MedTrainer Credentialing
Recent Updates
November 2024
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.
November 2024
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:
Log into MedTrainer.
Navigate to the mt | credentialing drop-down menu.
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:
Drag and Drop documents directly onto the page or use the Upload button to select files.
A pop-up will confirm the upload.
Preview documents by clicking the eye icon.
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.
October 2024
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.
September 2024
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:
Click on mt | Learning
Select Learning Reports
Access the Employees by Courses pivot data set.
Select a date range to view assignment statuses.
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.
September 2024
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:
Intuitive Interface: Navigate the redesigned document section with ease.
Delete and Archive: Remove unnecessary documents and store historical files for audit purposes.
Expanded File Capacity: Upload files up to 125MB and include images.
Simplified Document Tracking: Use custom document options for uniform data and accurate reporting.
How to get started:
Click on mt | credentialing
Access the Provider Profiles document section.
Explore the redesigned interface and new features.
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.
September 2024
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:
Click on mt | credentialing
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.
September 2024
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?
Click on mt | credentialing and go to "Privileges and appointments"
Select a provider.
Click on the edit button.
A new page will open. Make edits to the provider's appointments on this page and save it.
Once saved, you'll be returned to the main privileges and appointments home page where your edits will be reflected.
September 2024
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:
Log into your super admin or admin account
On the left side menu, select the ‘mt | credentialing’ drop down menu
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).
August 2024
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.
August 2024
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!
July 2024
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.
July 2024
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:
Access the Information Tab
Begin by navigating to the Information Tab in the provider profiles.
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
Auto-Save Feature
As you enter information or complete an automation request, the system will auto-save your progress.
July 2024
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)
June 2024
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.
June 2024
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:
Click on the mt | credentialing tab.
Click "Credentialing Reports"
Under data set, select "Provider documents"
June 2024
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.
June 2024
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
June 2024
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.
May 2024
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.
May 2024
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.
May 2024
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.
May 2024
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.
May 2024
Colorado License Verification
This feature automates the verification of professional licenses for the state of Colorado, significantly enhancing credentialing efficiency. This process functions in a similar manner to the existing Florida DEA license verification.
This verification automation process does not support Emergency Medical Professionals (EMT and Paramedics) in Colorado, so we have added a banner on the verifications tab to alert you of this. The "user notes" section has been moved to the verifications page to consolidate provider's verification information on one page.
April 2024
California License Verification
MedTrainer now offers automated California professional license verification as part of our credentialing software. A few updates have been made for California compared to automated verifications in other states. When completing verifications for California, you'll see a new tool tips section. The tool tips section includes:
Verification document retrieval date: The date the verification was enrolled into the system.
Verified On: The date the status was changed to "Verified."
Status: The provider’s license status has been normalized across the licensing boards.
License status detail: The license status provided by the licensing boards.
A message will pop up when there are multiple matches found for a name, allowing you to select the correct provider.
Additionally, the following fields will have their labels updated:
License number -> Number
License status -> Status
License issue date -> Issue date
License expiration date -> Expiration date
License last renewal date -> Last renewal date
This verification automation process in California does not support Certified Nursing Aides (CNA), Emergency Medical Professionals (EMP), Massage Therapist (MT), Home Health Aide/Community Health Worker (HHA-CHW), and Nursing Home Administrators (NHA). A banner has been added on the verifications tab to alert you of this.
April 2024
Complete DEA Verifications 10x Faster
In-app DEA verifications have been improved to significantly speed up the process time by automatically uploading the necessary documents to the provider profile.
Save time while gaining peace of mind with a simplified process of managing professional verifications. MedTrainer centralizes verifications in the provider profile, complete with attached documents and automated reminders for upcoming verification expirations.
April 2024
Enrollment Locations Pivot Table
We've added a new pivot table for enrollments that displays enrollments as rows and the locations linked to them as columns.
This pivot table provides visibility to know if the enrollment has been linked to the location indicated or not.
March 2024
Lines of Business
A Lines of Business (LOB) section has been added into enrollment applications so that you are able to immediately view which payer (Medicare, Medicaid, Commercial Types) is used in each enrollment application.
On a provider's enrollment details page, there's now a "Set Products" button in the Lines of Business section. By clicking on that button, you are able to select the required payer for the lines of business and add an effective date for the payer you selected.
February 2024
Privileges & Appointments
We have a brand new section on the MedTrainer platform that centralizes all of your staff's internal privileging appointments in one place. By attaching a provider's credentialing packet* to their appointments, the new Privileges and Appointments section makes it easy for you to view and track the appointments your providers have inside and outside MedTrainer.
The capabilities this feature provides administrators include:
Centralized location with visibility to all privileges, appointments and reappointments information for all your providers
Ability to track appointment and reappointment expiration dates to keep your providers current
Easy-to-use location with visibility into appointments information to reference during an audit
How To Access It:
1. Log into your MedTrainer account: https://lms.medtrainer.com/
2. Navigate to the mt | credentialing menu and click on the Privileges and appointments module.
*You have the capability to attach a credentialing packet for any new providers added to the platform. However, in this release, it's important to note that any providers currently on the MedTrainer platform will not have their credentialing packet automatically attached within the Privileges and Appointments section.
February 2024
New Fields in Massive Enrollment Applications
State, enrollment NPI, and location fields are now available to facilitate efficiency in completing multiple enrollment applications.
Your current process for completing these applications remains unchanged, the introduction of these new fields is designed to save you valuable time by providing readily accessible and standardized information fields.
February 2024
Customize & Save Enrollment Dashboards
Customize your dashboards specific to your needs to prioritize information most valuable to your organization.
Utilize widgets and relevant metrics to display your data. Additionally, dashboards can now be saved and referenced for future use.
February 2024
Streamline your Business Entities
The new business entities feature allows grouping providers by NPI and TIN under business entities instead of just by location.
How's it changing?
We've gathered all the essential details about each organization's entity in one convenient spot – the "business entity main page." Here, you'll get a close-up view, including vital info like locations, org NPI, tax IDs, and more, so you don't have to look around different areas.
What you need to know:
Set up business entities before you set up new locations.
Access the "business entity main page" for consolidated entity information.
If you've been using the "location details" page without entities tied to locations, find the link to the "business entity main page" in the organization's business entity section.
Continue managing location documents, verifications, and insurances on the "location details" page, while handling business entities in the new facility.
February 2024
Florida Verification Automation
Florida license verifications can now be completed automatically on the MedTrainer platform, similar to the automated DEA license verification process. This can be done when you add a provider to MedTrainer, or you can choose to initiate the verification process manually for any state whenever needed.
Our automated verification process not only ensures accuracy but also saves valuable credentialing time. It automatically validates the license and adds necessary data to the platform, freeing up more time for increased productivity in other aspects of your work.
Stay tuned for more states coming soon.
*FL ABA licenses cannot be automated.
February 2024
Delete Mandatory Provider Verification
When credentialing providers, you are now able to rectify errors, update outdated information, and remove irrelevant verifications with the newly added "Delete Mandatory Verifications" functionality.
What's new?
You can now remove a mandatory verification from a provider’s profile. This is possible even if a verification has been set from the locations module. If you remove verifications from the location module, this will only impact newly assigned providers. The verification templates of your current providers will be unaffected. You can still assign verifications to providers from the locations module in the same process you currently use.
Important note
This improvement has also led to the previously available "Not Applicable" option being removed (since its purpose was to remove a verification).
February 2024
New Supervising Physician Field in Provider Profile
A new supervising physician field has been added to the MedTrainer Credentialing provider profile. Using this field, you can easily report on supervising physicians and ensure credentials are up to date.
Here are three ways to fill in this info in “Practice Information”
Select from Eligible Profiles: If your physician is already in our system, just pick their name from the list. It's easy, and their info fills in automatically.
Add External Physician: If your physician isn't in our system, no worries. You can type in their details yourself. We'll remember them for future use, making it simple next time.
Not Applicable: If you don't have a supervising physician to report, just choose "Not Applicable." That's it, and you're at 100% completion for this section.
February 2024
In-App Reports - Pivot Data Sets
We're excited to introduce a valuable enhancement to our in-app reports – Pivot Data Sets. This feature empowers administrators to explore data in a more summarized and insightful manner by adding pivot columns and pivot values.
Key Features:
Provider Enrollment Status Pivot Table: The first pivot table is tailored for providers, providing clear visibility into the status of their enrollment applications across various insurance plans.
Customizable Insurance Display: You can easily filter and display only the insurance plans (columns) of interest, streamlining your report.
Visual Clarity: Cell background colors have been incorporated to distinguish between different enrollment statuses to easily identify them.
Enhanced Filtering: Pivot filters refine the data by criteria that may not be present in the report, as detailed in our user guide.
February 2024
Filter Chips
A new feature, filter chips, has been added in our in-app reports. These filter chips offer administrators a convenient way to view the active filters on a report without the need to open the filter panel.
With this enhancement, you can effortlessly see which fields the report is currently filtered by, as this information is always visible to you. However, please be aware that if you wish to modify or remove any filters, you will need to open the filters panel by clicking on the filter chips.
This update aims to simplify your reporting experience by providing quick access to filter information, enhancing the usability of our platform.
February 2024
“Comments” Field in provider profile
We're excited to introduce a new feature – the "Comments" field in provider profiles. This enhancement provides the ability to easily keep track of upcoming tasks and pending steps when credentialing providers.
How to Use this Feature:
Access the MT | Credentialing section on the MedTrainer platform.
Navigate to "Provider Profiles" and choose the specific provider you wish to add comments to or review past comments for.
On the "Information" tab, you can conveniently add new comments or review existing ones in the provider's profile. This feature simplifies the management of provider-related tasks and information.
February 2024
Org NPI Catalog
Introducing our new Org NPI catalog! Experience seamless credentialing with accurate provider data, expedited processing, compliance, and enhanced patient care quality.
This menu is available under Organization management, when accessed it will display the Company’s Org NPI catalog table.
The screen has the following elements:
Search bar.
Locations drop-down filter. Includes all the Locations from Organization management.
New Org NPI button.
November 2023
Create Enrollment Applications Faster
Save time by creating multiple enrollments simultaneously with the same basic enrollment information, such as state, location, and insurances, eliminating the need for repetitive data entry.
Provider information will auto-populate when creating an enrollment application from the provider profile to ensure consistency and accuracy throughout the enrollment process, reducing the margin for error.
There are two places where you can create mass enrollments:
Under Enrollment Applications, in the top right corner, there is a button named “New Enrollments”
In provider profiles, under the enrollments tab, in the top right corner, there is a button named “New Enrollments”
September 2023
Provider Profile Completion Indicators
Easily identify missing information in a provider's profile long before you're ready to submit an application.
New completion indicators are available for all information in the provider profile.
If the number is less than 100%, you know there is information missing.
Check out the one-minute video for a quick look.
September 2023
One-Stop Multi-Location Control
Save time and ensure accurate credentialing by configuring mandatory documents and payers for multiple locations at once. View and edit crucial location information for all locations in one user-friendly table.
Hear from a colleague:
"It’s convenient having all the locations together. You can quickly look and make changes like updating addresses and accessing providers and payers. This will make updating location information faster for sure.”
-Kathleen Sheridan-Dotson, Credentialing Director at BlueSprig
Check out the video for a quick overview.
CAQH Profile Management for Dental Providers
MedTrainer’s CAQH Profile Management feature is now available for Dental providers. This feature allows you to streamline provider information in 30 seconds or less, saving time and lowering the risk of errors by reducing the need for manual data entry.
Store CAQH username and password in Provider Profiles under the Information Tab > Personal Information
June 2023
Enrollment Applications Dashboard
Efficiently achieve your enrollment goals with MedTrainer's Enrollment Applications Dashboard. Gain valuable insights, track metrics like application age and time-to-complete, and make informed decisions with ease. Say goodbye to manual data collection and streamline your enrollment process for maximum efficiency.