Compliance and documentation
7 common CAQH mistakes and mishaps to avoid
Here’s what to steer clear of during a process that can feel confusing.
If you’re running a practice and planning to accept insurance, it’s important to know how to effectively work with the Council for Affordable Quality Healthcare (CAQH). CAQH is a central repository that insurance companies use for provider credentialing and ongoing compliance. As a therapist or psychiatric provider, you should have a profile with your own professional information that is current and accurate. This is typically required when working with a credentialing partner such as Headway.
Mistakes and out-of-date information in your profile can lead to interrupted credentialing or re-credentialing, which in turn may result in claim denials and delayed payments in some cases. CAQH is not the most intuitive process, but understanding some best practices and common mistakes to avoid can help save you from delays and frustration.
CAQH best practices
When I completed my CAQH ProView provider data portal for the first time, I felt overwhelmed by the process. Now that I’ve updated this many times over the years (and learned from others), I’ve found there are some best practices. CAQH is laid out in sections with information required for each. Start by taking it slowly, one section at a time. Double-check all of your entries and make sure you have uploaded all required documentation. Update any changes such as your practice location or liability insurance as soon as they happen to avoid forgetting. CAQH typically requires an updated attestation every 120 days. It can be helpful to set a calendar reminder for yourself 90 to 120 days from your last attestation.
It’s key to ensure consistency with other important provider information, such as your NPI number in the NPPES system or other federal and state enrollment information. CAQH offers free webinars and support guides in their help section, which are valuable resources if you find yourself stuck. If you’re running a group practice, it can be beneficial to have a team member assigned to consistent compliance checks (i.e., quarterly) of CAQH for your providers. Following these best practices is one of the best ways to avoid the most common CAQH mistakes.
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Common CAQH mistakes and mishaps
Missing licensure and board certification details
Toward the end of your profile is a place to upload relevant documents. This includes state licenses or specialty board certifications. These proofs aren't enough for the CAQH profile, however. Specific information, such as expiration dates and board exam details, should be entered as well. Professional license information is within the Professional IDs section. The board certification information is listed in the “Specialities” tab. Make sure your information is listed here and that it matches any related documentation uploads to avoid credentialing delays.
Incorrect information
Getting every detail right in each section can make or break your credentialing process. You'd think getting the details right would be straightforward, but I’ve noticed that small oversights can create bigger delays down the road. When you're being credentialed with an insurance company or through a credentialing service like Headway, all of the information should be accurate. Otherwise, it will get flagged. Examples of things that can easily be missed are your specialty and taxonomy code. Your taxonomy code is related to your NPI number in the NPPES system and typically they should match exactly. The final review step in CAQH can catch some missing items, but it's up to you to ensure there are no input errors.
Inaccurate liability insurance coverage limits
Liability insurance information is one of the most common snares for mistakes. Under the “Professional Liability Insurance” section, there’s an area that asks for coverage amounts. One box says “Amount of Coverage Per Occurrence” and the other says “Amount of Coverage Aggregate.” Amounts may vary depending on the policy you have; for example, $1,000,000 and $3,000,000 in these respective boxes. The common error in this section is not having the correct number of zeros. You might make the amount far too small or large by adding or leaving out a zero. Verify that these numbers are correct — and make sure they match the numbers on your insurance policy document.
Inactive liability insurance policy
When Headway or an insurance company is processing a credentialing application, they go to CAQH to look at your information. Active liability insurance is a key aspect that the system is looking for. If you have no insurance policy, or if your previous policy has lapsed, this will be flagged in the CAQH system and will bring the credentialing to a halt. When you're creating or attesting your CAQH profile, verify that your insurance policy is up to date and active. If you see an approaching expiration date, make a point to renew the policy and update the information in your profile.
Missing liability insurance policy document
Even if you manually input all the correct information in your profile, there are still documents that need to be uploaded at the end of the process. That includes your liability insurance policy. If the requested documents aren't provided, it can lead to an application rejection or slower processing times. Based on what I’ve observed and heard from other providers, providing the supporting documentation can really help prevent delays. You should upload a document, typically a PDF, that includes the major details of your policy such as policy number, expiration date, specific details of the plan, and coverage limits. This can be provided to you by your insurance provider if you don't have a copy.
Incorrect policy listed (employer vs. personal)
There are liability insurance policies for individuals and policies for employers. Since the CAQH is intended for individual providers, your profile should reflect your individual liability insurance. Even if you have insurance under another employer, CAQH will be looking for a policy for you as an individual provider. Since Headway and other insurers credential you as an individual provider, they want to see your individual coverage. If this is not included in your profile, it can delay or interrupt your credentialing process.
Failure to save and attest
CAQH does not have an autosave feature as you progress through building your profile. At the bottom of each section is a “Save” and a “Save & Continue” that should be clicked to save the information you have entered on that page. Forgetting to save can lose data you have entered, become a setback in the process, or leave you with unfinished sections.
The final step of the CAQH profile is attestation. This submission to have the system verify your profile is crucial but is surprisingly easy to miss, especially if you’re rushing through. Your credentialing process may be delayed if you don't “attest” at the end of your profile. Make a note or do whatever you can to remind yourself to save and attest.
This article provides general educational information about CAQH processes based on common experiences. Requirements may vary by state and insurance company. Always verify current requirements directly with CAQH and consult appropriate legal, business, or insurance professionals for specific guidance.
Simplify your credentialing process with Headway
CAQH is a significant yet sometimes complicated step towards accepting insurance in your therapy practice. Potential mistakes exist, but with awareness and the application of some best practices, you can navigate the CAQH effectively. Headway is a partner that can make the credentialing process even easier. Headway will reference your CAQH profile and act as an intermediary between you and the insurance companies so that you don’t have to carry that heavy load. We can handle the back-and-forth with insurance companies, track your credentialing status, and notify you of any issues so that you can stay focused on client care.
This content is for general informational and educational purposes only and does not constitute clinical, legal, financial, or professional advice. All decisions should be made at the discretion of the individual or organization, in consultation with qualified clinical, legal, or other appropriate professionals.
© 2025 Therapymatch, Inc. dba Headway. All rights reserved. No part of this publication may be reproduced without permission.
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