How to Use the Compliance Coach AI Chatbot

• Access the Chatbot

  1. Log into MedTrainer.

  2. Click on Compliance Coach in the left-side menu.

• Choose a Question Format

  1. Select from pre-loaded FAQs (e.g., “What are the latest CMS regulations for skilled nursing facilities?”).

  2. Type in a custom compliance question (e.g., “What are the infection control requirements for hospitals?”).

• Receive a Response

  1. The chatbot will generate an answer using up-to-date regulatory data.

  2. It will display official sources at the bottom of the response.

  3. If the chatbot does not fully understand the question, it will prompt the user to rephrase it.

• Verify the Information

  1. Users can click the links to verify compliance details from CMS, Joint Commission, and other accrediting organizations.

• Use the Chatbot for Internal Training

  1. CSMs and internal teams can test the chatbot’s responses to ensure accuracy.

  2. Over time, organizations can reduce reliance on SMEs and instead use the chatbot as the primary compliance reference tool.

Automatically Extract Data from a Document to Provider Profile

With this new feature, you will be able to automatically update a provider’s profile based on the information provided on an uploaded PDF document. 

Requirements for this feature:

• Documents must be in PDF form

• Document fields must be mapped using MedTrainer’s mapping field names

• Documents must have at least one field filled in

• Documents can not be password protected 

To map the fields in your PDF document:

1. Open the PDF document in Adobe editor.

2. Select which fields on the form will map to MedTrainer’s field on the provider’s profile.

3. Once all the fields have been mapped, save the document and send to the provider to fill out.

Updating the provider profile:

1. Once the filled out form has been received, upload the document to the Documents table under mt | credentialing by selecting the Upload button on the top left corner.

2. Upload or drag and drop the file you wish to upload and the fields should automatically populate based on the PDF information.

3. Click Save to upload to document.

4. To extract the data to the provider profile, select the Auto Extract icon on the ribbon

   • The icon will only appear if the document is a PDF or is not in the requested, archived, or missing status

5. Select Extract to extract the data

   • Note: This will override any information in the provider profile and can not be undone. Any blank fields on the form will not be updated in the provider profile

6. Once the extract is complete, click Close

7. To confirm the data was extracted properly, navigate to the provider profile and confirm the data 

How to Use the New AI Upload Assistant

Simplify your document handling with the AI Upload Assistant. This new feature automatically categorizes and sorts your provider documents as you upload them, saving you time and reducing mistakes in the File Staging Area.  

Use AI Upload Assistant

1. Navigate to the File Staging Area under mt|credentialing.

2. Upload your file(s) into the staging area.

3. While processing is underway, you will see a loading icon next to the document in the table.

   1. Note: You cannot interact with that specific document while it's processing, but you can continue working on other documents in the staging area.

4. Once processing is complete, the Document type field will be automatically filled based on AI.

Manually Change a Document Type

The system still allows manual correction. If the AI misclassifies a document, you can manually change the document type.

1. Click on the Document type dropdown on the file you wish to change.

2. Select which Document type you wish to change to.

Notes:

• Currently, AI Upload Assistant only supports PDF documents. 

• If documents are uploaded via an external link, those documents will already be uploaded and classified. You will not see the real-time processing in this case.

Filter and Sort by Document Tags

Step-by-Step Guide:

Step 1:

Go to the Reports page under mt|credentialing.

Step 2:

Open the report that uses either the Documents Regular Dataset or the Documents Pivot Dataset.

Step 3:

If you're creating a new report, choose either the Documents Regular Dataset or the Pivot Dataset as your starting point.

Step 4:

Look for the field called Tags.

• In the Regular Dataset: Add Tags as a visible column.

• In the Pivot Dataset: Use Tags as a Filter to group and slice your data.

Step 5:

Apply any filters you want — like pulling all documents tagged "Insurance" or "Licensure."

Step 6:

Run the report or save it for later!

Quick Tip:

If your documents aren’t tagged yet, you can always go back to the Documents tab on a profile and add tags manually.

The more consistently you tag when uploading, the more powerful your reports will be!

Create Custom Fields for Provider Profiles

This new feature allows you to create, update, and view custom fields in provider profiles and reports. This allows you to collect all the information you need and makes your reports more accurate and consistent.

Creating a New Custom Field:

1. Navigate to the Custom provider fields module under mt|credentialing. This table will show all the custom fields you have created.

2. In the top right corner, click on Create custom field.

3. A dialog box will appear for you to fill in the Field name.

   • For now, “Short text” will be the only option for the Field type dropdown.

4. Optionally, you can fill in the Tooltip box with more information about the field.

5. Click Save to generate your custom field. It will appear in the table in alphabetical order.

Updating a Custom Field:

1. In the Custom provider fields table, select the row of the field you want to edit.

2. Click on the Edit icon in the top left corner

3. A dialog box will open where you can modify the Field name and Tooltip. You cannot change the field type at this time.

   • From this dialog box, you will also see the Field ID, which allows you to use that field in form mapping.

4. Click Save to update the field.

5. To deprecate a custom field, switch the Status column from Active to Deprecated.

   • Active fields are editable, while Deprecated fields are viewable but not editable.

Using Custom Fields in the Provider Profile:

1. Navigate to Provider Profiles under mt|credentialing.

2. Select the provider you wish to add data for a custom field.

3. On the Information tab, select the Custom fields section.

4. Select the custom fields you wish to add from the dropdown and add the data for that provider.

Using Custom Fields in Reports:

1. When creating an in-app report and selecting columns, navigate to the Provider profile folder in the column picker.

2. You will find the Custom Provider Fields subfolder containing all the custom fields you've created.

3. Select the custom fields you wish to include in your report. 

How to Reorder Document Versions with Drag-and-Drop

Step-by-Step Guide:

1. Go to the profile (provider or business entity) where the document is stored.

2. Click on the Documents tab.

3. Find the document you want to reorder versions for and click to expand it.

4. Look at the list of uploaded versions under that document.

5. Hover your mouse over the version you want to move. You’ll see a drag icon (usually looks like 6 dots).

6. Click, hold, and drag the version to the new spot you want it to live.

7. Release it — and that’s it! The list will reorder instantly.

What Happens Behind the Scenes:

• Logs stay tied to the right version — moving them won’t erase anything.

• The current version’s expiration date and container status update automatically.

• No page refresh needed — changes show live.

How to Upload Forms to the Forms Catalog

You can now upload your custom DOP forms and other specialty forms to the Forms Catalog, with one form per specialty. When you need to update a provider's form, you can select the new version directly from the catalog - no need to upload it again. This makes it easier to manage your forms and keep them up to date.

Uploading a Custom Form:

1. Navigate to the Forms Catalog table under the mt | credentialing dropdown menu

   • Note: This was previously the Custom Forms table

2. In the top right, click Upload form

3. Enter the Form name and select a Document type from the dropdown. There are now no restrictions on document types

4. Upload or drag and drop your custom form into the popup window

5. Click Save

6. Ensure the Lifecycle column is set to Active in order to use this in the documents table

Table Updates:

• The Form type column is now named Document type

• A new Creation type column has been added 

• In the ribbon there are new action buttons:

  • Click Preview to preview your form

  • Click Download to download your form

  • Click Delete to delete your form

Step-by-Step: How to Access and Use New File Versions

1. Go to mt|Credentialing → Documents.
   
   

2. Click “Add File Version.” (The arrow pointing up in top left bar)
   
   

3. A window will pop up with two options:
   
   

   • Upload a file (traditional method)
     
     

   • Select from Catalog (new method)
     
     

4. Choose “Select from Catalog.”
   
   

5. The dropdown list will show only active forms that match the document type (e.g., Delineation of Privileges).
   
   

6. Select the desired form from the catalog.
   
   

7. Click “Add” to save the new document version.
   
   

You can also access the “Add File Version from Catalog” tool directly from the documents table for quick access.

How To Use the Credentialing Overview Dashboard

The Credentialing Overview Dashboard is a new feature in the Credentialing Dashboards page that gives you a real-time, centralized view of your organization’s provider credentialing health.

With this dashboard, you can:

• Instantly understand the status of provider documents, verifications, CAQH profiles, exclusions, and enrollments

• Spot gaps or areas that need immediate attention

• Visualize upcoming recredentialing and follow-up needs

• Confidently plan credentialing work across your entire organization

Step 1: Navigate to the Credentialing Dashboard

• Go to the Credentialing tab in your main navigation.

• Click on Dashboards to access your credentialing reporting options.

Step 2: Open the 'Credentialing Overview' Dashboard

• Select the Credentialing Overview dashboard from the list. This dashboard is pre-configured and ready to use.

Step 3: Explore the Widgets The dashboard includes 9 key widgets that offer real-time insight into your credentialing pipeline:

• All Provider Documents

• Required Provider Documents

• Verification Documents

• Provider Profile Data

• Exclusions

• CAQH Profiles

• Enrollment Status

• Enrollment Follow-Up Dates

• Enrollment Recredentialing Dates

Step 4: Identify Action Areas

• Use visual indicators to spot missing documents, incomplete profiles, and upcoming recredentialing deadlines.

• Click into a widget for more details and take action directly from the dashboard.

Step 5: Plan Ahead

• Use the dashboard to forecast credentialing workload and prioritize tasks.

• Ensure nothing slips through the cracks during busy onboarding or renewal periods.

Using "Incomplete" Status for Document Containers

With the new "Incomplete" status feature, you can easily track documents that require further work, eliminating confusion and missed deadlines.

Step 1: Accessing the Document Container

1. Log in to your MedTrainer account.

2. Click on the mt|credentialing dropdown menu.

3. Select Documents.

Step 2: Updating the Document Status

1. On the top section of the page, locate the Document Status section.

2. Click on the dropdown menu and select Incomplete.

3. Assign the "Incomplete" status to the relevant document container.

Benefits of Using the "Incomplete" Status:

• Clearly indicates documents that require further work

• Eliminates confusion and missed deadlines

• Enhances transparency in your document management workflow

Document Tags Now Available

You can now assign tags to provider documents uploaded in MedTrainer to improve credentialing tracking, allowing you to manage provider records more efficiently and reduce errors in critical workflows.

Step 1: Accessing the Tag Management Area

• Navigate to the Documents module within mt | credentialing

• At the top of the table, you will find a new option labeled Tags. Click on Tags to access the tag management area

Step 2: Creating New Tags

• In the Tags area, you will see a table of existing tags (if any)

• To create a new tag, click on Create Tag

• Enter the Tag Name for your tag. You can also choose a Color for your tag

• Fill in the Description field to add more details about how the tag might be used

• Click Create

Newly created tags will initially appear at the top of the table, but the tags will be ordered alphabetically when you re-enter the tag management area.

Step 3: Editing or Managing Existing Tags

• In the Tag table, you can edit an existing tag by double-clicking on it. This will allow you to change the Name, Color, and Description.

• To deactivate a tab, switch the Status to Depricated

Deprecating a tag means you won't be able to use it for tagging new documents. However, if a deactivated tag is already assigned to documents, it will still be visible on those documents

Step 4: Assigning Tags to Documents

• Navigate to the Documents table

• You will now see a new column labeled Tags

• To assign tags to a specific document, click in the Tags column for that document

• A dropdown will appear showing all the tags that have been created

• Click on the tags you want to assign to that document

• You can remove a tag from a document by clicking the X next to the tags name

Pull NPDB Queries Directly in System

NPDB One-Time Query

With this new update, you can pull a National Practitioner Data Bank (NPDB) report directly from the MedTrainer system if you are an NPDB Authorized Agent. This update allows for faster and more efficient decision making in hiring and granting privileges to providers and erases the need for manually pulling a report and uploading it separately. 

Enable NPDB Automation:

1. Under the Organization Management module, click on “Settings” 

2. On the bottom of the screen, you will see the “NPDB automation user setup” section

3. Insert your credentialing information into the “NPDB user account” fields

4. Click “Save”

Pull a NPDB Report:

1. Navigate to the Provider Profile of the provider you wish to pull a report for

2. On the “Verifications” tab, click “New Verification"

3. From the Verification Type dropdown, select “National Practitioner Data Bank (NPDB) and click “Continue”

4. Some of the fields on the verification screen will pre-populate from the provider profile Fill in the rest of the fields for the NPDB query

5. Click “Run One Time Query”

6. The report will show in the “Documents” tab on the provider profile

How To Manage Internal and External Provider Privileges and Appointments

Both internal and external privileging appointments can now be tracked in MedTrainer, eliminating the need for manual tracking of external privileges. You can also now view these privileges directly from the provider profile.

View appointments for specific providers: 

1. From the Exclusions module, click on Provider profiles 

2. Select the provider you wish to the review privileges and appointments for

3. Click on the Privileges and appointments tab

4. The Affiliations column will show whether each privilege is internal or external

You can also create new appointments for this provider directly in the profile by clicking on New Appointment in the top right hand corner.

View appointments for all providers:

1. From the Exclusions module, click on Privileges and appointments

2. This table will show you all the internal and external privileges for every provider in your company

Note: To create a new external facility for tracking, contact your Customer Success Manager.

Updates to Custom Forms

The Custom Forms module within MedTrainer Credentialing has been updated.

Accessing Custom Forms

1. Go to the mt | credentialing module

2. Select custom forms

3. To create a new custom form, select new form in the upper right hand corner

Key Changes

• The "Form Name" column is now called Form Title.

• A character counter (5000 character limit) is now visible under each section description.

• Multiple approval signatures can be added, reordered, or deleted using the add signature button.

• The company logo will only appear on the first page of the form when previewing.

• A new column on the privileges section allows approvers to mark privileges as Granted or Denied.

• Privileges can also be marked as Requested or Not Requested.

These updates aim to provide greater flexibility in form creation and improve document readability.

Pull Multiple Reports In MedTrainer

This new feature allows MedTrainer admins and super admins to generate and download multiple reports from the In-App Reports module in .csv format. You can also start the download process for large reports and return later to download without having to remain in the report module.

Pulling multiple reports in MedTrainer:

1. Navigate to any of the following In-App Reports domains:

   1. Learning Reports

   2. Organization Reports

   3. Compliance Reports

   4. IR Reports

   5. Credentialing Reports

   6. Exclusions Reports

2. Select the desired reports you need and select Report 

3. Click on the Export icon and select the Csv report option

4. The reports will be downloaded simultaneously in an Excel spreadsheet

Propelus Partnership Enables Automatic License Verification

With MedTrainer’s new partnership with Propelus, you will be able to automate the verification for all professional licenses in all 50 states through Propelus’ Data Solutions module. This enables providers to join your organization or network and deliver care more quickly and reduce administrative burden.

How to run a verification:

1. Navigate to the mt | credentialing module and select Provider profiles

2. Select the provider you wish to run a verification for

3. Navigate to the Information tab

4. Select Professionals IDs which will show you the list of professional licenses for that provider

5. To add a new license, select New professional license in the top right hand corner

6. Navigate to the Verifications tab. Any license with the status “Pending” needs to be verified

7. Under Actions, select Verify license

8. On the license dropdown, select the license you wish to verify

9. Select Retrieve verification to run the verification

10. Once the retrieval is complete, change the Verification status to Verified 

11. Click Save in the right hand corner to save the verification

Note: This feature is currently live for the states of Arizona, Connecticut, Illinois, Indiana, Louisiana, Maryland, Massachusetts, Montana, Ohio, Oregon, Texas, and Tennessee

How To Use Days to Expire & Version Control Widgets in MedTrainer Credentialing

The Documents table has received a significant upgrade for better document management. Many new features have been added to provide more clearer and streamlined document handling.

Status Updates

We have simplified the “Document Status” field options for clearer understanding. The status options are now “Active”,”Expired”, or “Missing”. The color of these statuses have also been adjusted to easily pick out expired and missing documents.

Days to Expire:

A new “Days to Expire” column has been added to the table which will automatically calculate and display how many days until a document expires based on its Expiration Date. This field will start to populate once a document is under 90 days to expire. 

Edit Effective and Expiration Dates:

Both Effective Date and Expiration Date can be edited directly from the table by clicking on the Calendar icon next to the date. If a document does not expire, you can select “Does Not Expire” from the bottom of the calendar view.

More Filters:

Two new filters have been added to the Filter options. The “Requested” filter allows you to filter based on if documents have or not been requested. The “Speciality” filter allows you to filter based on Speciality.

Multi-sort:

By clicking on the Sort Range button, you can now add layered sorting based on multiple columns to sort based on your needs.

Activity Logs:

You can now access activity logs directly from the Documents table instead of having to go to each provider profile. There is a new Activity Log button to click on the ribbon above the documents that will show an activity log for each document.

All document reports will be updated to include the new fields added to the table.

Easily Collect Documents with Secure Upload Links

Any employee can now upload their own documents to MedTrainer, reducing the time it takes for administrators to collect documents. Admins can create secure and personalized Upload Links for each employee, allowing them to drag and drop their own files in the new Staging Area without even having to log into MedTrainer. These links can be shared through email or by manually providing them to an employee. Each link is secure, trackable, and linked to the selected employee.

Generate a manual Upload Link:

1. From the File Staging Area, select “Get Upload Link”

2. Click on the “Select Employee” dropdown, and select the employee you wish to send the link to. This will create a personalized link that will only work for this individual.

3. Click “Copy link” which will copy your upload link to your clipboard. You can then paste this link anywhere to send to an employee.

Request files through email:

1. From the File Staging Area, click on “Request files”

2. Click on the “Select Employee” dropdown menu, which will allow you to select one or multiple employees. This list includes all the active employees you have set up in your MedTrainer system, including admins and managers.

3. Use the Comments section to provide these employees with details about what you are requesting from them.

4. Click “Invite” which will automatically send an email to the individual letting them know you are requesting documents from them.

Upload files as an employee:

1. Use the link either manually provided to you or from the email, click the “Upload Files” button.

2. Either click or drag and drop any documents to upload.

3. Once they have been uploaded, the files will show in a list. Employees can click the “X” to remove any files. 

4. Click “Submit files” which will upload the documents to MedTrainer.

How To Use Credentialing Packets

Overview

Credentialing packets make it simple to gather and organize all the necessary documents to approve providers. You can create reusable templates and generate comprehensive packets in just a few steps. Here’s how to get started.

Steps to Create and Use Credentialing Packets

1. Access Credentialing Packet Settings

   • Navigate to the mt|Credentialing section and click on “Credentialing Packet Settings.”

   • This is where you can manage templates, view provider categories and specialties, and track packet status.

2. Create a Credentialing Packet Template

   • Click on the “New Template” button.

   • Fill out the template details:

     • Name: Enter a name for the template.

     • Provider Category: Choose the category (e.g., physician, nurse).

     • Specialty: Specify the provider’s specialty.

   • Add the types of documents required for this template. You can also define how many documents are needed to complete the packet.

3. Edit or Update Templates

   • If changes are needed, select the template and modify the name, category, specialty, or required documents. You can also remove templates that are no longer in use.

4. Generate a Credentialing Packet

   • Click the “Generate Packet” button to start.

   • Select a predefined template for the provider.

   • The system will identify relevant documents already in MedTrainer for the selected provider.

   • Choose the documents you want to include, preview the packet, and click “Generate.”

5. Review and Finalize

   • The generated packet will automatically be saved as the latest version in the credentialing packet container.

   • You can preview packets with an “active” status to ensure everything is complete.

How to Fill Out and Sign Documents in Your Credentialing Packet

If you have our Documents and Policies platform, follow these steps to obtain signatures on your credentialing packet documents. If you don't have this feature and would like to implement it, please contact your Customer Success Manager for more information.

Step 1: Upload Your Form to Documents and Policies

1. Map Your PDF: Before uploading, ensure your form is mapped using a PDF editor (like Adobe) to create fillable fields.

2. Require Fillable Responses: Check the “Requires Fillable Responses” box in the document Settings.

Step 2: Add Your Signers

1. Content Complete: Move the document to the “Content Complete” lifecycle stage.

2. Add Your Signers: Add primary and assignment signers to the signature list - these can be someone inside or outside of your organization.

3. Set Signer Order:

• Requests signatures at once: All signers can edit and sign the document at the same time.

• Request signatures in order: Signers will be notified one by one in order as the previous signer completes their section.

View Course Details in MedTrainer Learning

Overview

You can now instantly access key course details in MedTrainer's Course Library, making it easier than ever to find CE credits, accreditation alignment, and certificate approvals. This update eliminates the hassle of searching for crucial information, saving you time when assigning courses to employees and providers.

How to Access Course Details

1. Log in to MedTrainer: Sign in to your MedTrainer account.

2. Navigate to the Course Library: In the mt | learning dropdown, click Course Library.

3. Select a Course: Click on any course to open its details page.

4. View Key Information Instantly – You’ll see:

   • A short video preview of the course

   • Course description

   • Number of CE credits available

   • Accreditation alignment (e.g., Joint Commission requirements)

   • Certificate approvals provided

   • Number of contact hours

   • And much more!

With all this information readily available, you can quickly determine which courses meet your organization’s compliance and training requirements.

New IR Reports Page in the Document Center

What is the IR Reports Page?

The new IR Reports page in the Document Center provides a dedicated space for all your Incident Reports data sets. With this update, only authorized users within your organization can access these sensitive reports, enhancing security and ensuring compliance. By centralizing incident reports in one secure location, your organization maintains control over who can view and manage critical compliance data.

How to Access the IR Reports Page:

1. Log in to your MedTrainer account.

2. Navigate to the Document Center from the main menu.

3. In the dropdown, select IR Reports.

4. If you have the appropriate permissions, you will see all Incident Reports data sets within this page.

If you don’t see this option, your role may not have the necessary permissions. Contact your MedTrainer Customer Success Manager to adjust your access settings.

Enable All Parties to Fill Out and Sign PDF Forms in Documents & Policies

All signers on PDF forms in MedTrainer, including those outside of your organization, can now edit forms in addition to signing them. This update makes it easier to complete forms and collect signatures from people not employed by your organization directly in MedTrainer. 

How to enable signers not employed by your organization:

The process for editing and signing fillable forms remains the same, but now signers that are not employed by your organization can also edit the PDF forms in addition to signing them. These outside signers will receive an email notification to complete the form once the form is in the “Published” lifecycle stage. All signers are reminded that signatures are legally binding. 

Step 1: Upload your Form to MedTrainer

1. Map Your PDF: Before uploading, ensure your form is mapped using a PDF editor (like Adobe) to create fillable fields.

2. Require Fillable Responses: Check the “Requires Fillable Responses” box in the document Settings.

Step 2: Add your signers

1. Content Complete: Move the document to the “Content Complete” lifecycle stage

2. Add your Signers: Add primary and assignment signers to the signature list - these can be someone inside or outside of your organization. 

3. Set Signer Order:

   1. Requests signatures at once: All signers can edit and sign the document at the same time

   2. Request signatures in order: Signers will be notified one by one in order as the previous signer completes their section.

Step 3: Notify signers

1. Publish Document: Move the document to the “Published” lifecycle stage

• Notification: Anyone inside and outside your organization will receive an email notification and be able to edit and sign the form. Your employees will also see this notification on their MedTrainer Student Dashboard.

How to Use Course Assignments

Ensuring your staff completes mandatory training on time is crucial for compliance. Our latest upgrade simplifies assignment tracking, making it easier to manage training and reduce administrative burdens.

What's New?

• Clearer assignment statuses: "On time" is now "Pending," "Past due" is now "Overdue," and we've introduced a new "Expired" status.

• Automatic expiration dates: Set a specific expiration date for each assignment, and the system will update the status to "Expired" when that date is reached.

• Improved reporting: Enhanced reporting capabilities reflect all assignment updates, including new statuses.

How to Access Upgraded Assignment Tracking

1. Log in to your MedTrainer admin or super admin account.

2. Navigate to Course Assignment in the mt|learning dropdown menu.

3. View details for each of your course assignments, including the new assignment statuses and expiration dates.

View Real-Time NPI Data

Accessing up-to-date and accurate taxonomy information is crucial for efficient provider enrollment and billing processes. Our latest update enables you to view real-time data on your center's National Provider Identifiers (NPIs) directly on the Org NPI page.

Note: You can now edit location names directly in the table, making it easier and faster to make changes.

How to View Your NPIs in MedTrainer

1. Log in to your MedTrainer account

2. Navigate to Org NPIs under the Credentialing tab

3. In the Org NPIs table, you'll see two key columns:

   • Billing: Use this column to identify the NPI associated with your location for billing purposes or for group enrollments. This provides visibility into which NPIs are used for billing for your providers.

   • Status: Check this column to view the active status of an NPI

Simplify Compliance & Regulatory Training with Learning Bundles

With the new Bundle Template Library, you can easily find pre-built course bundles tailored for your providers' needs. From regulatory requirements to CEUs for license renewal, these bundles help ensure compliance and continuing education.

How to Access Course Bundle Templates:

1. Log into MedTrainer.

2. Navigate to mt|learning from the drop-down menu.

3. Select Course Bundle Templates under the Learning menu.

Using Filters to Find the Right Bundle:

In the Course Bundle Templates section, use filters like provider type, scope, state, and specific license to find a bundle that perfectly fits your organization’s needs.

Creating a Bundle:

Once you’ve found the right bundle, click Create Bundle (icon at the top left). You'll be taken to the bundle details page, where you can view information such as the target audience, course topics, and certificate approvals. After confirming the bundle fits your needs, click Save. You’ll receive a pop-up notification indicating the bundle is saved in your Course Library.

Reporting on Bundle Assignments:

1. Go to mt|learning and select Learning Reports.

2. Set the data to Course Assignments and the report to All Assignments by Bundles to track bundle assignments and completion status.

This feature streamlines assigning courses to align with federal or state regulations or to ensure providers meet CE requirements

Delaware License Verification

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

This verification automation process does not support Emergency Medical Professionals (EMS), Certified Nurse Aides (CNA), and Medical Radiologic Technologists/Technicians

Monitor Course Status - "Employee By Courses" Filter

The new Bundles filter in Learning Reports makes it easy to track status of courses in Bundles. Instead of selecting courses one by one, you can now pick an entire bundle of courses to monitor assignment status quickly and effortlessly.

Follow these steps to use the Bundles filter:

1. Access Learning Reports:

   • Log in to your MedTrainer account.

   • Navigate to the mt | learning in the section from the main menu.

   • Select Learning Reports from the list.

2. Choose the "Employee by Courses" Pivot Data Set:

   • In the Data set section on the top row, locate and open the Employee by Courses data set within Pivot data set.

3. Apply the Bundles Filter:

   • In the filters section, find the Bundles filter.

   • Select the bundle of courses you want to track.

4. View Progress:

   • The report will now display progress data for all courses in the selected bundle, making it simple to monitor their status.

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.

Require Fillable Responses

What’s New:

• Require Fillable Responses: You can now mark PDF forms as requiring fillable responses directly from the Document Data modal.

• Improved Metadata Updates: When editing metadata, draft documents will stay in the file field—no need to re-upload.

How to Use the Require Fillable Responses Setting:

1. Log in to your MedTrainer account.

2. Open the Document Center dropdown and select Documents & Policies.

3. Click on the App Bar and select Document Data from the menu.

4. Find the PDF form you want to update.

5. Check the box for Require Fillable Responses to mark the form as requiring user input.

6. Save your changes.

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.

Document & Policies Categories

Easily manage your document categories with our new feature. This post and video will walk you through creating, editing, deleting, and deprecating categories to customize your document organization.

Accessing the Category Page

1. Log into MedTrainer.

2. Select "Documents and Policies" from the dropdown menu.

3. Click the "Documents" tab.

4. Select "Manage Categories".

Managing Categories

1. Create a New Category: Click "New Category" and fill in the title and select a color in the popup window.

2. Edit a Category: Select the category row to edit, then modify the name, color, or status.

3. Delete a Category: Delete a category, noting it will be removed from associated documents.

4. Deprecate a Category: Change a category's status to "Deprecated" to remove it from dropdowns, but retain it for reactivation.

Category Statuses

• Active: Available in dropdowns for creating, uploading, and updating documents.

• Deprecated: Not available in dropdowns, but can be reactivated.

• Deleted: Removed from documents and deleted.

Replay Completed Course Assignments - Group Learning

The "Replay" feature, which allows you to revisit completed course assignments without affecting your completion date or certificate, is now available for Group Learning.

How it works:

• Click the "Replay" button to view the course content as it was when you first completed the assignment.

• This feature is available for single-chapter courses completed using the new player and on the "My course assignments" page.

Note that replaying a course assignment will not create a new assignment or generate a new certificate.

Not Currently Available:

• The replay feature is not available for multi-chapter courses, Course Authoring Tool (CAT) courses, or assignments completed in the old player (even if moved to the new player).

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.

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 Updates

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).

New Policy Details Report

We've added a new report for you to view your details of your contracts. The new "Policy Details Report" can be found under Compliance Reports and selecting "Policy Details" in Dataset.

This report ensures you see:

• Policy versions expiring soon

• Policy versions pending approval and their escalation matrix level

• Completed policies waiting to be published

• Policy versions pending acceptance by staff

• And many more!

New Contract Details Report

We've added a new report for you to view your details of your contracts. The new "Contract Details Report" can be found under Compliance Reports and selecting "Contract Details" in Dataset.

This report ensures you see:

• Contracts expiring soon

• Expired contracts 

• Contracts for specific locations

• Contracts for specific departments

• Staff responsible for a specific contract

New Filter for "Available for Everyone" in the Document Center

We've added a new filter to help you better manage your documents and policies. You can now filter items that are set to "Available for everyone" within the Document Center.

Here's how it works:

1. Click on "Document Center" on the left-hand menu.

2. Click on the "Documents and Policies" drop down.

3. On the "Documents" page, to use this new filter, click on the "More filters" button on the page and apply your preferred setting.

• Active: Choose this option to view documents marked as "Available for everyone."

• Deactivated: Select this to see documents that do not have this setting.

New Learning Dashboard

The Learning Dashboard puts your most important training data in one place — you choose the information you want displayed at-a-glance in a pie graph. From completion percentages for specific courses to locations with low completion rates and more — it’s all in one place. Get ideas to customize your dashboards.

When you click on the ‘Dashboard’ dropdown, you can choose between two types: ‘Custom Dashboards’ that you can create and tailor to your needs, and ‘MedTrainer Dashboards’ that come pre-built with default information and settings.

After adding new sections, widgets, or configurations, you’ll see an ‘⚠ Unsaved configuration changes’ message, indicating the dashboard hasn’t been saved yet. Click the ‘Save as’ icon to keep your changes.

How To Access the Dashboard

1. Log into your super admin or admin account

2. On the left side menu, select the ‘MT | Learning’ module

3. Then, click on the ‘Learning Dashboards’ option, this will redirect you to the dashboard main screen.

Stay tuned for additional  data and visual representations to be added. 

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)

Onboarding Path - Automatically Add New Locations 

This feature streamlines the onboarding process by automatically including any new locations you add for an employee in their onboarding path configurations. Say goodbye to manual setups!

How It Works

1. Enable the Setting: Ensure the "Include new locations" button is checked.

2. Add New Locations: When you add a new location for an employee, it will automatically be included in their onboarding path configuration.

3. Automatic Assignments: If employees are added to new locations through integration, their onboarding paths are assigned without any manual intervention.

Virginia License Verification

This feature automates the verification of professional licenses for the state of Virginia. It works similarly 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"

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. 

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

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

   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.

Replay Completed Course Assignments

We're excited to introduce the "Replay" feature, which allows you to revisit completed course assignments without affecting your completion date or certificate.

How it works:

• Click the "Replay" button to view the course content as it was when you first completed the assignment.

• This feature is available for single-chapter courses completed using the new player and on the "My course assignments" page.

Note that replaying a course assignment will not create a new assignment or generate a new certificate.

Not Currently Available:

• The replay feature is not available for multi-chapter courses, Course Authoring Tool (CAT) courses, or assignments completed in the old player (even if moved to the new player).

• Additionally, assignments completed using Group Learning are not eligible for replay.