Imagine this: you arrive at your assignment orientation, ready to go. But hospital credentialing flags a missing certification or an expired license.
Your start is delayed, paperwork piles up, and the hospital scrambles for coverage. All because one small document was overlooked.
That scenario is surprisingly common. The better your preparation, the fewer surprises you will face, and the faster you will get from “offer accepted” to “on duty.” This practical checklist is designed to help you gather and organize the essential locum tenens documents that every physician or advanced practice clinician should have readily available.
You will want both a digital and a hard-copy version of this list. Ideally, you update each quarter. If you are missing a document, the links provided below will assist you in requesting or downloading an official copy.
Table of Contents
Core Documents Every Clinician Must Have
Before you can accept a locum tenens or moonlighting assignment, certain documents are non-negotiable. These core credentials form the foundation of every clinician’s application and must be current, well-organized, and readily available:
- Education and training proof: CV or resume, medical school, residency, or fellowship diplomas, and training completion certificates
- Licenses and board certifications: active state medical licenses, board certification(s), and DEA registration if applicable
- Certifications: BLS, ACLS, PALS, ATLS, NRP, or other specialty-specific certifications
- Identification documents: government photo ID such as driver’s license or passport, NPI number, visa or work permit if relevant
Once you have these basics in place, turn to health records, references, malpractice coverage, and regulatory paperwork. These additional items often determine how quickly you can move through credentialing.
Health, Immunization, and Safety Records
- Immunization history, including COVID-19 and flu
- TB test results
- Recent physical exam documentation
- Drug screen results, if required
References, Malpractice, and Background History
- Three to five professional references, such as supervisors, department chairs, or peers
- Proof of current or prior malpractice insurance
- Background check authorization or results
- Disclosure of disciplinary history, if applicable
Regulatory, Tax, and Employment Documents
- Completed W-9 form for 1099 contractors
- Business license if operating as an independent entity
- Standard onboarding or credentialing packet required by hospital systems
- Contract templates, agreements, or employment forms
Each category plays a crucial role in advancing your application. Credentialing offices operate under tight timelines, and missing even a single item, such as an expired certification or an outdated license, can bring the process to a halt. When your documents are complete and current, it signals that you’re ready to onboard without delay, making you a stronger candidate in the eyes of hospital reviewers.
Organization Tips and Best Practices
Preparation is not just about gathering documents; it’s also about organizing them effectively. Consider these habits:
- Keep both hard and digital copies of all documents.
- Use secure cloud storage services such as Dropbox, Google Drive, or OneDrive, and organize your files into clear folders labeled with categories like “Licenses,” “Certifications,” “Health Records,” and “References.”
- Track expiration and renewal dates for licenses, certifications, and health checks.
- Set calendar reminders 90, 60, and 30 days before renewals.
- Immediately scan or photograph any new documentation and add it to your files.
These steps will make you more responsive when new locum opportunities arise.
Useful External Resources and Official Portals
To help you stay organized, we’ve compiled these reputable sites where physicians and advanced practice clinicians can request, verify, or download official documentation:
AMA Physician Profiles Hub
Request education, training, license, and certification profiles.
DEA Diversion Registration
Apply, renew, or request reprints of your DEA certificate.
DEA Duplicate Certificate Request
Replace lost or missing DEA registration certificates.
ABMS Board Certification Verification
Confirm your board certification status.
State Medical Board Portals
Each state has license look-up and document request tools.
AANP DEA Guidance
For nurse practitioners prescribing controlled substances.
Downloadable Locum Tenens Document Checklist
We have created a printable checklist that captures all these requirements in one place. Use it as a pre-flight tool before applying to any locum assignment.
Frequently Asked Questions
Can I work locum tenens in multiple states with one license?
No. You’ll need an active medical license for each state where you plan to work. If those states are part of the Interstate Medical Licensure Compact (IMLC), you may be eligible for expedited processing.
How recent should physician references be for locum tenens credentialing?
Most hospitals and health systems require references from the past 24 months. The strongest references come from clinical supervisors, medical directors, or department chairs who can speak to your recent performance.
What should I do if I’m missing a credentialing document?
Don’t wait. Missing or outdated documents are one of the leading causes of locum tenens onboarding delays. Start retrieving licenses, certifications, or references as soon as possible to avoid credentialing holdups.
How far in advance should I prepare locum tenens paperwork?
Begin gathering and updating documents at least 60 days before your start date. Many hospitals require 4 to 8 weeks to complete credentialing, verify references, and confirm licensing across states.
Ready to Get Started? Let’s Make Onboarding Simple
Being prepared with your documentation is about more than convenience. It shows hospitals that you are professional, organized, and ready to start. It also frees you to focus on your work and your patients rather than chasing paperwork.
OnCall Solutions specializes in making this process seamless. Whether you are a physician, nurse practitioner, or physician assistant, we remain your trusted medical staffing and hospital practice partner, helping you onboard efficiently and focus on delivering high-quality care.
Need help with credentialing or onboarding? Contact OnCall Solutions today.