FEDERATION CREDENTIALS VERIFICATION SERVICE (FCVS)

Information For Programs — Closed Residency Programs
In January 2002, FSMB contacted ACGME with concerns that when programs close the resident records are often difficult to locate or have been destroyed. The Federation Credentials Verification Service (FCVS), a division of the FSMB, performs credentialing verification for physicians seeking licensure. Once FCVS has collected the credentials of a physician, those records are permanently maintained and stored so the physician is able to access them whenever he or she wishes. Both the physician and FSMB become frustrated when his or her residency records are unobtainable and therefore, he or she cannot get licensed. At this time, ACGME agreed to allow us to post our message regarding records retention on their website. Read the full message here.

The Federation of State Medical Boards has been in existence since 1912. One of the largest functions the Federation performs is data retention and dissemination for our member state medical and osteopathic boards. It just seemed natural that our organization could retain the resident's records for future use.

Our proposal is to accept the records from your program at no charge (other than your cost to ship the records to us). We will then permanently and safely store those records. We will then release only pertinent information to entities that the physician has provided us with authorization to do so either directly or through an authorization release form he/she has signed with the querying entity.

Procedures for Your Program to Utilize FSMB Resident Records Retention

• Develop an Agreement to send us for signatures. Click here for a Sample Agreement.
• Think through how you will let interested parties know that FSMB maintains the records (maybe the hospital's Web site or the sponsoring medical college's website).
  • We will notify JCAHO, NCQA, URAC, AHA, NAMSS, ACGME, AMA, AOA, and of course, our member state boards.
  • You should either notify your former residents of where their records will be stored or provide FSMB with a current mailing list of your former residents and we will contact them.
• Send us the records at any time. We recommend that a definitive cut-off date be implemented to advise querying entities (hospitals, managed care companies, etc.) of the transformation (e.g., "We will begin sending resident records to the Federation on ___, 201_. All records will be shipped to the Federation as of _____, 201_. During this period, ____________ residency program will be unable to assist you with your credentialing verification inquiry requests" - or something to that effect).
• FSMB will need to collect the following documentation from your Program.
  • The originals records as they exist now (normally in a paper format).
  • Information on any problems the resident may have had while enrolled in the program (e.g., probation, discipline, leave of absence approved or unapproved, etc.).
  • Information on the program itself - inception date of the program, accreditation dates and by whom, list of the program directors by year(s).
  • Records of those residents who did not complete the program - yes we keep those records as well.
• Also, we prefer to have the records cataloged and sent under separate cover. That way, when we receive the records, we can cross-reference the records to the catalog to ensure we received all of the records.
• Send the records to us in a secure box (waterproofed and sealed is our suggestion) and indicate on the outside of the box the files contained in that box (i.e., 1998 A-G).

Program FAQs

• How long should a resident program keep resident records?
  Residency records should be kept for the life of the physician. Without primary source verification of a resident's records, the physician may end up unable to obtain a license or hospital privileges or a variety of other needs may go unmet. Many physicians continue to practice into their 80's and need access to their resident records.
• Who will accept the Federation's verification of our resident's as being equivalent to primary source verification?
  The Federation has consulted with JCAHO, NCQA, URAC as well as state medical boards and has determined that verification of a physician's credentials by the Federation on behalf of a closed program does meet the primary source verification requirements of each of these organizations.
• What other issues should I keep in mind for closure of the residency program?
  For more information, read "What to Do When Faced With the Closure of a Family Practice Residency".