Credential tracking for medical billing firms

Never let a provider go non-billable again

Every license, CAQH date and payer enrollment, for every client practice you serve, ordered by what expires first.

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Free on 1 provider, forever. No credit card, no sales call.

Six credentials, three client practices, one rule

  1. Ruth Vasquez, MDAetna enrollmentCedar Park Family MedicineLapsed 11 days ago
  2. Daniel Okoro, DODEA registrationCedar Park Family Medicine6 days left
  3. Priya Raman, NPCAQH re-attestationNorthgate Pediatrics23 days left
  4. Marcus Bell, MDTexas medical licenseNorthgate Pediatrics47 days left
  5. James Whitfield, MDUnitedHealthcare enrollmentSun Valley Orthopaedics78 days left
  6. Alina Petrov, PA-CMalpractice coverSun Valley Orthopaedics164 days left
Bars are time remaining, drawn to scale on a fixed 90 day rule. Ticks are the alert windows this firm set. Anything left of the line has already stopped being billable.

The arithmetic

A spreadsheet never tells you it has failed

Why does a provider stop being billable?

Before an insurer pays a provider, it has to approve that provider first. Each payer approves separately, on its own portal, with its own forms, and each approval expires on its own one to three year cycle. Multiply that by every provider, then by every client practice you serve, and the result is one tab per practice, colour-coded by hand, updated by whoever remembers. Read the full comparison.

What does a lapsed credential actually cost?

The cost of missing one date is not the date. It is everything that has to happen afterwards, on a clock you do not control. Work it out on your own numbers: the calculator takes yours rather than quoting a headline figure at you.

With RosterSafe

You start renewing while the credential is still good. Alerts land at 90, 60, 30 and 7 days out, and they keep going until somebody resolves the date rather than falling silent. Nothing crosses the line.

Without

Claims deny from the expiry date. Re-enrolling with a payer runs 90 to 120 days, drawn solid then striped for the range, and that clock only starts once somebody notices. Your client usually notices first.

One day scale, drawn to the same rule on both rows. The only lever you hold is which side of the line the work happens on: the 90 to 120 days is not yours to shorten, and every day you take to notice moves the lower band further right.

Put one real provider in and watch where it lands on the rule.

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Read how your data is protected or who builds this.

What it is

Neither a date tracker nor an enterprise suite

Generic license trackers are blind to payer enrollment. Enterprise credentialing suites are quote-only and built for hospitals. RosterSafe is a multi-client deadline engine for the firm doing the paperwork.

Payer enrollment, not only license expiry
The full payer enrollment lifecycle alongside licenses, DEA, board certifications, malpractice, and the CAQH 120-day re-attestation clock. Generic date trackers see half the picture.
Every client practice, one login
Filter to one practice, roll up across all of them, and give a client read-only access to their own roster without exposing anyone else. The database enforces that boundary rather than the interface hiding it.
A roster in, without a month of re-keying
Start from a CSV or pull provider details straight from the free NPPES registry. No eligibility gate, no month of data entry before the product does anything for you.
Never bill a claim for an excluded provider
Your roster is screened against OIG-LEIE and SAM.gov. For a billing firm that is False Claims Act protection, not a checkbox on a feature grid.
The price is on the website
One published rate, one floor, sign up without a sales call. The incumbents in this category are quote-only and priced for hospitals.

Those are the differences. For the whole list, with the actual rules and counts, read everything RosterSafe does.

Moving

See it against a real roster

Sixty seven providers, twelve client practices, and the deadlines in front of them.

The price

One rate, published

One paid plan, one flat rate per provider. No tier to outgrow, no overage, no quote request.

Test drive

Free

$0

One provider, free forever, so you can watch a real date come round and see the alerts fire before you pay for anything. It is a test drive, not a plan to run your book on, and we will not pretend otherwise.

  • 1 provider, free forever
  • Expiration alerts by email
  • Credential and license tracking
  • CSV and NPPES roster import
Try one provider free
The product

Billing Firm

$25per provider / month

$100 / month minimum (about the first 4 providers). The floor only bites below 4 providers.

Billed annually: $250 per provider / year with a $1,000 / year floor. Annual is 10x the monthly rate, so two months are free.

  • Providers across many client practices, one login
  • Staggered-deadline alert engine with delivery you can audit
  • Payer enrollment tracking and CAQH re-attestation dates
  • OIG-LEIE and SAM.gov exclusion screening
  • Document vault, reporting, and full activity trail
  • Owner, credentialer, and read-only client roles
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Worked example

A firm with 20 active providers pays 20 × $25 = $500 per month. You are billed on active providers, so the number moves when your roster does.

Prices in USD. The $100 monthly floor applies to every paid account. Full pricing, the annual rate, and how proration works.

Sources

Where these numbers come from

Checked 7 August 2026. If any of this is out of date or wrong, email [email protected] and it gets corrected.

CAQH re-attestation every 120 days, 180 in Illinois
CAQH's own provider guidance. Missing it suspends payer access to the profile and can silently stall an application in progress. CAQH ProView quick reference.
Payer enrollment takes 90 to 120 days to restore
The range credentialing and enrollment specialists publish consistently, with commercial payers at the longer end. Verisys and Assured both put it there. Note that both are vendors in this category, including one of my competitors.
Roughly 25 payer enrollments per provider
An estimate, not a measured figure. The real number varies by specialty, state, and how many plans a practice participates with, and I have no published source for a category average. It is here to convey the order of magnitude: enough separate approvals, on enough separate cycles, that something is nearly always expiring. Treat the count as illustrative and the shape as the point.
Exclusion screening against OIG-LEIE and SAM.gov
Both are official US government sources, free to search. OIG exclusions, SAM.gov.

Questions people ask before signing up

What does RosterSafe actually do?
It holds every provider on your roster across every client practice you serve, tracks their licenses, DEA registration, malpractice cover, CAQH re-attestation clock and per-payer enrollments, and warns you before any of it expires. It screens the roster against OIG-LEIE and SAM.gov so you never bill a claim for an excluded provider. It does not submit applications or talk to payers for you.
How is this different from a license tracker?
A generic tracker watches dates. It cannot see a payer enrollment, which is roughly 25 separate approvals per provider, each expiring on its own two to three year cycle. That is most of a credentialing coordinator job, and it is invisible to a date tracker. RosterSafe treats the enrollment lifecycle and the CAQH 120-day clock as first-class objects.
We serve many client practices. Does that work?
That is the shape the product is built around. Every client practice is a separate object under your firm, the default dashboard rolls up across all of them, and you can filter to one. You can also give a client a read-only login pinned to just their own roster, which the database enforces rather than the interface hiding.
How do I get my roster in?
Upload a CSV and map your columns, or look providers up by NPI against the free NPPES registry to fill in their details. There is no CAQH participation gate and no eligibility check to clear first, so you can be looking at real deadlines in the first session.
What happens when something is about to expire?
You get alerts at windows you set, defaulting to 90, 60, 30 and 7 days out, by email and in the app. If a date passes without being resolved, the alerts keep going rather than falling silent, because that is the moment the money starts leaking. Every notification keeps its own per-channel delivery record, so whether a given alert actually went out is answerable rather than assumed.
What does it cost?
$25 per active provider per month, with a $100 per month minimum, which works out to a minimum of 4 providers. Annual is billed at 10 times the monthly rate, so two months are free. Before any of that there is a free test drive: one provider, no card, no clock on it. Full detail is on the pricing page, and there is no sales call.
We already outsource credentialing. Is this for us?
It depends which side of that you are on. If you are the firm doing credentialing for client practices, this is the tool you run it on. If you buy credentialing as a service from somebody else and you are happy with them, RosterSafe is not for you, and I would rather say so now than after you have signed up. RosterSafe is software: it does not submit applications, chase payers, or make calls on your behalf.
Is RosterSafe SOC 2 certified?
No, and I am not going to imply otherwise. I have not completed a SOC 2 audit and I do not currently sign Business Associate Agreements. The security page describes exactly what is and is not in place, including database-enforced tenant isolation and AES-256-GCM encryption on SSN and DEA fields.
Can I judge it before I commit a roster to it?
That is what the free test drive is for. Put one of your own providers in, with a real date on a real credential, and watch what the product does as that date comes round. It costs nothing, takes no card, and has no clock on it, so you can judge the alerts on your own data rather than on a description of them.

Put the spreadsheet down

Import your roster, see every deadline across every client practice, and get warned long before anything expires.

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Or read the comparisons: against the spreadsheet you use now, Modio, Medallion, Credentialli, CredyApp, and alongside MedTrainer.