systems’ automation technology has produced an ideal solution for those who no longer wish to manage the complexities of credentialing and compliance themselves.”

To learn more about the credentialing outsourcing company, visit where you will find further details about CredentialingOne’s services as well as educational resources to help navigate the credentialing and enrollment process.

About HealthWare Systems:

HealthWare Systems is a leading provider of fully integrated, customizable workflow solutions and Revenue Cycle Management software. We specialize in applying robotic process automation (RPA) to healthcare processes to improve both the patient experience and the revenue cycle. Our ActiveWARE suite of products manages pre-arrival, financial assistance, early out, collections, denial management, claims follow-up, and more, and is proven to maximize productivity and profitability so that healthcare teams have more time and resources to spend on quality care.

About CredentialingOne:

CredentialingOne relieves the stress of credentialing and compliance. Our experienced staff and technology manage this complex and time-consuming process for you, so you can focus on patient care. We offer exclusive technology solutions for quicker application turnaround times. Our forms automation saves time, prevents errors, and ensures consistent documentation. Our alert system notifies practices of upcoming expiration dates at 90, 60, and 30 days prior to expirations. GET CREDENTIALED FASTER… With our secure, cloud-based technology platform you can start practicing and billing payers as soon as possible.

Contact Information:

Name: Stephanie Salmich
Organization: HealthWare Systems
Address: 2205 Point Boulevard, Suite 160, Elgin, IL 60123
Phone: (847) 649-5100

A provider looks stressed out while she stares at paperwork and is on the phone; the blog title appears: What Happens When Provider Credentials Expire?

What Happens When Provider Credentials Expire?

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CredentialingOne Blog

What Happens When Provider Credentials Expire?

Posted on Monday, April 5, 2021

When provider credentials expire, there can be serious legal and financial consequences for clinicians and their practices. Below we outline the effects of expired provider credentials and explain how you can avoid these negative outcomes.

Expired Provider Credentials Can Result In:

A provider looks stressed out while she stares at paperwork and is on the phone; the blog title appears: What Happens When Provider Credentials Expire?

Don’t let provider credentials expire – Contact CredentialingOne to create your custom credentialing maintenance and monitoring program.

Claim Denials/Lost RevenueWhen provider credentials expire or are not updated, providers are deactivated by payers, their claims are denied, and the practice misses out on reimbursement for services rendered. This could end up costing the practice months of lost revenue since the re-credentialing process can take up to 180 days (or longer due to delays related to the pandemic).

Loss of Privileges If providers’ credentials are not current, they will lose their hospital privileges. This also affects provider enrollment as providers must have hospital privileges at a participating network hospital in order to join and remain compliant with health plans.

Lawsuits/Liability ConcernsA provider may not even be aware at first that a credential has accidentally expired or might realize they have missed a deadline after it’s too late. However, practicing medicine without a valid license (including an expired one) or providing services that require certification which the provider has not renewed can open the door to lawsuits and legal ramifications for not only the provider, but the provider’s employer/facility as well.

Fines and/or SanctionsIf a provider continues to practice medicine as usual even though they have allowed credentials to expire (e.g., writing prescriptions with an expired DEA license), they and their facility may also face significant fines and/or sanctions. Likewise, failure to keep up with state continuing education requirements affects a provider’s medical license status and can cause the provider to be sanctioned by the state medical board. Additionally, the provider’s malpractice insurance rates may increase after receiving a sanction.

Higher Insurance PremiumsAllowing malpractice coverage to lapse may also cause the provider’s premiums to rise, and some insurance companies may decline the provider another policy if there is a previous gap in coverage. The provider will be required to report any lapse in coverage throughout their career.

Refusal of Future Contracts by PayersProviders who have a history of lawsuits, legal penalties, fines, sanctions, lapsed malpractice insurance, and/or expired CAQH attestation may be rejected by some payers for future contracts.

Patient Retention Issues Patients are extremely unlikely to choose an out-of-network provider. Providers who do not remain active with payers will fail to attract new patients and risk losing their existing clientele if they become out-of-network and/or must stop providing care until they are re-credentialed.

Extra Time and Work for Providers/Staff It is much more inconvenient for everyone when provider credentials expire than if the provider had maintained their credentials by the appropriate deadlines. Extra effort and time will be necessary to reactivate the provider with health plans and obtain hospital privileges again.

How to Prevent Expired Provider Credentials & Their Consequences

Keeping track of provider credentials is time-consuming and complicated. It’s easy to miss critical deadlines and expiration dates when providers and practices try to manage this work themselves (for example, with filing cabinets, manual spreadsheets, and handwritten calendar memos that leave far too much room for human error and delays in information delivery).

CredentialingOne can build a custom credentialing maintenance and monitoring program that works with your credentialing policies. We offer a robust software solution for credentialing management and a team of experienced credentialing professionals to handle the work for you.

Our credentialing maintenance and monitoring services include:

  • Our real-time messaging alert system, which sends email and text reminders to the provider when documents are nearing expiration (starting at 120 days prior to expiring).
  • A master report for the practice indicating providers with expiring documents at 120, 90, 60, and 30 days out.
  • CAQH quarterly attestations (we re-attest the provider every 120 days and upload new documents as they are set to expire).
  • Re-credentialing for commercial payers and re-validation for government payers (e.g., Medicare, Medicaid, TriCare).
  • Demographic updates, such as address/phone/name change.
  • Directory updates; Medicare payers in particular request providers to verify their demographic information every 6 to 12 months.
  • NPDB (National Practitioner Data Bank) queries
  • SAM and OIG queries
  • Primary source verification
  • Tracking of malpractice insurance coverage, CE credits, and practice services (e.g., Radiology and CLIA certifications)

We also offer a health plan audit service for larger facilities to ensure providers are participating in the correct plans and the provider roster is current. An annual health plan audit is essential for protecting a practice both legally and financially.

Prevent Expired Provider Credentials with CredentialingOne

CredentialingOne’s expert staff and technology are dedicated to keeping providers compliant and making sure they do not miss credentialing deadlines that are vital to the health of their practice and careers. Contact us to learn more about our credentialing maintenance and monitoring services, health plan audits, and how we can help you avoid the dire consequences that can occur when provider credentials expire.

By Stephanie Salmich

A group of smiling medical residents along with the blog title: What Do Medical Residents Need to Know About Credentialing?

What Do Medical Residents Need to Know About Credentialing?

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CredentialingOne Blog

What Do Medical Residents Need to Know About Credentialing?

Posted on Thursday, February 11, 2021

Medical residents should be proactive about credentialing during their final year of residency.

While you understandably have a lot on your plate as you finish your training, credentialing is one item you can’t afford to neglect during your job search. As the COVID-19 pandemic continues to adversely affect the job market, it’s imperative that you do everything in your power to prevent delays and obstacles to employment.

Below we cover some credentialing tips for medical residents, fellows, and new providers.

A group of smiling medical residents along with the blog title: What Do Medical Residents Need to Know About Credentialing?

Medical residents should be proactive about credentialing during their final year of residency – CredentialingOne can help.

Medical Residents & Credentialing: 5 Things You Need to Know

1.) What is Credentialing?

First, it’s important to have a basic understanding of the credentialing process and all that it entails.

Credentialing involves verifying a provider’s qualifications (such as education, licenses, certifications, work history, and references). This includes primary source verification, which is the validation of a provider’s credentials through direct contact with the person or organization that originally issued the information.

Credentialing is a condition of obtaining employment, hospital privileges, and enrollment in health plans. Before you can begin practicing as a new provider, you will need to complete this lengthy process.

2.) Credentialing can take up to 180 days (or more, due to delays caused by the current pandemic).

The credentialing process often takes longer than expected. There are numerous people and entities to contact, and you must factor in the time it takes to follow up with those who fail to respond in a timely manner.

Some healthcare organizations will not schedule your employment start date until they have received all credentialing paperwork from you. For example, you may not be able to start working until 120 days or more AFTER you’ve submitted all (complete and accurate) requirements. This is why it is crucial to start the credentialing process as a medical resident – so that you can begin earning your salary as soon as possible.

3.) You should begin gathering all your credentialing information and documentation now.

Credentialing not only takes a lot of time, but is also an ongoing process. You will set yourself up for success if you:

  • Do not procrastinate.
  • Keep your records updated.

Having up-to-date and accurate information on hand will make the credentialing process much more efficient and less painful for you. If a potential employer, hospital, or payer needs any material from you, you want to be able to access it ASAP.

Take particular care to secure your professional references ahead of time. It’s a good idea to obtain more references than are required so that if one cannot be reached it won’t hold up the rest of your application.

4.) One of the biggest credentialing errors is missing or incomplete information.

When filling out your applications, be sure to complete them precisely and in full detail. Don’t leave out any information that is asked for, as mistakes and omissions will result in delays.

Before submitting it, check your paperwork multiple times and have another experienced professional look it over to make sure you are not missing anything. Then, make sure you follow up on the status of your application at least weekly. This will ensure you detect and resolve any deficiencies right away, since many states allow 60 days or more for payers to inform you of errors.

5.) Expect delays if you wait until the summer to start the credentialing process.

Remember, there are plenty of other medical residents completing their training at the same time as you. Payers are especially busy in the summer because they receive a lot of applications in the months following graduation. Get a head start on the competition by preparing your credentialing work now and avoid the application delays that will inevitably occur due to high volume.

Credentialing Services for New Providers

As you can see, credentialing is complex, time-consuming, and exhausting. As a medical resident or fellow, your time is precious. Adding a job search and credentialing work to an already packed schedule can seem overwhelming.

CredentialingOne is here to help. We can manage the entire credentialing process for you, so that you can focus your time and energy on completing your training and finding a job you will love.

Our services include CAQH registration, credentialing, hospital appointment, provider enrollment, monitoring and maintenance, and more. We develop long-term relationships with our clients – assisting new providers in a smooth transition from residency or fellowship to employment in their profession and helping them maintain compliance throughout their careers.

Contact us to start the credentialing process or to learn more about how we remove the burden of credentialing for medical residents, fellows, and new providers nationwide.

By Stephanie Salmich

A person holds a note reading “TODAY IS THE DAY” and the blog title appears: 4 Reasons to Start the Credentialing Process TODAY

4 Reasons to Start the Credentialing Process TODAY

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CredentialingOne Blog

4 Reasons to Start the Credentialing Process TODAY

Posted on Wednesday, November 11, 2020

It can be tempting to put off a complicated and time-consuming process like credentialing, but that is the last thing you should do!

Here are 4 reasons to start the credentialing process TODAY:

#1. The credentialing process usually takes longer than expected.

Credentialing can take up to 180 days, but generally the process takes 90-120 days, and contracting with payers can take 60-90 days (and any of these timelines may be extended due to delays caused by the current pandemic). It’s best to be as prepared as possible on your end so that you can make up for and anticipate delays from insurance companies or other entities involved.

For example, primary source verification must be completed by validating credentials for each provider through direct contact with the person or organization that originally issued each credential.

Since the credentialing process requires reaching out to numerous different contacts and following up with those who fail to respond quickly, it’s important to allot plenty of time to the work. The usual time a person will dedicate to each application is 7 to 9 hours from submission to effective date.

#2. Begin practicing and billing payers ASAP.

A person holds a note reading “TODAY IS THE DAY” and the blog title appears: 4 Reasons to Start the Credentialing Process TODAY

TODAY is the day! Contact us to start the credentialing process.

Any delays in the credentialing process can lead to postponements in employment start dates and/or reimbursement setbacks. Patients also are highly unlikely to seek care from an out-of-network provider.

Accurate and timely credentialing and contracting with payers will help you both prevent claim denials and attract more patients.

#3. Reduce holiday stress.

Don’t use the holidays as an excuse to stall the credentialing process. Start now, BEFORE the holidays, so you can enjoy them without any looming credentialing tasks hanging over your head.

This past year has been challenging for everyone, especially those in the healthcare field. Why not outsource credentialing to help with relieving provider stress and preventing clinician burnout?

#4. Set yourself up for success in the new year.

Getting started now can make a huge difference to the success of your practice in 2021. The longer you wait on credentialing and payer enrollment tasks, the more you’ll cut into next year’s revenue and reimbursement. Plus, you may be setting yourself up for a lot of extra work that will be needed to resubmit any denied claims that could result from credentialing and payer enrollment holdups.

Use what’s left of 2020 to start the credentialing process so that you can spend the new year helping patients and growing your practice, rather than dealing with credentialing and reimbursement issues.

See our previous blog for more tips for provider credentialing.

Start the Credentialing Process with CredentialingOne

Starting the credentialing process can feel overwhelming, but it doesn’t have to be! CredentialingOne removes the hassle by managing all provider credentialing and provider enrollment work for you. This includes completing, submitting, and monitoring all applications related to credentialing and provider enrollment in commercial insurance plans and Medicare and Medicaid, obtaining hospital privileges, and CAQH registration.

Contact us TODAY to start the credentialing process right away!

By Stephanie Salmich

Do you know the difference between provider credentialing and provider enrollment?

What is the Difference Between Provider Credentialing and Provider Enrollment?

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CredentialingOne Blog

What is the Difference Between Provider Credentialing and Provider Enrollment?

Posted on Friday, June 12, 2020

Many healthcare professionals experience confusion over the terms provider credentialing and provider enrollment, and justifiably so – there is plenty of overlap between them. However, understanding the differences will help you better navigate the complex credentialing process.

What is Credentialing?

Credentialing is the process of verifying a provider’s qualifications for practicing medicine. The provider’s education, licenses, certifications, work history, references, and more are validated through primary source verification (checking with the original source that issued each credential). Additionally, background checks of the provider’s financial, criminal, and/or social media history may be conducted.

Credentialing is completed as part of the hiring process, in order to obtain hospital privileges, and as a key step in provider enrollment.

What is Provider Enrollment?

Provider enrollment is the process of adding a provider to commercial and/or government health plans so that the provider/practice can be reimbursed for services provided to patients.

To join a commercial health plan, the provider must follow the payer’s specific application and credentialing process. If the provider is approved and signs a contract with the health plan, the provider will be considered “in-network.” This is very exhaustive work, yet the credentialing process is even more strict and detailed for enrollment with government health plans like Medicare and Medicaid.

Most patients will not seek care from an out-of-network provider. Provider enrollment is therefore not only essential to getting paid but also for attracting patients.

Provider Credentialing Vs. Enrollment – What’s the Difference?

Credentialing and enrollment both entail similar tasks related to the verification of a provider’s credentials, and credentialing is a part of provider enrollment. You can think of credentialing as an umbrella term used to encompass all instances where validating a provider’s qualifications is necessary – for the purpose of attaining employment, hospital appointment, and/or participation in health plans.

Because credentialing is a condition of hiring, granting hospital privileges, and contracting with payers, the work involved becomes very repetitive and laborious as each entity (the practice, hospital(s), and payers), must ensure the provider is qualified.

There is even more redundancy when you factor in the lack of standardization among health plans. Each payer has its own unique credentialing requirements and most providers will enroll in a dozen or more different health plans in order to remain competitive. This equates to a lot of time and paperwork – the average time it takes to credential one provider with one payer is 8 to 10 hours per application.

The repetition only continues as providers must renew their appointment with a hospital (usually every two years) and complete periodic recredentialing with commercial insurance companies and revalidation with government payers.

Outsourcing Credentialing and Enrollment

CredentialingOne can take care of this redundant and time-consuming work for you.

We handle everything – from completing documentation and submitting applications, to following up on them until each provider has an effective start date with each payer, to the ongoing credentialing maintenance needed to keep payers and practices compliant with health plans.

Our services include credentialing for all provider types and new/existing practices of any size, provider enrollment in commercial and government health plans, recredentialing/revalidation, hospital appointment and reappointment, and much more.

Additionally, we provide monthly monitoring and maintenance of documents, certifications, CE, and malpractice insurance, as well as automated alerts to ensure you never become inactive with a payer as a result of credentialing noncompliance.

To schedule a complimentary consultation on how we can help you with provider credentialing and provider enrollment, contact us today.

By Stephanie Salmich

Lengthy checklists representing the time-consuming process of primary source verification.

Primary Source Verification

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CredentialingOne Blog

Primary Source Verification

Posted on Friday, April 17, 2020

What is Primary Source Verification?

Primary source verification (PSV) is the process of validating a provider’s credentials through direct contact with the person or organization that actually issued the information.

Lengthy checklists representing the time-consuming process of primary source verification.

CredentialingOne can complete the time-consuming PSV process for you.

According to The Joint Commission, PSV is:

“Verification of an individual practitioner’s reported qualifications by the original source or an approved agent of that source. Methods for conducting primary source verification of credentials include direct correspondence, documented telephone verification, secure electronic verification from the original qualification source, or reports from credentials verification organizations (CVOs) that meet Joint Commission requirements.”

PSV requires detailed documentation, which should include:
  • Date the PSV was conducted
  • Method of verification (e.g. letter, fax, email, phone, website)
  • Agency and/or individual person contacted for verification and their contact information
  • The information that was specifically verified
  • Results of the PSV (e.g. questions asked and their answers)
  • Person who conducted the PSV and their signature

Why is Primary Source Verification Necessary?

Primary source verification is vital to accurate and credible credentialing. It is simply inadequate to accept information submitted by a provider or document photocopies at face value.

PSV protects your patients’ safety by helping to ensure your practitioners are qualified to care for them. Furthermore, it protects your organization from legal risks and compliance issues.

PSV is the standard form of verification for the healthcare industry and helps healthcare facilities meet the accreditation requirements of The Joint Commission and NCQA.

Primary Sources Vs. Secondary Sources

The Joint Commission has deemed some entities “designated equivalent sources,” meaning it considers them to provide information identical to that provided by the original source. Your options for PSV are contacting the original source or any designated equivalent sources.

You should only use secondary sources to verify credentials in cases where it is truly not possible to contact the original source (such as when the issuing agency or hospital has closed) and designated equivalent sources are unable to verify the information. For example, if an establishment is no longer in operation you may try contacting any successor organizations or find out where original documents may have been sent.

Primary Source Verification Services

PSV is a very involved and time-consuming process that entails manual, repetitive tasks that must be completed for EACH credential and for EVERY provider. Some designated equivalent sources also require payment to gain access.

Fortunately, CredentialingOne can contact/access each of these sources (original sources and/or designated equivalent sources) for you as well as document the completion of PSV for each of your providers’ credentials. We also monitor providers’ compliance, so you don’t have to manually track credentials and documentation and can ensure they’re renewed before they expire.

For more information on primary source verification and how CredentialingOne can help, contact us today.

By Stephanie Salmich