CAQH ProView for Employers: Setting Up New Clinicians and Keeping Them Attested

CAQH ProView — formally the CAQH Provider Data Portal, reached at proview.caqh.org — is free for providers to use. caqh.org now brands itself “DataSpring, powered by CAQH”; CAQH’s hosted user guides still describe ProView at proview.caqh.org.

It is not a payer, and it credentials no one.

The participating organizations your clinician authorizes pull the profile from it and run their own credentialing under their own standards — a complete, attested profile is the data package each plan pulls from, and it is never proof of network participation by itself.

The economics are the point.

Your clinician maintains one profile, and the organizations they authorize pull from it; your office gets the same economy on its side, because the Practice Manager Module lets you enter the data common to all your providers once instead of once per clinician.

Two roles matter to a group practice: the clinician owns the profile, and the practice works alongside them in the Practice Manager Module, which is built for office managers and holds the data that is identical for everyone you employ.

CAQH is also one gate in a longer ramp — NPI, Medicare enrollment, CAQH, then each plan’s panel.

What is actually published about how long that ramp takes belongs to the credentialing timeline guide; this page stays inside CAQH itself.

Registration happens at proview.caqh.org/pr and asks for the clinician’s Social Security number, NPI, DEA number, license state and license number, with a checkbox to tick for any they do not hold — a counselor without a DEA number ticks the DEA box.

When registration is complete, CAQH emails a CAQH Provider ID.

An NPI is not strictly required to register, but plans will require one to credential the clinician, so treat it as required in practice; and because the identifiers are personal, registration belongs to the clinician, not to your office.

A hire who has used CAQH ProView before may already hold a profile and a Provider ID — registration is for clinicians who never have.

Either way, the practice-side steps are the same: collect the ID at offer stage or on your onboarding form, add the clinician to your practice manager list, and stage your shared data before they complete the profile.

For a first-time profile, CAQH’s process runs in order:

1. Register with the system.
2. Complete all application questions.
3. Review the profile for accuracy.
4. Authorize participating organizations to access it.
5. Attest to the profile.
6. Upload supporting documents.

Your practice manager account can find a provider by name, CAQH Provider ID or NPI, so the ID is what to keep in the credentialing file — it is the handle your list searches on.

The Practice Manager Module, at proview.caqh.org/pm, exists for exactly the group-practice problem: data that is identical for every provider should not be typed once per clinician.

An office manager enters the credentialing contact, practice locations, hospital affiliations and professional liability insurance once, then exports that data to providers’ profiles.

The export stages the data; it does not finish anything.

The clinician logs into CAQH ProView, reviews the available exported data, chooses to import it, completes any remaining required fields plus the authorization section that gives health plans access, and attests.

CAQH’s guides put those final steps with the provider — your staff can prepare everything up to that line, but the clinician crosses it.

Accounts carry two user roles: an Administrator, who can add other Administrators or Basic Users, and Basic Users, who cannot add or edit users.

Keep at least one in-house Administrator even when a credentialing vendor works in the account, so you can add and remove users yourself.

Two more settings pay off later.

A profile can list multiple credentialing contacts by location — practice location or hospital affiliation — so name your own credentialing staff on your clinicians’ profiles.

And the module maintains state-specific lists that drive state-mandated form questions, so keep those lists current for every state where your clinicians practice.

Attestation is a cycle, not a one-time signature: CAQH requires re-attestation every 120 days, with 180 days for Illinois providers.

CAQH emails re-attestation reminders to the provider’s primary email and to any additional email contacts on file, starting 15 days before expiration — add your practice’s credentialing inbox as one of the additional contacts so the reminders land in a monitored inbox instead of a clinician’s personal account.

Miss the date and the profile drops to Expired status the day after re-attestation was due.

CAQH then sends notices the day after that, and again at 14, 28 and 42 days — the last a final notice.

The guide stops there: it does not say what an individual plan does with an expired profile.

That is each plan’s call, so check your payer agreements.

Treat every re-attestation date as a hard deadline and track it yourself.

For a group, the practical failure mode is a file that was complete at hire and quietly lapsed a few months in — nobody was watching the calendar.

Put each clinician’s re-attestation date in your own credentialing tracker the week they attest, and do not rely on the clinician’s inbox alone.

CAQH reviews every uploaded supporting document within approximately 48 hours and rejects the ones that fail: illegible copies, documents missing a date or a signature, more than one document combined into a single file, expired documents, and anything uploaded under the wrong document type.

A rejected document has to be corrected and resubmitted.

Watch the date rules, because CAQH has two different 120-day rules and they are easy to confuse.

The re-attestation cycle is one.

The other: a signed supporting document must be submitted within 120 days of its signature date, and anything older will not be accepted, however valid the document itself is.

A liability certificate signed during the clinician’s previous job can be too old to upload at hire — request a current copy instead.

Currency matters beyond signatures.

If the professional liability insurance or state license on the profile has expired, CAQH prompts the clinician to update those details before they can attest.

Build the sequence into your calendar: at each re-attestation, the clinician updates the license and liability-insurance details and uploads the current documents first, then attests.

When a new hire’s CAQH file is not moving, check these first:

• Registration without an NPI. The portal lets a clinician register without one, but plans will require the NPI to credential — confirm it is on the profile before any plan pulls the file.
• Exported data nobody imported. Practice Manager data is staged, not applied; the profile is not done until the clinician logs in, imports it, completes the authorization section and attests.
• A document that failed review. Illegible scans, missing dates or signatures, multiple documents in one file, expired documents and wrong document types are all rejected at the 48-hour review.
• A signed document older than 120 days. CAQH will not accept it regardless of the document itself; request a freshly signed copy.
• An expired license or liability policy. CAQH blocks attestation until those details are updated on the profile.
• A lapsed re-attestation. Reminders go to the email addresses on the profile — if your credentialing inbox was never added as an additional contact, the first sign of trouble is an Expired status.

All of these run through the clinician’s profile — the fix is a login, the right document or data, and a fresh attestation.

Credentialing is one workstream of many that come with each hire — the behavioral health hiring hub collects the rest, from screening to pay structures.