Record Credentials And Track Expiry

A hospital is only ever as compliant as its least-current licence. A doctor whose practising certificate has quietly expired is a clinical and a legal risk, so credentials cannot be a drawer of paper certificates — they have to be recorded against the right regulator, given an expiry date, verified, and then watched. This page covers capturing a credential, keeping it current, verifying it, and reading the org-wide Expiring-Soon board that flags lapses before they bite.

A note on the words. A credential here is a professional licence or registration — a practising certificate from a regulator such as the Medical and Dental Council. The regulator is the body that issued it, chosen from a fixed, typed list (never typed as free text, so the data stays clean). Verifying a credential records that you checked it against the regulator and noted the reference. The status you will see — Current, Expiring, Expired or Unverified — is derived from the expiry date and whether it has been verified.

Who / when: the HR Manager or HR Officer maintains credentials and works the alert board; an Administrator can do everything. We’ll follow Amaka in the HR office and Dr. Eze, whose practising licence she is recording.

Add a credential and verify it (the main path)

1. HR Officer — open Human Resources → Credentialing → Credentials. At the top, search and select the “Employee” whose credential you are recording (here, Dr. Eze). The screen then offers three tabs: “Credentials”, “Documents” and “Memberships”.
2. HR Officer — on the “Credentials” tab, select “Add Credential”.
3. HR Officer — choose the “Regulator” from the searchable regulator picker (a typed list — you select the real body, you never type its name), enter the “Licence Number”, optionally a “Speciality” and “Privileges”, the “Issued” date, and crucially the “Expiry” date. Select “Save”. The confirmation reads “Credential saved.”
4. The credential appears in the table showing its regulator, licence number, expiry and a status pill. A brand-new record reads “Unverified” until you confirm it.
5. HR Officer — to verify, open the credential with “Edit”, enter a “Verification Reference” (the regulator’s receipt or reference number), and select “Record Verification”. The status updates and the credential is now a verified, current record. The confirmation reads “Credential verified.”

Note

The status is computed, not typed. A verified credential whose expiry is comfortably in the future shows Current; one approaching its expiry shows Expiring; one past its date shows Expired; one never verified shows Unverified. You manage the dates and the verification — Veona keeps the label honest.

Other ways this goes

Update a credential

1. HR Officer — on the “Credentials” tab for the employee, find the credential and select “Edit”.
2. HR Officer — change what needs changing (a renewed expiry date after the clinician re-registered, a new licence number, an added speciality), then “Save”. The record updates in place and its status re-derives from the new dates.

Delete a credential

1. HR Officer — on the credential’s row, select “Remove”.
2. HR Officer — confirm the prompt “Remove this credential record?”. The record is deleted (a confirmation reads “Credential removed.”). Use this only for a record entered in error — for a lapsed licence that is being renewed, edit the expiry instead so the history is preserved.

View the org-wide licence-expiry alert board

1. HR Manager — open Human Resources → Credentialing → Compliance. This is the Expiring-Soon dashboard across the whole organisation, not one person.
2. Read the two sections: “Expired” (already lapsed — act now) and “Expiring Soon” (due within your facility’s lead window). Each row shows the employee, the item, and a days pill — for example “12 Left” or “5 Overdue”. The headline counters at the top tell you the size of each pile at a glance.

A credential approaching expiry triggers an alert

1. As a credential’s expiry date nears the lead window, its status moves to “Expiring” and it surfaces in the “Expiring Soon” section of the Compliance board — automatically, without anyone watching the calendar.
2. HR Officer — chase the renewal, then update the credential’s expiry date (and re-verify) once the clinician re-registers. The item drops off the board the moment its new date clears the window.

A credential that is already expired

1. An expired credential shows “Expired” on the employee’s Credentials tab and appears in the “Expired” section of the Compliance board with an “Overdue” day count.
2. HR Manager — treat this as urgent: an expired practising licence is a clinical-governance issue. Resolve the renewal and update the record; the board is your standing proof of which credentials are out of date right now.

Denied: reading another staff member’s credential by id

1. A staff member can always read their own credentials through self-service (covered in View My Credentials And Documents).
2. But reading another person’s credential record requires the credential-manage permission — the kind HR holds. An ordinary employee who tries to reach a colleague’s credential by its id is denied in the service, not just hidden in the menu. Credentials are HR-held by design.

What happens next

Once recorded and verified, a credential lives on the employee’s profile and on the org-wide Compliance board, where it is watched for you. The board is the single place an HR manager can answer “is anyone out of date?” with certainty. The same Credentialing area also holds the encrypted document vault (for the licence scans themselves) and professional memberships, committees and unions — the next page picks those up.

Follow the trail

• Previous: Add A Staff Member And Run Onboarding
• Next: Run Compliance, Document Vault And Memberships
• Related: Run Compliance, Document Vault And Memberships · View My Credentials And Documents · Maintain Employee Profiles And Contracts