3 Signs It’s Time to Rethink How You Verify Licenses

Posted by EverCheck on February 24, 2017

Primary source verification is a lot like brushing your teeth - other people really appreciate it when you do, but if you avoid it, you’re sure to regret it later. It’s an essential chore, but it doesn’t necessarily mean you’re looking forward to it.

That’s license verification. It’s so important and truly vital to the health of your hospital; you’re making sure that only qualified, licensed practitioners are providing patient care. On the other hand, manual verifications can be tiresome. They require so much effort, time, and patience that renewal season can leave you wanting something a little stronger than a glass of Chardonnay at the end of the day.

Sound familiar? Here are three signs that it’s time to rethink how you verify licenses.


1) Your team is burning the midnight oil during renewals.

Why do licensees wait until the final hour to renew? Because they can.

Yes, it’s true that they’re busy saving lives and being awesome at what they do. So much so that renewing their license is probably not the highest priority on thier to do list.

What that means for HR, though, is that when the deadlines loom, they’re working overtime blasting reminder emails, notifying managers, and verifying that the licensees are legal to work. 


2) You’ve thought to yourself, “did I really just spend an entire day verifying licenses?”

Yes, yes you did. Verifying licenses is a lot of work, more so than many people realize.

Primary source verification requires pulling a list of upcoming renewals, verifying each license with their respective board, recording who has renewed and who still hasn’t, notifying managers and employees, updating employee records, and doing it all over again until everyone has renewed and is OK to work.

So yes, you did (understandably) just spend all day verifying licenses. But if you did, it’s time to rethink your strategy.


3) You’ve had to search through stacks of dusty filing cabinets to find a primary source verification. 

This is probably one of the most egregious signs that your license verification process needs an update, because it means that you don’t have a digital document storage infrastructure in place.

Printing and storing hundreds of thousands of documents isn’t just taxing on your budget (square footage needed to house the documents, printing costs, etc.), but it’s also taxing on the environment.

You shouldn’t have to trek to the hospital basement to find what you need. Digital solutions exist that securely store the information and make it much easier to retrieve than the traditional print-and-store methods of the past.


If you found yourself relating to any of these situations, then it’s time to rethink how you’re verifying licenses. It’s easy if you know where to start!

In EverCheck’s exclusive resource, The 7 Best Practices for License Verification, we offer valuable insights on how to take your license verification process from satisfactory to great. We also suggest what key features you should look for if you’re vetting automation software (because not all solutions are created equal).


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Posted in: Automated License Verification, Healthcare HR, Industry Insights