The most compliance-heavy placement type deserves better than a spreadsheet.
- Requirement sets defined per client, tracked per placement
- Automated expiration alerts across licenses and certifications
- AI extraction with the source document attached to every suggestion
- Facility-visible packet status in the client portal
Capabilities
Credentialing, tracked to the item
Checklists per client
Every facility asks for a different packet. Define the requirement set once per client and Thotara tracks it per placement.
Expirations that warn you early
Licenses, DEA, BLS/ACLS, competencies, immunisations and TB — each with automated alerts before they threaten a scheduled shift.
AI document extraction
Upload a license or certificate and the issue date, expiration, number and state are read off the document for a reviewer to confirm.
Licensure board lookups
Check published state board status and surface discrepancies against what the provider reported.
Packet assembly
Assemble the submission packet from the document vault, track what was sent, and record the facility's response.
Secure document vault
Private storage with signed, expiring access. Sensitive documents are reveal-logged, not casually browsable.
Gating before go-live
An assignment can't quietly go live with an open compliance item — the pipeline holds until the checklist clears.
Audit-ready history
Who uploaded what, who verified it, when a packet went out and when the facility cleared it — retained and exportable.
Tracked out of the box
The items you'd otherwise build by hand
- State medical licenses, compact status and expirations
- DEA registration and state controlled-substance registrations
- Board certification and recertification cycles
- BLS, ACLS, PALS, ATLS and specialty competencies
- Immunisation records, TB screening and fit testing
- Malpractice coverage, claims history and tail requirements
- NPDB, OIG/SAM exclusion and sanction checks
- Facility-specific forms, attestations and EMR training
Why timelines stop slipping
Every requirement carries an owner, a due date derived from the facility's privileging lead time, and an alert schedule. Coordinators work a queue instead of a memory, and the assignment's go-live date is calculated from the real credentialing window rather than optimism.
When something is missing, the provider gets a task in their own portal with the exact document requested — not a forwarded email thread.
Questions
What credentialing teams ask first
Does it replace our credentialing spreadsheet?
That is the point. Requirements, documents, verifications, expirations and packet status live on the placement record, so recruiting and credentialing look at the same truth.
Can the facility see status without emailing us?
Yes. The client portal shows candidate credentialing status per requirement, so coordinators stop asking for updates by email.
Who reviews what the AI reads off a document?
A credentialing user always does. Extraction produces a suggestion with the source document attached; accepting it writes the field and logs who accepted.
What about providers who credential at several facilities?
Documents live once on the provider record and are reused across every packet, while each facility keeps its own requirement checklist and status.