Before you can perform independent evaluation work, you go through credentialing and onboarding. It is a thorough process by design, and knowing the steps ahead of time makes it far less stressful. Here is what the journey usually looks like, the documents you will need, and how we help it go smoothly. We also put together a downloadable checklist that covers everything in one place. Think of this as a guide to what is generally needed for credentialing. Depending on the Prime, you may be asked for less or for additional information.
Why the process is thorough
Credentialing exists to confirm that every provider is properly licensed, in good standing, and ready to deliver clinical work that holds up to scrutiny. Because evaluation work supports an important process, the verification step is deliberate. None of it is meant to slow you down for its own sake. Each check protects you, the people you serve, and the integrity of the work. It can feel like a lot at first, and that is normal. Everything on the list is something that will be requested, so gathering it early simply puts you ahead.
Step one: what we need to get started
The first step is light. To begin, we ask for a few items so we can verify the need and start the process. That includes your resume, with a short explanation of any work gaps, a copy of your license, your license number, your NPI number, and confirmation of how many hours you can provide each week. That is enough to get moving. From there, the fuller documentation request follows, and we like to get ahead of it so you are not scrambling later.
The full documentation list
When the broader request comes, having these ready, ideally within about 48 hours, helps prevent delays. The list commonly includes a malpractice insurance certificate that lists your full legal name, a current CV or resume with month and year start and end dates for all education and work history, and a work gap explanation if any gap exceeds 30 days after your highest level of education. You will also provide a copy of your active, unrestricted license for every state you hold, a copy of your diploma, and proof of education. If your name differs from your current legal name, include supporting documentation such as a marriage certificate or court order, since your name must match across your license, NPI, and signed documentation. Expect to provide a color copy of a government issued photo ID, proof of citizenship or work authorization, and an ECFMG certificate if it applies to you.
Insurance and the W-9
Most independent evaluation work expects you to carry appropriate malpractice coverage as a contractor. Requirements depend on the role and specialty, so confirm what is needed before you assume your existing policy is sufficient. If you are moving from employment into independent work, your prior coverage may have been carried by an employer, so plan for your own policy as part of getting set up. The W-9 is the easy part. We generate it for you through our secure invoicing system, so it is simple to complete.
Forms and the name matching rule
A few forms are part of credentialing, though they are not required by every Prime. These typically include a contractor rules of behavior form, an authorization form to verify your education, and an FCRA form to run the background check. When you sign, sign exactly as your name appears on your license and NPI. Your name must match on all signed documentation for billing purposes.
Office and accessibility requirements
If your role uses your own office, the space must meet accessibility and safety standards. Some Primes ask for current photos that show it and some do not, and photos are not needed for per diem locations. Either way, it is good to be ready to provide them. The simple rule is that what you see is what you photograph. The photo list usually covers the front of the building, parking with handicap spaces, an accessible entrance with a ramp if needed, an elevator if you are not on the ground floor, the office entrance with signage, the waiting area, an accessible restroom doorway and interior with securely installed grab bars, accessible hallways, a fire extinguisher with a current inspection tag, the emergency exit and evacuation plan, and the exam room doorway and interior. The exam room photo should show your workspace, seating for you and the Veteran, and the exam table lying flat, with disposable paper visible for general medicine. Credentialing teams may request additional documentation beyond this list.
Training
Once your forms are received, your training account is set up and login instructions are provided. There is required Prime and VA training to complete. The training is practical and focused on doing the work correctly and consistently. By the end of onboarding, you should know exactly how to receive an assignment, perform the evaluation, and complete documentation the right way.
Rough timeline expectations
Honest answer: timelines vary, and a lot depends on you. License verification and background checks can take anywhere from a couple of weeks to longer, depending on how quickly licensing bodies respond and how complete your documentation is. Onboarding and training are usually faster once verification clears. The biggest variable is responsiveness. Providers who return requested documents promptly tend to move through in a fraction of the time it takes those who send items piece by piece.
How we coordinate this
You do not navigate this alone. The coordination side exists to guide you through each step, tell you exactly what is needed and when, and keep the process moving so nothing stalls in a queue. We help you assemble documentation, track where you are in verification, and prepare for onboarding so that by the time you are cleared, you are genuinely ready to take your first assignment. We also try to get ahead of requests so the heavier paperwork is already done rather than waiting on you at the last minute. The goal is a process that feels supported and predictable rather than confusing. Please ask questions any time. We are here to help.
Want the full list in one place? Download our Provider Credentialing and Onboarding Checklist.
A few tips to keep it smooth
Providers who move through quickly tend to do a few simple things well. They respond to requests the same day when they can, since most delays come from items sitting in an inbox rather than from the checks themselves. They keep a single organized folder of digital documents so nothing has to be hunted down twice. They flag anything unusual in their history early, rather than letting it surface in the middle of a review, because a known item is easy to address while a surprise can stall things. And they ask questions when something is unclear instead of guessing. None of this is complicated, and all of it shortens the path between your first conversation and your first assignment. Think of credentialing as the foundation that makes everything afterward run smoothly, and a little organization up front pays off through the entire engagement.