Free · Excel & Google Sheets
Free Provider Credential Matrix & Credentialing Tracker (Excel & Google Sheets)
A free credentialing spreadsheet for medical groups, clinics and dental practices: one row per clinician per state with license, DEA, state CSR, board certification, malpractice, BLS/ACLS, CAQH attestation, hospital privileges and payer recredentialing dates. Each date is color-coded, every row shows the next item due and the provider’s worst status, and a Matrix sheet puts every provider on one screen.
In the file
6 sheets · 906 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Providers
- Matrix
- Dashboard
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (2 KB) has the same columns and example rows, without formulas or colors.
Preview
The tracker sheet, with example rows
This is the color logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
provider-credential-matrix-us.xlsx
| Provider | Next item due | Next due date | Act-by date | Days left | Status |
|---|---|---|---|---|---|
| Example – Alex Sample | CAQH re-attestation | Oct 29, 2026 | Sep 14, 2026 | 31 | Due ≤90 days |
| Example – Alex Sample | State license | Jan 31, 2028 | Dec 17, 2027 | 490 | OK |
| Example – Jo Placeholder | Malpractice | Sep 30, 2026 | Aug 1, 2026 | 2 | Due ≤30 days |
| Example – Chris Demo | CAQH re-attestation | Dec 18, 2026 | Oct 19, 2026 | 81 | Due ≤90 days |
| Example – Sam Example | CAQH re-attestation | Jan 29, 2027 | Nov 30, 2026 | 123 | OK |
1 due ≤30 days, 2 due ≤90 days, 2 OK. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
One row per provider per state
The license, DEA and CSR on a row belong to the same state. A provider practicing in a second state gets a second row with the same name.
Copy each date from the primary source
The state board lookup, the DEA certificate, the insurer’s certificate, the card itself, the CAQH portal, the medical staff office letter, the payer’s notice. Leave a date blank if it does not apply.
Review the Dashboard and Matrix weekly
The Dashboard counts each credential type by status and lists the next 10 items. The Matrix prints every provider and credential on one page for a committee or team review.
What’s inside
- Start here
- How to use it in three steps, the colour key, what every column means and the official sources.
- Providers
- Provider credential matrix (one row per provider per state). Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Matrix
- Credential matrix: every provider and credential on one screen, colour-coded.
- Dashboard
- Counts by status, the next 10 dates and extra counts per item, as of today.
- Import to ExpiryEdge
- One row per dated item in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colors carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves. Columns marked required are the ones the import sheet needs.
| Column | What to enter | Type |
|---|---|---|
| Provider | Full name, spelled the same way on every row. Practicing in two states? Add a second row for the second state. | Input · required |
| Provider type | MD, DO, NP, PA and so on. Edit the list on the Lists sheet. | Input |
| NPI | National Provider Identifier (10 digits). Type it as text so leading zeros stay. | Input |
| Specialty | Main specialty. | Input |
| License state | State of the license on this row. The DEA and CSR columns on the same row should be for the same state. | Input |
| License no. | As shown on the state board lookup. | Input |
| License expiry | Expiry date from the state board lookup (verify at the primary source, not from a copy). | Input |
| DEA no. | DEA registration number for this state. DEA requires a separate registration in each state where the practitioner prescribes. | Input |
| DEA expiry | Expiration date on the DEA registration certificate. Leave blank if the provider does not hold one. | Input |
| State CSR no. | State controlled substance registration, if the state issues one. | Input |
| CSR expiry | Leave blank if it does not apply. | Input |
| Board / specialty | Certifying board and specialty, as the board lists it. | Input |
| Board cert. expiry | Certificate end date, or the next continuing-certification deadline the board shows. Leave blank for lifetime certificates. | Input |
| Malpractice carrier | Insurer named on the certificate of insurance or face sheet. | Input |
| Policy no. | As printed on the certificate. | Input |
| Coverage form | Claims-made or occurrence, as stated on the policy. Matters when a provider leaves: ask your broker about tail cover for claims-made policies. | Input |
| Malpractice expiry | Policy expiration date. | Input |
| Life support | BLS, ACLS, PALS and so on: the card your facility or payer requires. | Input |
| Life support expiry | Expiry on the card. If the provider holds two (BLS and ACLS), use the earlier date or add the second in Notes. | Input |
| CAQH ID | CAQH Provider ID from the DataSpring (formerly CAQH) Provider Data Portal. | Input |
| CAQH last attested | Date the profile was last attested. | Input |
| Attest cycle (days) | Blank = 120, the attestation cycle DataSpring (formerly CAQH) states for its Provider Data Portal. Change it if the portal shows a different due date. | Input |
| CAQH re-attest due | Calculated. Last attested + the cycle (120 days unless you change it). | Calculated |
| Hospital / facility | Where the provider holds privileges. | Input |
| Privileges reappointment due | Reappointment date from the medical staff office letter. One row per facility if there are several, or use the earliest. | Input |
| Payer(s) | Payer whose recredentialing date is in the next column. | Input |
| Payer recredentialing due | Date from the payer’s recredentialing notice or portal. Several payers? Use the earliest and list the rest in Notes. | Input |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Next item due | Calculated. Which credential has the earliest date on this row. | Calculated |
| Next due date | Calculated. The earliest of the nine credential dates. Blank dates are ignored; "Check date" means a date was typed as text. | Calculated |
| Act-by date | Calculated. Next due date minus the lead time. | Calculated |
| Days left | Calculated. Days until the next due date; negative once it has passed. | Calculated |
| Overall status | Calculated. The provider’s worst status: Expired, Due ≤30 days, Due ≤90 days or OK, from the earliest date. | Calculated |
| Credentialing contact | Who chases this provider’s renewals. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Credential file link | Link to the provider’s credential file or folder. | Input |
| Notes | Anything the next person needs to know. | Input |
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
CAQH re-attestation · A. Sample, MD
ValidOwner
Credentialing team
Expires
Feb 26, 2027
Reminders before expiry
90d
60d
30d
7d
Due
Provider credential matrix: questions, answered
Licenses are issued state by state, and DEA requires a separate registration in each state where a practitioner handles controlled substances (DEA Diversion Control registration FAQ). Keeping a state’s license, DEA and controlled substance registration on one row keeps them together. The name, board, malpractice and CAQH columns can stay blank on the second row.
Last attested date plus 120 days. DataSpring, the new name for CAQH, says clinician profiles in its Provider Data Portal (formerly ProView) are maintained on a 120-day attestation cycle. If the portal shows a different due date for a provider, change that provider’s cycle in the "Attest cycle (days)" column.
Each of the nine dates is colored on its own. The overall status comes from the earliest date on the row, so a provider with one expired item shows as Expired even if everything else is fine. "Next item due" names that credential.
Because cycles differ by state board, specialty board, facility bylaws and payer contract, and the date on the document is the one that counts. The sheet only calculates the CAQH date, from a cycle you can change. Everything else is copied from the source, ideally the issuing body’s own lookup.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
No. A spreadsheet only changes when someone opens it, so the colours are only as good as your habit of checking. Put a weekly calendar slot on it, or move the credentials into a tool that sends the reminders for you.
It turns every dated credential into its own row in the ExpiryEdge bulk-import columns (one provider can produce up to nine rows), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet. Nothing is sent anywhere by the file itself.
A free template, not legal advice. It tracks the dates you enter; it does not decide which licenses apply to you. Check requirements against the official source for your situation.