Track a license through renewal

For: Credentialing Coordinator · Time: ~30 min per license over 60 days · Frequency: Weekly batch (anything expiring in next 60d)

Trigger

A provider's state license is expiring within 60 days. Renewal alert appears on Dashboard, Workspace → Tasks, AND Licenses page sorted by expiration date.

Outcome

A new license certificate is on file in Credentik with an updated expiration date, the provider's licenses record reflects the new expiration, and all credentialed payers under that license are notified (where applicable).

Where

• Licenses — sorted by expiration ascending
• Provider detail → Licenses tab
• Compliance → Licenses — agency-wide expiration overview

Steps

1. Licenses page → filter "expiring ≤60d". This is your work queue.
2. Notify the provider ~60 days out. Most state boards open renewal windows 60–90 days before expiration. Template the email — include: license #, expiration date, renewal portal URL, who pays (provider personally usually).
3. Track in the platform. Open the license record → set status to renewal_in_progress. Add a followup for 14 days out to chase if no response.
4. Provider completes renewal. They submit on state portal, pay fee, wait for state board processing (1 day to 6 weeks depending on state).
5. New certificate received. Provider forwards. Open the license record → upload new certificate (PDF), update expiration date, status back to active.
6. Notify affected payers (sometimes required). For payers that audit your roster, some require notification of license renewal. Use the Application detail page for each active application under this license → add a note → email payer. Most commercial payers don't require this — Medicaid sometimes does.
7. Close out. Mark the renewal task complete. The alert clears.

Watch-outs

• The provider, not the agency, owns license renewal. You can't renew for them — state boards require the licensee to attest personally. Your job is to remind, track, and file. Don't take responsibility for something you can't control.
• Lapsed licenses retroactively invalidate claims. If a provider's license expires on June 1 and they see patients on June 2, every claim from June 2 forward can be denied for "no valid license." Don't let it lapse, ever. Escalate to the Agency Owner if a renewal is at risk.
• Some states grace-period lapsed licenses. California, Texas, etc. give 30–60 days grace. Others (NY) don't — license expires at midnight on the listed date. Know each state's policy or look it up in Reference → State Policies.
• DEA registrations are separate. Drug Enforcement Administration registrations expire on their own cycle (3 years). They live on the dea_registrations table, not licenses. Renewal flow is similar but the alert is on a separate dashboard widget.
• License # changes are NOT renewals. If a provider moves states or the board reissues with a new number, that's a NEW license record. Don't overwrite the old one — close it (status=expired) and add a new row. Keeps history clean.

Related jobs

• Work an application from intake to credentialed — what fails if the underlying license isn't current
• Run PSV — license verification is part of PSV

Something on this page doesn’t match what you see in the app? Email support@credentik.com and we’ll fix the guide.