Credentialing is an umbrella term applied to processes used to designate that an individual, institution, program, or product have met established standards and are recognized to carry out a designated function or role.
As credentialing is critically important to ensure public safety and quality services, the landscape of software technologies used in credentialing is expanding. Unfortunately, standard paper-based approaches and point solutions alone can be disjointed and create islands of information.
Credentialing bodies, associations, and regulatory organizations are seeking more effective technologies to track the vast amounts of information and communications that are needed across their constituents (ie: members, candidates, certified individuals, companies, education providers, etc.).
Thankfully, with the advent of credentialing management software, professionals and organizations can manage a variety of tasks in one streamlined system, leading to improved staff productivity and greater value to constituents.
But how does this software work? And what should leaders be looking for when they set out to implement a credentialing management system for their organization?
To save you from figuring this all out on your own, we’ve created a guide to address all of your credentialing management questions and needs.
At its core, the purpose of a credentialing management software (or a credentialing management system) is to centralize an organization’s data, automate workflows, and promote greater relationships with constituents.
Optimized for credentialing needs
From application submissions, verified documents, eligibility reviews, exam data, professional development credits, and renewals, there’s a lot to track to keep a credentialing program running smoothly.
Credentialing management software provides all the great benefits of a CRM (customer relationship management system) without the heavy custom programming. Generic CRM platforms or database software often require a lot of time and money to be put towards personalization.
Instead, credentialing management software comes optimized with features used specifically for the business of credentialing. Various productivity modules are also often integrated to address the various individual needs of managing credentialing programs, such as e-commerce and membership management.
Cloud-based organization and centralization
Without a credentialing management system, organizations will usually need to rely on multiple systems, spreadsheets, and communication channels. Hence, silos of disparate data tend to evolve.
Even in today’s technology-abundant world, many credentialing organizations still use paper-based submissions processes, file-sharing servers, and even manual communication methods. And even if an organization does opt for a software, a lack of cloud-based capabilities will limit them to working only from specific office spaces or servers.
These limitations don’t allow organizations to effectively scale up or share information with others. With the proper credentialing management software, organizations can take full advantage of the Web by making these systems available from any device––perfect for supporting today’s virtual workforce.
Plus, centralizing constituent and certification information into one system expedites the credentialing timelines and various processes needed for moving and organizing data from one integrated system to another. The software will then help to analyze this data and put it to use––helping to automate reminders regarding exams, certification renewals, payments, credential deadlines, and more.
With credentialing management software, associations and credentialing bodies can ensure their constituents have access to all the necessary information for their credentialing and certification needs whenever, wherever. The associations themselves can also be assured that candidates have submitted all the necessary information and ultimately meet the requirements to be certified or accredited through them.
Credentialing management software can shift and streamline operations, leading to huge productivity gains for staff and an increased ability for organizations to scale with demand. Most importantly, it allows credentialing organizations to optimize customer experience.
Go Paperless
Think of the amount of data, processes, and interactions necessary to manage a credentialing program. From candidate applications to maintenance of credentials (“MOC”), professionals can easily be overwhelmed with managing the various steps in a credentialing timeline.
Tracking information such as inbound candidate applications, eligibility requirements, employee verification information, disclosures, and fees, are just the beginning of the credentialing qualification process.
If assessments are required to become credentialed, testing centers will then require the credentialing organization to provide an authorization for each candidate in order to take an exam. Once exams are taken, scored results need to be sent back to the credentialing organization and recorded. Then, notifications of pass or fail need to be sent to candidates.
The credentialing journey doesn’t stop there. After a period of time, the certified individual or accredited company may be required to submit for renewals. Some certifications may even require continuing education credits in order to renew or maintain certification. The credentialing body will then need to track a candidate’s professional development credits, collect renewal fees, and possibly require re-examination.
With so many moving pieces, it becomes necessary to turn to credentialing management solutions. Effective software will streamline an organization’s operations by digitally transforming and automating processes.
Improving Customer Experience
One of the greatest advantages of credentialing software lies in its ability to improve the customer experience and maintain strong relationships and communication with constituents.
For certifying boards, for example, there are many steps and necessary requirements candidates must go through when seeking certification. From the initial application and submissions process to the actual taking of an exam, there may be dozens of documents and correspondences traded between the certifying board’s review staff and the candidate. With a software in place, these documents and communications can be easily tracked for the ease of the candidate.
Even if they pass the exam and become certified, a candidate’s credentialing journey is not over. Instead, they will likely need to continue their professional development and earn continuing education credits (e.g., CEs, CEU, CME, etc.) to be eligible to later renew their certification or licenses. Credentialing management software tracks this, too, and helps to organize next steps and automate reminders on renewal timelines.
Credentialing management software allows certifying organizations to outfit their websites with an online self-service portal, where candidates and certified professionals can easily access and maintain their credentialing records online. Here, they are able to track the status of their applications, submit renewals, upload documents, report education credits, and make payments. They can even change contact information and communication preferences all in one place.
Credentialing software is a valuable component across a wide range of trades, industries, and professions. From dental hygienists to golf pros, most fields require or benefit from a maintenance of professional certifications and accreditations in order to ensure quality of service.
Credentialing management software specifically is built for organizations that create these certification guidelines and outfit professionals with the needed credentials. This includes specific credentialing bodies, but can also extend to associations that offer credentialing for its members. Credential management software will also work to manage assessments, certifications, and accreditations, depending on the organization’s need.
Here are just some of the specific industries we encounter in our daily lives where credentialing management software is often used:
Oftentimes, where you see credentialing management most commonly used in medical boards and associations.
Credentialing software can provide accreditation for a larger system (i.e. a hospital) or offer certification for individuals within that system (like doctors and nurses).
Before they can practice, all individual medical professionals and health care systems must ensure the credentialing process has been completed and approved. This means they are legally cleared to work and treat patients under the expectation of the best possible care.
When specializing in a healthcare field, medical professionals must pass exams and achieve credentials specific to the field or role, as do hospitals themselves in order to gain accreditation. To achieve this, candidates will likely turn to certifying boards or associations, apply for the credential through them, and take a certifying exam.
For example, the Board of Certification for Emergency Nursing develops certification programs to ensure emergency, transport and trauma nurses are on the cutting edge of their field and qualified to provide the utmost care to patients.
In the process of achieving certifications like these, medical professionals must submit their education, training, residency, licenses, and more for review.
Credentialing bodies and associations that offer credentials to medical professionals need a reliable and efficient software to organize all of this information, streamline processes, and facilitate test-taking.
Credentialing management software can speed up the otherwise lengthy process of validating and assessing the qualifications of healthcare providers, allowing constituents to take their exams, achieve their credentials, and retest as necessary.
By employing an automated system like credentialing management software, medical professionals are more organized in their credentials and able to start working quicker.
Every trade worker–in fields like manufacturing, auto, or plumbing–must demonstrate a certain level of expertise and knowledge base in their given speciality.
Organizations, such as the Tire Industry Association (TIA), Independent Electrical Contractors, or Design-Build Institute of America, act as both a certifying body and source of professional growth and development for their constituents within the trade field. They also offer access to resources, events, and even provide certification and training in their specialized fields.
When these associations offer their members opportunities for credentials or certifications, they could employ the use of credentialing management software. Given the large number of members in professional and trade associations, intelligent software is crucial in centralizing member data, communications, applicant data, and credentialing timelines.
After implementing a credentialing management software, TIA was able to streamline and grow its training and certification 10-fold–to over 100,000 tire professionals.
The booming industry of technology requires credentialing to help address some of its major challenges. For one, science and technology are quickly growing and changing every day, and employers want to hire candidates who are shown to be on top of these trends.
Additionally, professional labs and lab technicians must be accredited and cleared in order to operate at legal and professional standards. Credentialing acts as a way to certify that these organizations and professionals are up to snuff.
If you are looking for a career in science and technology, you want to demonstrate competency in high-value skills. This can be easily and clearly shown through certifications, which demonstrate your mastery in skills from a third-party source.
Many associations and credentialing bodies exist in science and technology to develop certification programs and offer credentials and exams. These associations, such as (ISC)², a Cybersecurity Professional Organization, benefit greatly from the capabilities of credentialing management software.
With this software in place, science and technology organizations can allow candidates to register for certification, input previous credentials, and access final testing results all in the same place. They can then take these certifications back into the workforce for proof of competency.
When considering credentialing software, it’s important to assess your organization’s individual needs.
First and foremost, you’ll need a software partner who understands the business of credentialing and accreditation. This means working with a company that understands your industry, workflow from start to finish with your candidates, and third-party service providers who help make your work possible.
Let’s say you’re a credentialing body or organization that tests candidates seeking a credential. Great software will help your candidates streamline the credentialing process–like getting authorization codes to access their testing program, scheduling their exams online, and receiving real-time updates, test results and records. This is what we call integrated software.
“Integrated software” means your software has integrated credentialing testing sites and platforms to allow for certifications and courses to be dealt with in-program. By integrating with testing platforms and centers, candidates perform every step of the credentialing process in one place: from exam prep all the way through result analysis.
ACGI software extends beyond credentialing, offering the most streamlined and personalized experience for your organization or association. ACGI’s tools include integrated services like membership management and meeting management, invoicing, and marketing communications.
We recommend a credentialing management system to organizations that:
If your business identifies with the above criteria, a credentialing software would be valuable for your operations.
Our services allow a wide range of businesses and associations to streamline their credentialing process. Our AMS software manages member and customer participation and tracks performance in certification, continuing education, and training programs. Additionally, the software will generate certification based on goal attainment, manage certification records, and automate notifications.
If your organization is specifically a credentialing body, you may be best fitted for different software. Certelligence is entirely focused around credentialing from start to finish, including processing candidate applications, managing testing fees and renewals, and coordinating customer response systems.
The need for certification is on the rise in North America, and so is the demand for trusted programs to accomplish this work. Implementing credentialing software may be the answer to simplifying your business’s operations and ensuring a high level of integrity. Utilize our tips to find a credentialing software that will have your organization do business that’s scalable and adaptable.
If you’re looking to work with a software partner who will meet and exceed your credentialing needs, contact us to request a demo. We’ll give you more information and help you with all your certification, accreditation, and credentialing necessities.
For more insights into streamlining your organization, head to our blog. In our last post, we covered how Association Management Software could solve some of your complex operational needs.
