We'll negotiate on your behalf to ensure quick credentialing and fair compensation from the insurers for you and your staff.
We will manage the ongoing process of renewals in certificates, licenses, and courses so that you can have peace of mind.
Can I schedule a consultation to have my questions answered?
Yes. You can call our customer service number 661-MD-NOTES (661-636-6837) to speak directly with a Docs Med Notes representative at your convenience.
Does Docs Med Notes help with the credentialing of all healthcare professionals?
Yes. Aside from physicians we can help credential any healthcare provider.
How is The Federal Credentials Verification Service (FCVS) different from Docs Med Notes?
FCVS is housed by the trade association, Federation of State Medical Boards (FSMB). FCVS offers limited primary source verified credentials and does not offer ongoing services such as obtaining or maintaining your license. While accepted by some states and mandatory in others, FCVS does not house all the information needed to be credentialed. Docs Med Notes completes this process by closing the gap of required information. If you are applying for multiple states and an FCVS profile is required, Docs Med Notes will include that profile in our service.
What is a CP575?
CP575 is the confirmation letter that you get from the IRS when you obtain a Employer Identification Number – EIN or “Tax Id#” for a business. To enroll with Medicare, you must provide a copy of this letter as proof of the legal name of the business. If you do not have the original CP575, then you can request a replacement letter to verify your EIN. These two documents are the only documents that Medicare accepts as proof of your EIN.
To request a replacement letter 147C, you can call the IRS business center at (800) 829-4933. The hours of operation are 7:00 a.m. – 7:00 p.m. local time, Monday through Friday.
Do I need a service location to begin credentialing?
Yes. Before beginning the credentialing and contracting process for a new medical clinic, you must have a place of service. You cannot use a home address as your clinic address in the interim. You may use a home address as your billing and/or correspondence address, but you must provide a physical address where you will see patients. If you are in the process of build-out of a new office space, you can utilize the address of the office space being completed. Medicare allows you to submit enrollment applications 30 days prior to the start of seeing new patients at a location. Most commercial carriers follow the same guideline.
How is Docs Med Notes different from other credentialing services?
Other services primarily prepare your application leaving you on your own when renewals or changes need to be made. Docs Med Notes will stand by you throughout your career. Aside from processing renewals and other necessary changes, we will keep you compliant and in good standing.
How long will it take to get my license?
There are a set of requirements for every state board. The process is generally 7 to 12 weeks but can take as long as 6 months. Time can vary depending on a number of factors such as the state, internal board review process, number of applications being processed by the state, inaccurate data, and time of year. ***Docs Med Notes does not make the final decision of issuing your license. Only the state board can make a determination.
How long does it take to enroll with Medicare?
Medicare typically completes enrollment applications in 60 – 90 days. This varies widely by intermediary (by state). We see some applications turnaround in 15 days and others take as long as 3 months. Medicare will set the effective date as the date they receive the application. So, even if it takes 3 months for them to complete an application, you will be able to retroactively bill Medicare for services from the date your application was received. Furthermore, Medicare allows for a 30 day grace period that allows you to bill for dates of service up to 30 days prior to your effective date. So, if your application is received on May 1st and you receive your approval letter from Medicare on June 25th, then you will be able to bill for dates of service April 1st forward.
If you are enrolling with Medicare as a DMEPOS supplier, expect a longer turnaround time period. In addition to close scrutiny of your enrollment application, you must undergo a site visit as part of the application process. The site visit inspector will ensure your office is located at the address on the application, the hours of operation, where inventory is stored, and other elements required to participate as a DME supplier. Expect a total turnaround time of 90 – 120 days.
How long does it take to prepare my application?
Once your consultation is complete a Docs Med Notes representative will contact you to answer any questions you may have while filling out the application. Please set aside time for tasks such as fingerprinting and transcript retrievals. An application can be completed within 24 to 72 hours. Expedited options are available if needed and can be discussed with your Docs Med Notes rep.
What is the process from start to finish?
Our turnkey service starts with a consultation with your Docs Med Notes rep. Once you have specified which licenses or credentials you need, fill out the required documents and Docs Med Notes will take care of the rest. We will keep you informed of the process every step of the way and will contact you if any new information is needed.
When submitting a participation request to a commercial carrier, you will undergo two distinct process. First is credentialing where the carrier verifies your credentials and presents your credentialing application to their committee for approval. After you are approved by the carrier’s credentialing committee, you then complete the contracting process to become a participating provider and receive an effective date.
Commercial carriers do not allow for retroactive billing. Until you have a complete contract and are listed “In-Network” in the carrier claims system then you will not receive in-network reimbursement for your claims. While billing out of network, your patients will receive a much higher bill for your services and possibly be responsible for 100% of your charges.
What is included in my payment?
Your payment of $250 includes application preparation for one state, submission (two-day shipping), & follow-up with the state board. Expedited shipping options are available at an additional cost of $100.
What costs are not covered in my initial payment?
Service preparation, board and government fees - fingerprinting, transcripts, exam scores, background checks, verification of existing licenses, notarizations, malpractice claim reports, passport photos, state licensing fees, and other required documents needed by your state board. A Docs Med Notes representative will provide you with an itemized price list so that all costs are clear.
What documents are needed?
Document needs vary based on the type of provider and insurance plan. Here are a list of base documents that may be needed:
Core Documents for an individual:
1. Practitioner License(s)
2. Malpractice Insurance (Certificate of Insurance)
3. DEA (federal) and state CDS certificates
4. Board Certification(s)
5. Diploma – copy of highest level of education (required for non-MD’s,DO’s)
6. Current CV (showing current employer, and all entries have mm/yy format)
7. IRS Form W-9
8. Current driver’s license
Other documents that may be applicable:
1. ECFMG Certificate (if educated outside of The United States)
2. Passport or other citizenship documents (if born outside U.S. and not previously enrolled in Medicare)
3. Collaborative Agreement (required for Nurse Practitioners)
4. Admitting Arrangement letter (required for providers who do not have hospital admitting privileges)
5. Prescribing arrangement letter for providers not holding DEA certificate
Documents needed for your legal entity:
IRS form CP575 or replacement letter 147C (verification of EIN)
Copy of office lease (required for therapy facilities)
Letter of bank account verification (for Medicare enrollment)
In your demo, you’ll learn how to achieve easier growth, better revenue and happier patients. We’ll show our suite of services designed to enhance your practice.