Walkthrough
Prototype · sample data

One credential record for physicians and the locum agencies they work with.

Physicians enter each credential once and decide who sees it. Agencies get a verified, current record by grant instead of a new packet for every assignment.

For physicians

Keep licenses, DEA, board certification and malpractice coverage in one record. Reuse it for every application, renewal and assignment.

Ohio and New YorkSix credential typesYou choose who sees it
See how it works for physicians

For locum agencies

Request access to a physician's record. Every credential shows its source, verification date, verifier and expiry.

Read-only by grantTime-boxed accessEvery view logged
See how it works for agencies
Sample record
Dr. Elena Ruiz
Internal medicine
NPI ••••••4302
Ohio renewal
96%
22 of 23 met
Needs action: Duty-to-report CME
OAC 4731-10-02 · not yet logged
Met: License verified
Ohio eLicense · Sep 4 · J.M.
Met: Disclosure questions
Answered Sep 20
Who can see my record
Example Locum Agency
State licenses, DEA, board certification
Ends Oct 31, 2026Revoke
New York Form 1
3/6left
Board certification
ABIM · Aug 28
Answer 2 disclosure questions
Needed for the package

From evidence to application.

A credential is collected once, verified with its provenance and then checked against each board's requirements. Select a station to see what happens at that step.

Physician journeyThe record belongs to the physician at every station.

Collect: one record the physician keeps

The physician uploads certificates and enters each credential once. Work history and disclosure answers are added as the physician's own statements. A physician who works with no organization can still use every station.

Under every step: database access controls and audit history Alongside the journey: expiry, NPPES and LEIE monitoring

See the product.

Two screens from the prototype, both with sample data. Each one opens a guided tour of the screen in the walkthrough.

Physician home screen with sample data for Dr. Elena Ruiz: record status, two active grants, the Ohio renewal at 22 of 23 requirements, the New York Form 1 checklist and the renewals calendar.

Physician home

Dr. Ruiz sees the status of her record, who can see it, her Ohio renewal and the New York Form 1 checklist on one screen.

Take the physician tour
Example Locum Agency's read-only view of Dr. Ruiz's record under a grant: the grant terms, three credentials verified from primary sources, the sections outside the grant and the date access ends.

Agency view of a granted record

Example Locum Agency reads the same record under Dr. Ruiz's grant. Each credential shows where it was verified, and the date access ends stays in view.

Take the agency tour

Enter a credential once and reuse it everywhere.

The record belongs to the physician. Each credential is entered once and then used for applications, renewals and agency assignments. The physician decides which agencies can see it and for how long.

Enter each credential once

A license entered for a renewal is the same license an agency reads and a New York application uses. Nothing is typed twice.

Ohio medical license35.0XXXXX
Used in
Ohio renewal New York Form 1 package Example Locum Agency grant

Readiness, with the reason for each item

A readiness count always comes with its list. Open items come first, and each one names the rule behind it.

Ohio renewal22 of 23 met
  • Duty-to-report CME, 1 hour
    OAC 4731-10-02 · applies at renewal · not yet logged
    Needs action
  • Active Ohio license
    Ohio eLicense · Sep 4, 2026 · verified by J.M.
    Met

Renewals tracked across every credential

License, DEA registration, board certification and malpractice coverage each have a date. The record shows what expires next.

  • Malpractice coverage
    Expires Oct 31, 2026
    Expiring
  • DEA registration
    Expires Nov 12, 2026
    Expiring
  • Ohio medical license
    Expires Jan 1, 2027 · renewal in progress
    Verified
  • Board certification
    ABIM, internal medicine · MOC current
    Verified

Applications assembled for Ohio and New York

The application package is built from the record. The physician files it on the board's portal.

  • Ohio renewal
    Package built from the record. Filed by the physician on Ohio eLicense.
    Package
  • New York license
    Form 1 is completed on the NYSED portal. We generate the package the physician files from.
    3 of 6 left
  • Medical school certification
    New York Form 2. The physician's section is filled from the record, and the school completes the rest.
    With the school

Read a verified record under the physician’s grant.

An agency asks the physician for access. The physician grants it for a stated scope and period, and the agency reads the current record, read-only, until the grant ends or is revoked.

  1. Request access

    Name the credential types an assignment needs and the purpose. The physician decides what to share.

  2. Read the granted record

    Every credential shows its source, verification date, verifier and expiry. The record is read-only.

  3. Access ends on a date

    Every grant has an end date. The physician can revoke it earlier, and access stops on the agency's next request.

  4. Each view is logged

    Every view is written to the physician's access log. The agency sees its own views as well.

Dr. Elena Ruiz
Internal medicine · NPI ••••••4302 · sample record
Read only
Ohio medical license35.0XXXXX
Verified from primary source · Ohio eLicense · Sep 4, 2026 · verified by J.M.
VerifiedExpires Jan 1, 2027
DEA registrationXX•••••12
Verified from primary source · DEA lookup · Sep 4, 2026 · verified by J.M.
ExpiringExpires Nov 12, 2026
Board certificationABIM
Verified from primary source · ABIM · Aug 28, 2026 · verified by K.T.
VerifiedMOC current
Not in this grant
MalpracticeEducationWork historyScreening results

Every verified fact names its source, date and verifier.

In the prototype, verification is performed by credentialing staff and recorded with its provenance. Two federal registries are checked on a schedule. Board rules are stored with the citation they come from.

Primary-source lookups by staff

A credentialing specialist checks each credential against its primary source. The source, method, date and the specialist's initials are recorded with the result. A correction is added as a new record.

Credential
Ohio medical license
Source
Ohio eLicense
Method
Staff lookup on the board's public site
Date
Sep 4, 2026
Verifier
J.M.
Result
Active, expires Jan 1, 2027

OIG LEIE and NPPES screening

Screening runs as a recurring, dated check. Each run stores a result for every physician, including a clear result. A partial name match goes to a person for review.

  • OIG LEIE exclusions
    Checked Sep 30, 2026 · September file
    Clear
  • NPPES registry
    Checked Sep 30, 2026 · NPI ••••••4302
    Matches
  • OIG LEIE exclusions
    Checked Aug 31, 2026 · August file
    Clear

Board rules cited to the primary source

Each board requirement is stored with the statute or rule it comes from, its URL and its effective date. A rule without a primary citation is never added.

OAC 4731-10-02
Board
State Medical Board of Ohio
Requires
1 hour of CME on the duty to report
Applies at
Renewal and reinstatement
Not at
A first Ohio license

Three kinds of information. Clear provenance.

The record keeps verified facts, the evidence behind them and the physician's own statements separate, so each one shows where it came from.

What a physician holds

State licenses, DEA registration, board certification, malpractice coverage, medical education and graduate medical training. Each verification record is attached to a credential.

What supports a fact

Certificates, forms and captured source pages. Each file is checked for integrity, and one document can support more than one credential.

What a physician declares

Work history, hospital affiliations and disclosure answers. A correction adds a new statement, and the earlier one stays in the history.

What the prototype covers today.

The prototype is built for physicians first, with two state boards and the credentials those boards and agencies ask for.

2state boards
  • OhioInitial and renewal rules
  • New YorkForm 1 package
6credential types
  • State licenseDEA registration
  • Board certificationMalpractice coverage
  • Medical educationGraduate medical training
2registry checks
  • OIG LEIEExclusion screening
  • NPPESNPI registry

Physicians own the record, and agencies read it only under a grant the physician issues. Credentialing specialists record each verification in the staff console. Administrators manage accounts and configuration, and they have no access to clinical data.

This is a prototype with sample data. Nothing on this site verifies a credential, contacts a board or checks a registry live.

Board portals stay with the physician: the prototype prepares packages, and the physician files them.

Talk to us about a pilot: pilots@clinrail.com

Write to us if you would like to examine the prototype for a physician group or a locum agency. We will take you through it with sample data.

See how it works for physicians See how it works for agencies