One missing document can hold a start date. One expired certification can empty a shift. The agencies that never have these problems aren't lucky — they track the same complete list, for every clinician, every time.
Here's that list.
Download the free checklist + tracker template
1. Licenses & certifications
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Professional license (RN, LPN, PT, OT, respiratory, imaging, etc.) — number, state, issue date, expiration date
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Compact / multistate license status, where applicable
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Specialty certifications required for the assignment
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BLS certification — issue and expiration dates
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ACLS certification, where required
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PALS certification, where required
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Any state-specific certifications or registrations
2. Background checks & screenings
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Criminal background check — date run, result, expiration per client policy
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OIG exclusion check
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SAM exclusion check
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Drug screening — date, result
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Reference checks on file
3. Health documents
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Physical exam — date completed, expiration
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TB test / chest X-ray — date, result
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Immunization records — influenza, COVID-19, hepatitis B, MMR, varicella, Tdap
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Fit test (respirator), where required
4. Hospital & facility-specific requirements
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Facility-specific forms and attestations
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Facility orientation / training completions
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Client-specific document expirations (these often differ from your defaults)
5. The verification record (the part most agencies skip)
For every document above, record:
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Who verified it (name)
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How it was verified — licensing board, registry, issuer's website, or original document
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The date it was verified
This is the difference between surviving a hospital audit in five minutes and spending a weekend in your inbox.
6. The expiration watch
Tracking the documents is only half the job. The other half is never being surprised by a date:
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Review expirations at 90, 60, and 30 days out
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Remind the clinician and your team at 60, 30, 14, 7, 3, and 1 day before expiry
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Keep one calendar view of every renewal date across the whole roster
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Flag anything expired as not-submittable until renewed
Get the free template
The download includes this checklist as a one-page PDF plus a spreadsheet tracker with a row for every credential, its expiration date, its status, and its verification record — the same structure, ready to fill in.
Download the free checklist + tracker template
And when the spreadsheet version of this list starts groaning under your roster size — hundreds of expiration dates no human should have to watch manually — that's exactly what Credentialing Check automates: every item on this checklist, tracked per clinician, with automatic reminders before anything lapses.
Start free for up to 5 clinicians: https://credentialingcheck.com