New Credentialing Dashboard Functionality

Our updated dashboard functionality lets you easily set up and organize dashboard widgets from scratch, duplicate existing widgets, and customize your view to fit your needs. Below, we outline the key features and steps to help you get started with these enhancements.

How to Create a New Dashboard:

1. Start Creating: Click the new icon titled "New Dashboard" to begin. You’ll be prompted to name your new dashboard.

2. Customize Your Widgets: A customization screen will appear, allowing you to add widgets with your preferred settings. Here, you can select and organize the widgets you want displayed.

   • Cancel Option: If you click Cancel, a new dashboard will still be created but with default settings. You can then decide whether to save or delete it.

3. Save Your Dashboard: Once your widgets are configured, click Save at the top right to finalize your dashboard.

How to Duplicate Widgets:

1. Select the Widget: Navigate to any widget you’d like to duplicate.

2. Duplicate the Widget: Click on the three dots in the widget's top-right corner and select "Duplicate Widget". This action will create a copy with identical configurations and values, which will appear to the right of the original.

Additional Features for Enhanced Organization:

• Add Section: Now located at the top, making it easier to organize sections on your dashboard.

• Move Up and Move Down: Use these options to reorder your widgets as desired.

• Enhanced Indentation: Improved spacing gives a clear view of each widget for easier layout management.

• Hover Behavior and Icon Updates: Hover over widgets to see additional options, and enjoy a consistent icon style across your dashboard for a seamless experience.

Controlled Substances Verification Process

The Controlled Substance License Verification update lets you easily visualize both license and verification data in a single view, simplifying compliance tasks. This update streamlines the process for verifying Controlled Substance licenses, reducing errors and increasing efficiency while helping you meet both federal and state compliance requirements.

How to Add a New Controlled Substance Verification

1. Log in to MedTrainer.

2. Click on the mt | credentialing dropdown menu on the left.

3. Navigate to Provider Profile and select a provider.

4. Click on the Verifications tab.

5. In the Verifications section, click on New Verification.

6. In the pop-up, select Controlled Substance License (CS) from the Verification Type dropdown.

7. Choose the provider’s state.

8. Complete the form with the required information. The form will autosave as you go.

9. Once completed, the information will automatically appear in the Verifications tab for that provider.

Document Tab Update

In the Documents tab within the provider’s profile, you’ll also be able to view completed Controlled Substance verifications.

How the Controlled Substance Verification Form Has Changed

The new Controlled Substance Verification Form now includes:

• License Type: You can select the type of Controlled Substance license.

• Autosave Feature: Your information is automatically saved as you enter it.

• Verification Data Section: Input the verification status, who verified it, when, and where.

• Document Preview Section: View a preview of the document before finalizing.

When accessing a provider’s profile, you’ll now see a new Controlled Substance License row under the “Verification Type” column. Under the “Type” column, you can view the specific type of Controlled Substance license for the provider. Here are some examples of the types you'll encounter:

• Controlled Dangerous Substance (CDS)

• Massachusetts Controlled Substances (MCSR)

• Bureau of Narcotics and Dangerous Drugs (BNDD)

• Controlled Substances Abuse Prevention (CSA)

Note: Providers Without State-Specific Licenses

If a provider’s Controlled Substance license isn’t tied to a specific state, you will be prompted to select a state during verification. This ensures that the verification is properly tied to the system.

Business Entity Completion Tracking & Data Management

With our latest update, managing each business entity's status is now more efficient, with new tools for progress tracking and enhanced data security.

Key Improvements

Enhanced Progress Tracking:

• Completion Percentages: Easily see what's outstanding with percentage completion tracking for each section and overall entity status.

• Comment Field: Add notes to sections, encouraging faster data completion.

Improved Data Management:

• Ownership Disclosure: Track ownership details in a new section—no need to manage this information separately.

• DBA Assignment: Link DBA (Doing Business As) identifiers directly to licenses, credentials, and banking information for better categorization and easier credentialing.

Improved Security:

• Sensitive Fields Masking: Financial data in the "Banking" section is now masked to protect privacy and ensure secure access.

File Staging Area

The File Staging Area in MedTrainer allows you to upload and publish multiple documents into your providers' profiles efficiently—no need for manual uploads or third-party platforms. Follow the steps below to make the most out of this feature.

How to Access the File Staging Area:

1. Log into MedTrainer.

2. Navigate to the mt | credentialing drop-down menu.

3. Click on "File Staging Area" located under Documents and above Enrollment Applications.

What You Can Do in the File Staging Area:

In the File Staging Area, you will find three sections: File, Archive, and Trash.

• File Tab: Upload documents and provide the necessary details to publish them. You can search for documents by name or filter them by Document Type, Tenancy, and Tenant (providers).

• Once a document meets all criteria (Document Type, Tenancy, Tenant), it will be marked as Ready to Publish with a green check mark.

• More Filters: Narrow down results by state, who uploaded the file, or upload date.

How to Upload Documents:

1. Drag and Drop documents directly onto the page or use the Upload button to select files.

2. A pop-up will confirm the upload.

3. Preview documents by clicking the eye icon.

4. Once all criteria are met, click Publish to Profile to send the document to the provider’s profile.

• Note: At the moment, only PDF files can be transferred to provider profiles. Other formats, like PNG or CSV, can be archived or trashed but not published.

Additional Features:

• Logs: Access all actions (uploaded, published, trashed, etc.) via the Logs button in the top-right corner.

• Archive Tab: Store documents for future publishing or review them before uploading.

• Trash Tab: Review and manage documents marked for deletion.

Washington License Verification

This feature automates the verification of professional licenses for the state of Washington. This process functions in a similar manner to the existing Florida DEA license verification.

This verification automation process does not support Home Health Aides/Community Health Workers (HA-CWH), Marriage/Family Therapists (MFCT), and Doctors of Psychology (PSYD) in Washington.

To verify licenses in Washington, the fields for "License Type," "Specific License" and “License Number” must be filled before running the automation to verify provider licenses.

Simplify Training Management with Employees by Courses Pivot Data Set

Stay on top of employee training compliance with our new Employees by Courses pivot data set. This powerful tool streamlines reporting, identifies gaps in training assignments, and ensures your organization remains compliant.

Key Benefits:

• Track Completion: Verify employee completion of mandatory training.

• Identify Gaps: Detect missing assignments for required courses.

• Monitor Current Assignments: Confirm employee enrollment in upcoming training.

How to Access This Feature:

1. Click on mt | Learning

2. Select Learning Reports

3. Access the Employees by Courses pivot data set.

4. Select a date range to view assignment statuses.

5. Easily identify:

   • Completed training

   • Missing assignments

   • Current enrollments

Tips for Optimized Reporting:

• Use filters to focus on specific courses or departments.

• Customize the report to display desired data points.

• Regularly review the pivot table to ensure compliance.

Provider Documents Enhancement

We're excited to introduce the redesigned Provider Profiles document section, tailored to simplify your credentialing workflow and ensure compliance with regulatory standards.

What's in it for you?

• Improved Compliance: Easily manage provider documents in accordance with required standards and regulations.

• Enhanced Productivity: Streamline document viewing, uploading, editing, and versioning.

• Increased Transparency: Record and track document deletions for audit purposes.

Key Features:

1. Intuitive Interface: Navigate the redesigned document section with ease.

2. Delete and Archive: Remove unnecessary documents and store historical files for audit purposes.

3. Expanded File Capacity: Upload files up to 125MB and include images.

4. Simplified Document Tracking: Use custom document options for uniform data and accurate reporting.

How to get started:

1. Click on mt | credentialing

2. Access the Provider Profiles document section.

3. Explore the redesigned interface and new features.

4. Start uploading and managing documents with ease.

Tips and Best Practices:

• Use the "Reason for Deletion" feature to maintain accurate audit trails.

• Utilize the "Archived" option for historical documents.

• Leverage custom document options for consistent reporting.

New Enrollments Application Details Section

A new page has been created for all your Enrollment Applications. Previously located within Provider Profiles, now each provider’s enrollment will live on this new page. 

How to get to the page:

1. Click on mt | credentialing

2. Select “Enrollment Applications”

What’s new?

• New provider information bar, replacing the previous one on Provider Profiles.

• Improved navigation on the tables and detail screen.

• A redesign of the main information tab.

• The “Products” section is now a column within the main information table.

The Enrollment Applications page uses Enrollment Status and Workflow States to allow you to view tasks that need to be completed and which enrollment applications must be prioritized.

The Enrollment Statuses for the enrollments are: Onboarding, Enrolling, Recredentialing, Approved, Rejected, Appealing, and Terminated.

The Workflow States for the enrollments are: In queue, In progress, Ready for submission, Waiting for payer, Waiting for provider, Waiting for approval, Waiting for admin, Dependent enrollment, and Finished.

Privileges & Appointments Improvements

The privileges and appointments page has been improved, giving you the ability to edit completed appointments and appointments in progress. This will ensure that your provider's appointments are up-to-date and compliant, all within MedTrainer.

You now also have an easier way to track and prioritize appointments based on their status (active, pending, terminated, resigned and archived). You can also sort and filter your preferences so that you can immediately see the information most important to you.

What's new?

• Edit appointments quickly and easily within MedTrainer.

• Added a Status field for appointments: Active, Pending, Archived, Terminated, and Resigned.

• Added a Status filter to the appointments table.

• Profile custom settings: This button sits next to "New appointment" Use it to save your current table preferences or restore to default.

How does it work?

1. Click on mt | credentialing and go to "Privileges and appointments"

2. Select a provider.

3. Click on the edit button.

4. A new page will open. Make edits to the provider's appointments on this page and save it.

5. Once saved, you'll be returned to the main privileges and appointments home page where your edits will be reflected.

New Org NPI Feature

We're excited to announce an update that streamlines your organization's National Provider Identifier (NPI) management. This enhancement ensures consistency with National Plan and Provider Enumeration System (NPPES) standards and provides a more intuitive experience.

How To Access your Organization's NPI's:

1. Log into your super admin or admin account

2. On the left side menu, select the ‘mt | credentialing’ drop down menu

3. Click on the ‘Org NPIs’ option, this will redirect you to the Org NPI main screen.

What Can You Do Now?

• Visualize and manage all associated information through a single, editable table interface.

• Standardize and configure necessary details, including taxonomies, business entities, and billing status.

New Features:

• Org NPIs Table: Additional columns for Taxonomies, Tax ID | Legal Business Name (LBN), Locations | Doing Business As (DBAs), Billing, and Status.

• Taxonomy Catalog: Select taxonomies from the NPPES-provided catalog.

• Business Entity Association: Org NPI now requires a business entity association.

• Configurable Table: Edit, copy, and navigate the table with ease.

• Improved Filtering and Sorting: Sort up to 3 columns and filter by Locations, Org NPI, Tax ID | LBN, DBAs, Taxonomy, and Status.

• Credentialing Locations Table: Added columns for Tax ID | Legal Business Name (LBN) and Doing Business As (DBAs).

Custom Delineation of Privileges (DOP) Form

A Delineation of Privileges (DOP) form is now available in MedTrainer Credentialing! 

This is the initial release of our new Custom Forms module that will let you build, customize, and manage form templates for your credentialing workflows. Stay tuned for future releases which will offer the ability to quickly generate forms without coding, use pre-built templates, reuse forms across workflows, and easily find forms for specific provider categories and specialties.

Managing Form Status

• Set as Active or Deprecated: Use the Lifecycle dropdown in the View Details screen to mark a form as Active or Deprecated.

• Privilege Request Type: Complete this section after generating the PDF form, which you can preview or download.

Specialty Dropdown

• The specialty dropdown displays all available specialties, not just those linked to your providers.

• Use the search feature to quickly find and select the specialty you need.

Important: In this initial release, only the Delineation of Privileges (DOP) form is available.

Credentialing In-App Reports: Color Formatting

It is now possible to color code the following fields in the Provider Profile (within MedTrainer Credentialing): overall progress, hire date, birth country, citizenship country, date of birth, practice setting, provider type.  

Here are a few ideas to use this enhancement:

• Add red to the overall progress bar to indicate providers who do not have a complete profile.

• Use a color to quickly identify providers born outside the U.S. since you’ll need additional information from them.

• Color the hire date field by month so you can quickly identify the newest providers who are still onboarding.

Stay tuned - more color coding will be available soon!

Pennsylvania License Verification

This feature automates the verification of professional licenses for the state of Pennsylvania. It works similarly to the existing DEA license verification.

How does it work? 

• The Pennsylvania verification form has a "Retrieve Verification" button to perform the automated process for Medical Boards in Pennsylvania.

• The license fields will be populated by retrieving information.

• The verification document will automatically be recovered.

DEA Verification Process Update

We've enhanced the DEA verification process to make it more efficient and compliant. Here's what's changed:

Previous Process:

• Hover over status logs to verify DEA status

New Process:

• MedTrainer generates a form that confirms DEA verification

• Form is automatically populated with data from CAQH

• Verified DEA information is stored in the provider profile

• A tamper-proof PDF form is created, capturing:

-- Verification date

-- Details

-- Providing a permanent, unalterable record for compliance and audit purposes

How to verify DEA:

1. Access the Information Tab

Begin by navigating to the Information Tab in the provider profiles.

2. Standardized Forms

You will now see a standardized and homologated verification form, similar to the Professional License (PL) form. This form allows you to:

View DEA certificate details

Complete specific verification fields

Add user notes

3. Auto-Save Feature

As you enter information or complete an automation request, the system will auto-save your progress.

Provider Documents Update

We're thrilled to announce a major upgrade to our provider documents section, designed to make your experience more seamless and efficient!

Key Enhancements:

• Intuitive Interface: Easily navigate and find the information you need with our user-friendly design.

• Improved Filtering: Quickly filter documents by status, making it simple to identify updates required for each provider.

• Centralized Visibility: Get a clear, at-a-glance view of provider document status, streamlining your decision-making process.

What's New:

Updated User Interface: A fresh new look for the provider documents section, designed to improve your overall experience.

Advanced Filtering Options: Quickly find and manage documents with filters for:

• Document Type

• Status

• Expiration Date (custom date range or predefined options)

• Employee Status (access documents for both active and deactivated employees)

• Credentialing Status (expanded access to documents, regardless of credentialing status)

Virginia License Verification

This feature automates the verification of professional licenses for the state of Virginia. It works similar to the existing DEA license verification.

What’s new? 

• The Virginia verification form introduces a "Retrieve Verification" button to perform the automated process.

• The license fields will be populated by retrieving information.

• The verification document will automatically be recovered.

Provider Documents Dataset

With this Provider Documents dataset, you can see a list of the type of documents assigned to each provider and its corresponding status.

How to Access:

1. Click on the mt | credentialing tab.

2. Click "Credentialing Reports"

3. Under data set, select "Provider documents"

Improved Exclusions List Management

• Old Process:

Previously, when a match no longer appeared on the exclusion list (e.g., due to updated user details), the system would assign a "Match removed" status. This status couldn't be changed and might have led to confusion, as it implied the provider had no exclusions.

• New Process:

Now, when the system detects a match no longer aligns with the exclusion list data, the match will be cleared (deleted). This means the record will no longer appear on the match screen, making it easier to manage your exclusion lists. 

Enrollment Insurance Pivot Table

This pivot table is designed to help you have better visibility and control on the status of insurance(s) line of businesses directly from enrollment applications. The status of each insurance's line of business will be communicated through three different colors. 

The color coordination goes as follows: 

• Green: The enrollment application has insurance attached and includes the insurance effective date. It will display: Approved - Effective date

• Yellow: The enrollment application has the type of insurance attached but does not have insurance effective date. It will display: No effective date

• No insurance or insurance effective date attached. Nothing will be displayed in the cell

Texas License Verification

This feature automates the verification of professional licenses for the state of Texas. It works similar to the existing DEA license verification.

What’s new? 

• To verify licenses in Texas, the fields for "License Type" and "Specific License" must be filled before running the automation. to verify provider licenses. 

• The Professional License Verification form now introduces the "Retrieve verification" button to perform the automated process for Medical Boards in Texas.

   Exclusions Module Enhancements

Our automated exclusions monitoring now provides real-time insights into employee status and credentialing status, enabling you to make informed decisions about your practice. 

With accurate and up-to-date information, you have a complete view of provider and entity information, empowering you to take proactive measures and maintain a compliant and efficient practice.

Centralized Business Entity Information

All your business entities details are now available on the locations page!

Configure your business entity details once and it will show across all associated locations. No more toggling between pages and redundant data entry. Simply Click on "Locations" to view accurate and consistent business entity data.

What's changed:

• Redundant fields for "Legal business name" and "doing business as" have been removed from the Locations page to simplify the interface.

• The tax ID column and dialog now support multiple tax IDs, ensuring accuracy and consistency across all locations.

• The “Tax Information” section in the Locations page now dynamically displays data configured through the “Business Entity” page, providing a comprehensive overview of tax-related information.

• A new comments section has been added to the Locations page, allowing you to jot down any important information.

• The Provider Profile's blue bar now displays the primary location's multiple tax IDs, and the main address information has been rearranged for clarity. The org NPI section has also been enhanced for consistency.

New York License Verification

This feature automates the verification of professional licenses for the state of New York, enhancing credentialing efficiency. This process functions in a similar manner to the existing Florida DEA license verification.

To verify licenses in New York, the fields for "License Type" and "Specific License" must be filled before running the automation. to verify provider licenses. 

Renew Professional Liability Insurance Faster

Renewing a provider's Professional Liability Insurance is now easier than ever! Simply:

1. Click the "Renew" button.

2. Update the start and expiration dates.

All other fields will remain the same, eliminating redundant data entry, saving you time, and reducing errors.