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The importance of date stamps

Credentialing Resource Center Connection, March 27, 2003

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Dear Credentialing Colleague:

The following scenario played out last month and was brought to my attention last week.

After her lunch break, a medical staff services professional (MSSP) retrieved a physician's application from her "to do" file. She remembered this file had been held up because she hadn't received the required reference letters. But when she opened the thick, multi-pocketed file folder, she discovered that the reference letters were indeed there. She figured her co-worker must have received and filed them. "Good," she thought. "Now this one can go to the department chair."

But upon reviewing the reference letters and completed questionnaires, she noticed that they didn't display the standard "date received" stamp used in her office on every incoming credentials document. She assumed this step simply had been overlooked, so she called her co-worker to double-check. The co-worker said that she hadn't filed or received any such reference letters or questionnaires.

After considerable investigation, the MSSP discussed and reviewed the situation with all medical staff office personnel. The hospital reached a preliminary conclusion, suggesting that someone other than an MSSP had inserted the reference letters and questionnaires into the file. This prompted the hospital's chief executive officer to call the individuals who might have completed those letters.

To make a very long, complicated story short, it turned out that the physician applicant himself had filled out the questionnaires. When confronted with this information, the physician stammered that he had received the references at home, so he delivered them to the office personally. Finding no one in the office, he placed the letters in his file, which he said was sitting on the desk in plain view.

The hospital terminated the application process for this applicant. The MSSP handled this situation very well. It just goes to show how important it is to date-stamp every piece of paper placed in the credentials file.

That's all for this week.

All the best,

Hugh Greeley

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