Navigating Insurance Credentialing for Group Practices

Credentialing is a critical process in healthcare, allowing providers to become in-network with insurance companies and ensuring patients can utilize their health insurance benefits. For group practices, transitioning to private practice adds an extra layer of complexity, as providers must complete individual credentialing while developing their practice.

According to a 2019 report from the Council for Affordable Quality Healthcare (CAQH), the average cost to complete credentialing for each healthcare provider is about $1,000 to $3,000, and delays in credentialing can impact revenue streams significantly. Insurance credentialing ensures that healthcare professionals meet the necessary standards of education, licensing, and professional history to be accepted by insurance networks, essential for reimbursement.

Let’s have a look at how insurance credentialing can be done:

Why Credentialing is Crucial During Transition to Private Practice?

Transitioning from a group practice to a private practice requires practitioners to establish their own entity and handle administrative tasks, one of the most essential being credentialing. Though the entity may have handled credentialing in a group practice, moving into private practice means securing in-network status independently. This step is crucial for several reasons:

1. Independent Revenue Stream:

In a private practice, revenue depends on the practitioner’s ability to bill insurance directly. Without credentialing, the process of accepting payments from insurance companies can be difficult, resulting in lost income.

2. Access to Care:

Patients who are used to using insurance at group practices may hesitate to switch to a provider who cannot accept their insurance in a private practice. Credentialing reassures patients that their care will continue seamlessly.

3. Professional Autonomy:

Credentialing under your own practice solidifies your independent business. It allows you to set your policies and manage contracts directly with insurance companies.

Steps to Navigating Insurance Credentialing for Group Practices

Navigating the credentialing process may seem daunting, but breaking it down into structured steps can make the process manageable. The following is a roadmap for successful credentialing:

1. Establish Your Business Entity

Start by legally setting up your business, such as forming an LLC or a similar business structure. This ensures that you can bill insurance under your business name.

2. Obtain an Employer Identification Number (EIN)

Apply for an EIN through the IRS to get a Tax Identification Number (TIN) for your practice. This number is essential when registering with insurance companies.

3. Create or Update Your NPI Profile

Every provider needs a National Provider Identifier (NPI) to bill insurance. If you don’t already have a Type 2 NPI for your practice, apply for one. Also, update your Type 1 NPI with the new business address.

4. Complete a W-9 Form

Insurance companies require your Tax Identification Number, which is supplied through a W-9 form. Download it from the IRS website and submit it to the insurers.

5. Update Your CAQH Profile

CAQH serves as a centralized credentialing database used by most insurance companies. It is important to ensure that your profile is complete, including updated addresses, certifications, licenses, and malpractice insurance.

6. Prepare Documentation

Keep the necessary documents ready, such as copies of your state licenses, education certificates, professional experience, and proof of malpractice insurance, as insurers will request them during the credentialing process.

7. Submit Applications to Insurance Companies

Once all your information is ready, contact insurance companies and submit credentialing applications. Each insurer has its process, and you may need to fill out different forms.

8. Follow Up Regularly

Applications can take anywhere from 6 to 24 weeks for approval, and it's common for paperwork to get lost. So it is crucial to follow up after submitting, then every 2-3 weeks to ensure your application is being processed.

9. Review and Sign Contracts

Once credentialing is complete, insurers will send contracts. Be sure to read them thoroughly before signing and filing copies for your records.

Tips to Navigating Insurance Credentialing for Group Practices

Credentialing can be a long and complex process, but adopting certain best practices can help streamline it for group practices transitioning to private practice.

1. Be Thorough with Documentation

Incomplete or outdated information is one of the biggest causes of delays in the credentialing process. It is crucial to ensure that your CAQH profile, NPI, and documents like licenses, training certificates, and malpractice insurance are updated.

2. Maintain Your CAQH Profile

CAQH is not just for credentialing but also for keeping your practice information current with insurers. You’ll need to re-attest your profile quarterly to ensure that the information is accurate. Missing these re-attestations could cause credentialing issues or delays in processing claims.

3. Track Application Status and Follow Up Regularly

Always track the status of your applications and follow up regularly with insurance companies. It’s common for applications to be delayed or misplaced, so persistence is key to avoiding unnecessary delays.

4. Submit Participation Requests

While credentialing is underway, submit participation requests to insurance companies to expedite the process. This allows the company to preemptively include you in their network, which can reduce the waiting time.

5. Consider Outsourcing Credentialing

If the administrative burden of credentialing becomes overwhelming, consider outsourcing this process to a credentialing specialist such as 24/7 Medical Billing Services. Such companies can take over the process, ensuring your documentation is correctly submitted and followed up, minimizing stress and increasing the chances of approval.

Conclusion

Credentialing is a vital part of the transition from a group to private practice. In fact, you can ensure a smooth process by following these steps and staying proactive. Whether you manage it on your own or outsource to professionals, proper credentialing will position your practice for long-term success, ensuring you can accept insurance payments and continue offering quality care to your patients.