For many healthcare organizations, limited resources and inefficient processes are the norm. This is especially true for academic health systems, where competing priorities and tight budgets often force teams to rely on outdated processes, even when there’s a desire for change.
One ProviderTrust client, an academic health system in the Midwest, found themselves in this situation in 2023. Their Human Resources team performed all of their license and credential verifications manually, but when faced with internal team shifts, they knew that it was time to make a big change. That’s where ProviderTrust entered the picture.
ABOUT OUR CLIENT
This client is a patient-centered academic health system in the Midwest with a population of 4,500 employees, providers, and students. Their partnership with ProviderTrust includes automated license and credential verification, as well as ongoing state board action monitoring.
THE CHALLENGE
Before partnering with ProviderTrust, this client had relied on slow, overly manual processes for license and credential verifications. On a monthly basis, a single Human Resources team member would manually verify each hospital staff member’s credentials against the primary source and track the results in a spreadsheet.
When this “very patient” team member graduated from nursing school and began to look for a nursing role, the team unanimously agreed that they needed to find a way to automate primary source verifications. Hiring for that role or shuffling the manual process to another team member would require in-depth training and resources that they’d rather direct toward optimizing the license verification process for long-term success. In their search for the right automated license verification solution, our client found ProviderTrust.
Before partnering with ProviderTrust, this client had relied on slow, overly manual processes for license and credential verifications. On a monthly basis, a single Human Resources team member would manually verify each hospital staff member’s credentials against the primary source and track the results in a spreadsheet.
When this “very patient” team member graduated from nursing school and began to look for a nursing role, the team unanimously agreed that they needed to find a way to automate primary source verifications. Hiring for that role or shuffling the manual process to another team member would require in-depth training and resources that they’d rather direct toward optimizing the license verification process for long-term success. In their search for the right automated license verification solution, our client found ProviderTrust.
THE SOLUTION
In addition to automating primary source verifications, our client wanted to ensure the quality of their data since it’d been maintained manually for so long. As the client’s director of human resources operations shared, “When you’re doing everything manually, you don’t know what you don’t know until you find an issue. And even then, it’s hard to find an issue when you don’t know what you’re really looking for.”
This client hit the ground running with a speedy implementation to ensure they maintained coverage while their full-time employee transitioned out of the organization. With the help of ProviderTrust’s team, they established disciplinary action monitoring within 20 days of kickoff and full-scale credential verification within 70 days after kickoff.
ProviderTrust’s focus on data integrity uncovered discrepancies that had gone undetected under the manual system. For example, the client’s HR team previously needed to manually enter which issuer corresponded to a specific credential type in their internal HR system, so naturally, some of these entries contained errors that tied up the verification process. Identifying and correcting that kind of error took hours of time under the manual system, but with ProviderTrust, it was an instant fix. Even better, a partnership with ProviderTrust has enabled this client to establish a strong data maintenance strategy that will lead to a higher level of data integrity in the long term.
THE RESULT
For this client, the switch from manual to automatic primary source verifications has made a world of difference. Rather than having one full-time team member whose entire role was devoted to manual verification checks day in and day out, they have an efficient automated solution that alerts the team when an issue arises. They’ve also leveraged ProviderTrust’s ability to send automated custom notification emails to providers and their managers as a license expiration approaches.
Beyond efficiencies gained, this client has seen the value of improved accuracy with automation. Immediately upon implementation, ProviderTrust identified a lapsed license that had been overlooked in the client’s manual checks. The client made the decision to remove this employee from the floor right away, avoiding a gap in compliance that wouldn’t have been found for at least another month under the manual system.
Ultimately, a partnership with ProviderTrust has empowered our client to:
Trust in the accuracy of their results
Fully automate license and credential verifications
Establish ongoing, automated state board actions monitoring
Identify and correct data inconsistencies
Manage expiration date notifications automatically
Trust in the accuracy of their results
Fully automate license and credential verifications
Establish ongoing, automated state board actions monitoring
Identify and correct data inconsistencies
Manage expiration date notifications automatically
THE FUTURE
With ProviderTrust on their side, our client’s director of HR operations looks forward to a future that contains minimal “clean, smooth side projects” of data cleanup rather than the “all day, every day” grind of manual verification. The best part? They have much more time to focus on what really matters—their people.
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