This guide covers how you can use the Ad Hoc State License Verification feature to verify provider licenses on demand. It includes instructions for submitting requests, tracking progress, and accessing documentation for compliance.

Overview

Use the Ad Hoc State License Verification feature to verify provider licenses on demand and ensure compliance. You can submit provider lists with state-specific license data, allowing for efficient verification to confirm that providers are appropriately licensed to practice in additional states before deployment.

This feature integrates seamlessly into your workflows, enabling real-time monitoring of verification requests and providing essential documentation for audits. It also supports accurate billing by allowing finance teams to track verification volumes for precise invoicing.

Submitting Ad Hoc State License Verification Requests

To initiate a state license verification request, upload a CSV file containing provider details. This section covers the required data format, provider prerequisites, and the steps to successfully submit a request.

Please Note: Before submitting an Ad Hoc State License Verification request, ensure that the provider is already in the system as either a delegated or direct provider. If the provider has not been imported, you must first import them using the normal provider import process.

Provider Import CSV File

To create the CSV file for the provider import, ensure that the following fields are included in this specific order:

NPI: Required; used to locate the provider record
License Number: Required; must match the system’s normalized value
License State: Required; must be a valid state abbreviation
First Name, Middle Name, Last Name, Date of Birth

Submitting the CSV File

To submit an Ad Hoc State License Verification request, follow these steps:

Navigate to the Import Providers page

Enter a name in the Import Name field
Select the Ad Hoc State License Verification Import option as the Roster Type
Click Choose File and select the CSV file containing your provider data
Click Upload File to initiate the verification process

The system will validate the data and create individual verification requests for each provider. If any errors are detected (e.g., missing NPI or invalid license information), you will be prompted to correct the issues and re-upload the file.

Please Note: Import via API is currently not supported for Ad Hoc State License Verifications

Tracking and Monitoring Progress

Once you have submitted your Ad Hoc State License Verification requests, you can easily track the status of each verification to ensure timely completion.

Viewing Request Status

To monitor the progress of your submitted requests:

Navigate to the Files page

Filter by Credential Event and select Ad Hoc from the drop-down

Click Submit to apply filter

Review the status column for each request:
- Submitted: The request has been received and is pending processing
- In Progress: The verification process is currently underway
- Completed: The verification has been finalized and documentation is available

Click View under the Download column to access the Ad Hoc Provider File

Accessing Documentation for Completed Verifications

Once your Ad Hoc State License Verification requests are completed, you can download a CSV file containing the verification status for each provider. This file serves as a record of the completed verification process for compliance and audit purposes.

Downloading Verification Documents

To access the CSV file for completed requests:

Navigate to the Files page

Filter by Credential Event and select Ad Hoc from the drop-down

Click Submit to apply filter

For a bulk download, click on the Download at the top of the table to download all displayed providers

To download an individual provider’s file, click View under the Download column to access the Ad Hoc Provider File

Audit and Compliance Documentation

You can use the downloaded CSV file for internal audits or compliance checks. Each CSV file includes:

Provider’s NPI and state license information
Verification status and completion date
Confirmation that the license is active and in good standing

Ensuring you have up-to-date verification records helps maintain compliance with state regulations and supports audit readiness.

Ad Hoc Provider File

The Ad Hoc Provider File page allows you to review the status of provider state license verifications, including whether the license is clean or flagged for follow-up

Clean File	Alerted File

Primary Sources:

The Primary Sources section provides details on the outcomes of state license verifications. It indicates whether a license is in good standing (Green Completed) or requires follow-up due to detected issues (Red Alerted). Use this information to ensure providers meet compliance standards:

Green Completed: Indicates that the license verification passed without issues. Review the provider profile for relevant dates to confirm current validity

Red Alerted: Signals a potential issue detected during verification. It’s crucial to investigate these alerts to ensure that the provider’s license is compliant. Relevant dates of the flagged verification are also available on the provider’s profile for further review

Error Handling and Troubleshooting

If you encounter issues during the submission or verification process, use the guidelines below to resolve common problems:

Missing or Invalid NPI: Ensure the NPI is correctly entered in the CSV file before submission
License Number Mismatch: Verify that the license number matches the format required by the system
Invalid State Abbreviation: Confirm that the license state uses the correct two-letter state code (e.g., CA for California)
File Upload Errors: Check that the CSV file is formatted correctly and includes all required fields (NPI, License Number, License State)

If these issues persist, reach out to our support team for further assistance.