The credentialing process is built on precision, accountability, and timeliness. Yet one critical step often gets overlooked in the rush to move on to the next task: closing out the file. Once the board has approved an initial appointment or reappointment, the work isn’t truly complete until the file is closed—and that should happen within 48 hours.
Why Timely File Closure Matters
Timely file closure is more than just good housekeeping. It’s a matter of compliance, transparency, and operational efficiency. When files remain open after board action, they create unnecessary risk. Information can become outdated, steps may be missed, and there’s no clear line of accountability. By standardizing file closure within 48 hours of board approval, Provider Lifecycle Professionals can ensure that the credentialing process has a clean, definitive endpoint.
What “Closing Out” a File Entails
Closing out a credentialing file is a structured process, not a vague suggestion. It should include:
Updating systems of record: Ensure that all relevant databases and credentialing software reflect the final approval date and status.
Notifying stakeholders: Alert internal departments, such as IT, payroll, HR, and scheduling, that the provider is fully approved and can be onboarded or reappointed.
Archiving documentation: Store final documents, including approval letters and board action summaries, in the provider’s file in accordance with retention policies.
Final checklist: Confirm that all required documents have been received, verified, and uploaded—nothing should be left pending.
From Best Practice to Standard Practice
Despite its importance, file closure is often treated as an informal task—done when there’s time or remembered when a compliance audit looms. To change this, organizations need to make file closure a formal step in the credentialing process. This means building it into workflows, including it on process checklists, and assigning clear responsibility for its completion.
While best practice is to close the file within 48 hours of the Board decision, in some organizations, the volume of initial and reappointment files is so large that closing files within 48 hours is not feasible. For example, if a credentialing coordinator has over 100 reappointment files that were approved at the Board meeting, it is not reasonable to expect that person to close 100 files within 48 hours. In that instance, your organization may need to set a different expectation. Either way, documenting the process and expectation in standard operating procedures and then holding individuals accountable to the timeframe is essential.
Creating Accountability
Adding a 48-hour closeout policy into the credentialing workflow promotes accountability and clarity. It prevents delays in downstream processes like onboarding and payer enrollment, and ensures there’s no ambiguity about the provider’s status. When everyone knows who’s responsible for closing out the file—and when—it becomes a natural, non-negotiable part of the process.
A Small Change with Big Impact
Closing out credentialing files may seem like a minor detail, but in a profession where details matter, this one carries real weight. It protects the organization, supports provider onboarding, and keeps your credentialing operations audit-ready. Making this small change—closing every file within 48 hours of board approval—can create a ripple effect of efficiency, clarity, and compliance across your team.
At TMG, we believe that excellence lives in the details. Closing the loop isn’t just about finishing the task—it’s about strengthening the process.