It is the primary mission of state medical boards to protect the public by licensing physicians who demonstrate not only clinical competence to practice medicine, but the requisite professional and ethical demeanor necessary to lead the modern health care delivery team. State boards have now developed application procedures which are very thorough so that they can maintain confidence that their licensees will benefit the community in which they practice. For physicians, that often meant the tedious task of filling in applications and letter writing. While the FCVS service has streamlined much of the credentialing process to the point where most states accept it (some even require it), there remains to be other documents and forms that must be provided on a state-by-state basis. Physicians can save themselves a lot of grief and unnecessary running around by following this step-by-step process.

Step 1: Download state application, forms and instructions.

• Review application and requirements to determine eligibility, clarify fees, and estimate time-lines.
• Review the application to determine specific items that will need to be further researched.

State applications are detailed and specific, so it is critical that you determine all information that must be gathered when completing the research and verification process.

Step 2: Prepare forms, gather phone numbers and contact information.

• That includes filling out sections of verification forms and preparing cover letters, gathering current and past license information and contact numbers for your medical school, training programs, references, places of employment, hospitals where you have held privileges, etc.

Step 1: Complete the research
Contact your medical school, training programs, exams, licenses, references and several additional queries, profiles and reviews to verify your credentials and work history.

• Gather complete contact information
• Confirm dates of affiliation.  This step is critical if you want to avoid licensing delays.  The information provided by the facility must match the information provided by you on your application. Verifying dates eliminates guess work and cuts down on board review time.

Step 2: Request all verifications

• Prepare cover letters and forms, cut checks and mail, fax or e-mail the request and form
• Follow-up with all facilities to ensure the receipt of the request and establish a time-line for completion.

Step 1: Complete the application.

• For most states this includes filling out sections to verify your education, training, exams, licenses and work history.  Make sure to read the sections carefully and answer appropriately

Step 2: Provide the requested supporting documents

• Make photo copies of items such as your medical school diploma, training certificates, specialty board certificate etc.
• Make sure that all copies are clear and legible
• Supporting documents may also include photo’s, NPDB reports and fingerprint cards

Step 3: Package & send application to the medical Board for review

• It is recommended that you send your application and materials using a courier (FedEx or UPS) or by certified mail so that you can track your application and ensure that it is received.

Step 1: Allow sufficient processing time (as established at phase II). Give the facilities time to process the requested verifications.

Step 2: Call each facility back to confirm that the verification has been completed and sent to the Board

• Keep the initiative in your court.  Make sure that everyone has completed the requested verification.
• Get the date that the verification was completed and make sure that the completed verification was sent to the Board as requested.
• Keep notes on every verification.  Make sure that you know exactly when the verification was sent to the Board.

State Boards review between 100 to 300 applications at any given time.  By law, they cannot and will not circumvent any laws, rules or requirements.  Their hands are tied until you provide them with complete and accurate information.  The key to a fast license is to provide the Board with the information that they need and then allow sufficient time for board staff to review your application and materials.  Initial Board review can take from two weeks to three months depending on the Board regulations and the case load of the individual analyst.

Allow sufficient time for board review. Most state application instructions will provide you with approximate review times. If you are unsure when to call the Board, it is recommended that you contact the Board upon delivery of your application and request an estimate.