n8n
Provider Check in n8n
Sample data. Valisthea Psychiatry is a fictional practice, so every name and number is synthetic.
Provider checks go stale because nobody finishes all the lookups in the same month. I built an n8n workflow that does them all once a month and keeps one sheet of who is clear, who needs action and what could not be checked.
46
people checked
- The problem
- Each provider's registry, exclusion, license, DEA and malpractice dates need checking.
- The result
- 46 people checked: 16 clear, 27 action needed, 3 not checked.
What it does
- On the 11th of every month it reads the roster and the sheet, which is its memory of last month. You can also check one new hire with a form.
- It downloads the federal exclusion list once and confirms the file arrived whole.
- It looks up each provider's NPI and compares the name, credential and address with the practice's records.
- It checks license, DEA and malpractice dates: a warning at 60 days, urgent at 30 and action needed once expired.
- It writes one row per person saying exactly what to fix, and emails the credentialing lead the counts with action needed first.
What keeps it safe
- Nobody is marked clear unless every check passed. If a lookup still fails after 3 tries, that check says Not checked and everyone else carries on.
- If the exclusion list is missing, cut short or not the real file, nobody is cleared from it.
- It never says someone is excluded. It says possible match, and a person confirms it on the government site.
- At the end it counts everyone. Clear plus action needed plus not checked must equal the whole roster, or it sends an alert.
How I tested it
- 46 of 46 people matched an answer key I worked out separately, across status, registry result, exclusion result and expiry dates.
- A full run on sample registry and exclusion data, with lookup failures planted on purpose, had 46 people: 16 clear, 27 action needed and 3 not checked. 16 plus 27 plus 3 is 46, so nobody went missing.
- 5 kinds of damaged exclusion list, including one cut off half way through the download, cleared 0 of 46 people.
- 362 rule tests passed. It has not yet been run against the live federal exclusion list.
Built with
- n8n
- Google Sheets
- Gmail
Want one like this for your business?
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