Why Credentialing Matters
No credentialing, no insurance billing. It’s that simple. The credentialing process proves your practice, providers, and facilities meet the carrier’s standards. It takes time — a lot of it — but skipping it isn’t an option. Most TMS patients use insurance, and being out-of-network cuts your patient volume dramatically.
Timeline
Plan for 3–6 months from application to active status. Start well before you plan to see your first patient.
| Carrier Type | Typical Timeline |
|---|---|
| Medicare | 60–90 days |
| Medicaid (by state) | 90–120 days |
| BCBS | 90–150 days |
| Aetna | 60–120 days |
| Cigna | 90–120 days |
| UnitedHealthcare | 90–150 days |
| Humana | 60–90 days |
What You Need
Provider Documentation
- Medical license (current, state-specific)
- DEA certificate
- Board certification (ABPN for psychiatry)
- NPI number
- Malpractice insurance certificate that names TMS procedures
- CV/resume
- Work history (minimum 5 years)
- Hospital privileges letter (if applicable)
- Background check authorization
Practice Documentation
- Tax ID (EIN) and W-9
- Business license
- Facility lease or ownership documentation
- TMS device documentation (FDA clearance, serial number, maintenance records)
- CLIA waiver (if performing any lab tests)
- HIPAA compliance policies
- Liability insurance certificate for the practice
TMS-Specific Requirements
Some carriers want more:
- Proof of TMS-specific training or certification
- Device manufacturer training certificates
- Treatment protocols and clinical policies
- Supervision structure (who oversees your technicians)
Step-by-Step Process
1. Get Organized (Week 1–2)
Gather every document before you touch a single application. One missing piece can set you back weeks.
2. CAQH Registration (Week 2–3)
Most carriers pull from CAQH ProView as their primary credentialing database. Complete your CAQH profile first — it feeds into multiple carrier applications and saves you from repeating yourself.
3. Medicare Enrollment (Week 3–4)
Apply through PECOS (Provider Enrollment, Chain, and Ownership System). Medicare tends to move fastest and often unlocks Medicaid in many states.
4. Commercial Carrier Applications (Week 4–8)
Apply to each carrier individually. Prioritize smart:
- Which carriers cover the most lives in your area?
- Which carriers have the fewest in-network TMS providers? (That’s less competition for you.)
5. Follow Up Relentlessly (Ongoing)
Credentialing departments are buried. Call every 2 weeks. Write down the date, the rep’s name, and the reference number every single time.
6. Contract Negotiation (After Approval)
You’ll get a contract once you’re credentialed. Pay attention to:
- Reimbursement rates per CPT code (90867, 90868, 90869)
- Timely filing deadline
- Prior authorization requirements
- Appeal process for denials
Common Pitfalls
- Waiting too long to start — begin credentialing 6 months before you open
- Incomplete CAQH profile — carriers reject applications when CAQH data is missing
- Malpractice policy gaps — make sure your policy explicitly covers TMS procedures
- Not following up — applications sit in queues unless you push
- Accepting default rates — carrier rates are negotiable, especially if TMS providers are scarce in your area
Getting Started
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