Personal Tips For Success: Maintaining Current Licensure

All physicians who practice in the state of Louisiana are required to maintain three different licenses: a Louisiana state medical license, a Louisiana state narcotics license, and a federal Drug Enforcement Administration license. An expired license can result in the suspension of privileges to practice medicine. While the task of filling out the form, writing a check and sending them in to the licensing agency seems simple, a number of problems can happen along the way.

The renewal process is hindered for many physicians by the short turnaround time required by the agencies. Most renewal applications are sent out only forty-five days prior to the expiration date. As with any public agency, errors are made in processing both the application form and the payment, so it is best to send the renewal application and check by return mail the same day it is received. This method may seem extreme, but in the event of problems, early submission allows enough time for corrective action if needed. All physicians are urged to submit their renewal applications quickly and early, as the renewal process cannot wait until the expiration date to begin. Most license renewals require a MINIMUM of three to four weeks for processing.

Many physicians find that they receive their new licenses on or even after the renewal date, particularly if the application was submitted close to the expiration. The delay in processing is especially long during busy times such as July when many new graduates apply for licenses and then renew them annually, and the end of the year, when many physicians are trying to "tie up loose ends" for the year by taking care of such paperwork.

To assist physicians in maintaining current licenses without difficulty, here is a quick review of the licensing process.

• The Louisiana state medical license is renewed annually in the month prior to the physician's birthday. For example, if a physician was born in June, his or her renewal date falls in May. The cost of this license is $182.
• The Louisiana state narcotics license is renewed each year on the anniversary of the original issuance. For example, if the original narcotics license was issued in September, the renewal date will always occur in September. The state narcotics license is required to prescribe any narcotic drug. The renewal fee for this license is $20. NOTE: In a recent conversation with the state narcotics licensing office, their staff asked us to ask each of our physicians to enclose a copy of their current Louisiana medical license card with their renewal application for the state narcotics license. Having a copy of the medical license card will help expedite the narcotics licensing office's processing of the renewal.
• The federal Drug Enforcement Administration (DEA) license renewal occurs every three years on the anniversary of the original license date. The federal DEA license is required to prescribe any narcotic. This license fee is $210.

Some of the errors observed by our credentialing staff in assisting physicians with license renewal include forgetting to sign the application or check, neglecting to include the check with the application, writing the check for the wrong amount, or sending the application to an incorrect address. On the other hand, the licensing agencies are also less than perfect. For example, the state cashes checks for narcotics licenses upon receipt, but the actual processing of the renewal may take another two to three weeks after the check clears. Then, the new license may not be received by the physician for an additional two to three weeks.   

Before you seal the envelope and mail your renewal, take a few moments to review the form and your check for accuracy. Make two copies of the renewal form and the check: one for yourself, and one for C & M. Send the C & M copy to our office for our files. Also be sure to have the check number recorded in a handy place in case the check needs to be traced through your bank.     

Applications which are incomplete, unsigned, or submitted with incorrect payments will be delayed, sometimes resulting in expired licenses. An expired license will result in the suspension of medical and/or narcotic prescribing privileges until the license has been renewed.  

As a courtesy to our physicians, C & M's credentialing department tracks the renewal of each license beginning 60 days prior to expiration until the renewed license is received. A reminder letter is sent by the credentialing department 60 days prior to expiration explaining that the renewal is approaching and asking the physician to process the renewal paperwork promptly. Once the 45-day mark passes, letters are sent out every two weeks until the point of three to four weeks away from renewal. At that point, the credentialing department phones the physician to remind him or her to send in the paperwork and mail a copy of the renewal to our office. In addition, our credentialing staff monitors the progress of all renewal applications by speaking with all three licensing agencies a minimum of three times weekly.   

Many C & M physicians utilize our credentialing department's services to process their license renewal applications. The physician need only sign the form and send it to our office with a check issued in the proper amount to the agency, and our staff will complete the application, make copies, and submit it.

After the application has been sent in, verify with your bank that the check has cleared within a few weeks. Then call the agency to determine the status of the license. If your application is not submitted immediately after receipt, it is best to send it to the agency by overnight mail or express service. Be sure to send the form and check to the agency's physical address rather than a post office box.  

If you have questions concerning the renewal of a license, our credentialing staff is happy to assist you. If you need to contact one of the licensing agencies directly, their phone numbers are listed below.

• Louisiana State Board of Medical Examiners: State Medical License (504) 524-6763
• Louisiana Department of Health and Hospitals: State Narcotics License (225) 342-9404
• Drug Enforcement Administration: Federal DEA License 1-800-882-9539 or (504) 840-1063.