In healthcare, ensuring compliance is non-negotiable. License checks (or verifications) are a cornerstone of maintaining high standards, ensuring patient safety, and building trust in your organization. Without proper oversight, the consequences can be serious. For example, in Iowa, a nursing home administrator voluntarily surrendered her license in 2022 following 114 violations in just 19 months. This case underscores the importance of consistent and thorough license management.
What Are License Checks?
License checks verify that healthcare professionals hold the required licenses from state licensing boards or authorities for their roles. This process starts during the hiring phase and continues throughout employment to ensure compliance with state and federal regulations. Medical staff, nurses, and many other healthcare professionals must all meet licensing requirements specific to their roles. Conducting routine checks helps prevent legal risks, protects your reputation, and, most importantly, ensures patient safety.
Types of Licenses in Healthcare
Healthcare licensing requirements vary by profession. Some examples of licenses relevant to healthcare organizations include:
- Medical Licenses: Required for physicians, surgeons, and specialists.
- Nursing Licenses: For registered nurses (RNs) and licensed practical nurses (LPNs).
- Allied Health Professional Licenses: Cover therapists, technicians, and support roles.
- Administrative Licenses: Include certifications for healthcare administrators and health information managers.
Understanding state and national licensing requirements helps you stay ahead of compliance demands and maintain a safe, qualified workforce.
The Process of License Checks in Healthcare
License check verification comes via primary source verification. This process will vary slightly based on the license you are checking, but typically, you can perform this online through the license database. When hiring a new employee, you’ll need to verify their license(s) during the initial hiring process and before they join your team. From there, periodic re-checks will protect your business and ensure no one is working on an expired license. We recommend daily checks and automating the process so it’s never forgotten. Ensure you document your verification checks and have a clear system to follow up on any licenses getting close to their expiration date.
Why Are License Checks Important?
Routine license checks support compliance, patient safety, and organizational integrity. Benefits include:
- Protecting Patients: Ensures only qualified professionals provide care.
- Compliance Confidence: Meets state and federal requirements, reducing regulatory risk.
- Reputation Management: Builds trust with patients, stakeholders, and accrediting bodies.
- Risk Mitigation: Lowers the likelihood of malpractice claims or legal challenges.
By prioritizing license management, healthcare leaders can focus on delivering quality care while protecting their organization.
Challenges in License Management
Managing licenses across roles, states, and renewal timelines is a complex task. Key challenges include:
- Tracking varying state requirements.
- Monitoring multiple license types for large teams.
- Keeping up with renewals and status changes.
Manual processes can be time-intensive and prone to error, making automation essential for modern healthcare organizations.
Best Practices for Effective License Checks
To manage licenses effectively, consider these tips:
- Automate License Checks: Use tools like EverCheck to streamline verification, reduce manual work, and maintain compliance effortlessly.
- Educate Staff: Provide training on the importance of license checks and their role in supporting compliance.
- Perform Regular Audits: Schedule internal reviews to ensure processes are working and catch potential issues early.
Following these tips saves time and resources, and keeps your organization compliant.
Real-World Success with EverCheck
Many organizations have used EverCheck to set up robust license check systems. One great example is UNC Health Johnston, a healthcare facility with more than 2,500 employees. As you can imagine, managing this amount of licenses is a massive task with a small HR team. EverCheck helped them streamline their process and meet the requirements of Joint Commission visits. Implementing an automated license verification process freed up more time for the HR team to focus on other areas of their work and ensure the business continued to run smoothly and remain in compliance.
Effective license management doesn’t have to be overwhelming. With EverCheck, you can automate routine tasks, reduce compliance risks, and safeguard your organization. Review our website to learn more or connect with our team to see how we can support your compliance goals.
