The document outlines the process for handling employee license and certification expirations at a hospital. It describes running a monthly report to identify expirations from the previous and current months. It provides details on sending expiration notices via email to employees and supervisors at various intervals leading up to and after the expiration date to ensure licenses and certifications are renewed on time. The final section lists common websites for verifying license and certification status for different roles.

1. Clinical Employee
Expiration Notice
At the beginning of each month, run an expiration report from Lawson referencing the step-by-step process
outlined in “Lawson Process- Expiration Reports”.
MONTHLY EXPIRATION REPORT:
This report will mirror the certifications that expired during the previous month and will reflect
licenses/certifications that will expire during the current month and the following month. Highlight the
current month expirations.
1. When reading the report, first identify all certifications that will expire during the current month.
Then take note of licenses or certifications that expire on dates that do not fall on the last day of the
current month, rather the beginning or middle of the upcoming month. In this case, group them with
current month notifications. (Use a method that allows you to clearly and quickly identify all licenses
and/or certifications that will need to be obtained.)
2. The reports indicate the Employee’s Supervisor, Emp. Number, Emp. Name, Job Title, License
Number, License Type/Description, Expiration date, and Comments. The ‘Comments’ section of the
report is used to make helpful memos. “Not req. per job desc” indicates that the certification that has
expired is not required and the license/certification does not need to be obtained on or before the
listed date. Other common notations consist of “FMLA” (Family Medical Leave Act), “Extension
Granted # months”, or “New JD”. Refer to these notations before seeking verification and double
check their validity. (Time frame when it was initially made, who granted extension, is this
certification/license still not required, ECT…)
3. Before the reminders are sent, attempt to obtain on-line / verbal verification on any applicable license
/ certifications / registrations. Please reference the attached page for common web sites.
4. Enter all renewal information into Lawson, and mark those off of the expiration list. If ever
additional information is given by the director or the manager such as, “This employee no longer
requires his/her BLS” make a notation in the comments section to reflect this information and site
your source “per manager”.
Children's Medical Center of Dallas
Created by Allyssa Seider
09/07/2009 14:44 a5/p5 Page 1 of 5

2. Sending out Expiration Notices:
Reminders are sent via e-mail. The time line is as follows:
1. The first notification is sent to the employee and their supervisor during the first three business days
of the new month.
Employee
Supervisor
2. The second is sent to the employee, cc: supervisor of employee, manager, and the HR Consultant in
the middle of the month.
3. The third reminder is a ‘Final Notice’, and it is sent to director, cc: employee, supervisor of the
employee, manager and the HR consultant. It is sent two to three days prior to the expiration date
listed. (See an example on the attached page)
4. The final reminder is a ‘Past Due Notice’, it is sent during the first two business days after the
expiration of certification/license. This notification is sent to the same parties involved in the ‘Final
Notice’.
Copies of updated licenses/certifications/registrations will come in daily; update the employee record
upon receipt. Additionally, continue to obtain on-line/verbal verifications on any lic/cert/reg that
were not previously renewed. If ever you are unsure if a license, certification, or registration should
be obtained send out the notification(s) and ask for further clarification from your manger, their
manager, and/or their director. When in doubt, send it out!
Children's Medical Center of Dallas
Created by Allyssa Seider
09/07/2009 14:44 a5/p5 Page 2 of 5

3. INITIAL NOTIFICATION:
To: Employee
CC: Direct supervisor of employee
As a reminder, your NAME OF CERTIFICATION will expire at the end of MONTH. Please fax a copy
of your signed renewal along with your employee number before the end of the month to: Human Resources,
ext. 1081, ATTN: YOUR NAME. I will update your file upon receipt.
Human Resources Policy 2.06 states that it is the responsibility of each employee, including contract
employees, to maintain current licensure, registration, or certification as required by his/her job function.
Failure to do so will result in disciplinary action up to and including termination.
If you prefer to scan the document(s) to send via E-mail, please send to my E-mail address with the subject
line - Last Name, First Name- Certificate Name.
Thanks,
MID-MONTH E-MAIL:
To: Employee
CC: Direct manger or team leader of employee, supervisor of team leader or manager and HR Consultant
As a reminder, your NAME OF CERTIFICATION will expire at the end of MONTH. Please fax a copy
of your signed renewal along with your employee number before the end of the month to: Human Resources,
ext. 1081, ATTN: YOUR NAME. I will update your file upon receipt.
Human Resources Policy 2.06 states that it is the responsibility of each employee, including contract
employees, to maintain current licensure, registration, or certification as required by his/her job function.
Failure to do so will result in disciplinary action up to and including termination.
If you prefer to scan the document(s) to send via E-mail, please send to my E-mail address with the subject
line - Last Name, First Name- Certificate Name.
Thanks,
Children's Medical Center of Dallas
Created by Allyssa Seider
09/07/2009 14:44 a5/p5 Page 3 of 5

4. FINAL NOTICE:
To: Supervisor of team Leader or manager
CC: Employee, direct team leader or manager of employee and the HR Consultant
Earlier this month, we sent reminders via GroupWise to NAME OF EMPLOYEE, ID #XXXX, informing
him/her of an expiration due by the end of MONTH. I am requesting your assistance in obtaining an updated
NAME OF CERTIFICATE. Please fax a copy to extension 1081, attention YOUR NAME, so that we may
update his/her file prior to the expiration date. However, if this is no longer a requirement of their job
description, please notify me immediately and forward a copy of their current, signed job description.
According to Human Resources Policy #2.06, it is the responsibility of each employee, including contract
employees, to maintain current licensure, registration, or certification as required by his/her job function.
Failure to do will result in disciplinary action up to and including termination. Furthermore, no employee
may work without a valid license, registration, or certification as required by his/her job function.
If you prefer to scan the document(s) to send via E-mail, please send to my E-mail address with the subject
line - Last Name, First Name- Certificate Name.
Thank you for you assistance.
PAST DUE NOTIFICATION:
To: Supervisor of manager or team leader
CC: Employee, direct manager or team leader of employee and the HR Consultant
Please be advised that according to our records, Jane Doe's BLS certification expired on 03/31/2009. Since
this license/certification is a requirement as defined by the job description on file, he/she may not be allowed
to work in order for your department to remain compliant with Joint Commission Standards and Children's
Human Resources Policy 2.06.
Please confirm that she will not be scheduled to work on the floor effective 04/01/2009 until the certification
submitted to our office is current, or please submit an updated signed job description stating this is no longer
a requirement.
Thanks for your assistance,
Children's Medical Center of Dallas
Created by Allyssa Seider
09/07/2009 14:44 a5/p5 Page 4 of 5

5. COMMON WEBSITES:
- http://www.bne.state.tx.us/ (Texas Nursing License)
- http://www.tsbde.state.tx.us/index.php?option=com_content&task=section&id=6&Itemid=38
(Dental Hygienist or Dental Assistants)
- http://www.dads.state.tx.us/providers/NF/credentialing/sanctions/index.cfm (Texas Department of
Aging and Disability Services)
- http://legateway.dshs.state.tx.us/datamart/mainMenu.do;jsessionid=NCPKOLJBCHFH (Texas
Department of State Health- Paramedics, Respiratory Care Practitioner, ECT…)
- http://www.arrt.org/index.html?content=http://www.arrt.org/nd/arrtdirectory.ndm/search&iframe
(American Registry of Radiologic Technologist)
- http://www.ecptote.state.tx.us/ (Occupational Therapist and Physical Therapist)
- http://www.tsbp.state.tx.us/DBSEARCH/default.asp (Texas Pharmacist, Pharmacy Technicians)
- https://secure.eatright.org/CGI-BIN/LANSAWEB?
WEBEVENT+RB06319244267D400AFEA031+PRD+ENG (Dietitians)
Children's Medical Center of Dallas
Created by Allyssa Seider
09/07/2009 14:44 a5/p5 Page 5 of 5