Instructions for Use

This log is the register of every employee credential ABAS relies on, recording each credential's identifier, expiration, and the primary-source verification behind it. It supports verifying every credential by primary source at hire and at each renewal, tracking expirations, maintaining the personnel-file records, and issuing renewal reminders, as required by POL-010 (State Licensing Requirements), Section Procedures. The Employee Relations Specialist maintains it.

Organization-level enrollments, principally MassHealth provider enrollment, are maintained in parallel by the Director of Operations and recorded in the Organization-Level Enrollments table below.

How to use this log:

1. Before a new hire's first day of clinical work, verify each required credential by primary source (Mass Board lookup for a LABA license; the BACB registry for a BCBA, BCaBA, or RBT credential) and record one row per credential, with the verification source, date, result, and verifier.
2. Enter each credential's type, identifier, and expiration date. ABAS's practice management system is the credential tracking system of record (POL-010, Procedures, Step 2); this log defines the fields that system, or any fallback realization, must capture.
3. Issue renewal reminders to the employee and their supervisor 90 days and 30 days before each expiration date, and record the dates the reminders were sent.
4. When the employee submits evidence of renewal before the expiration date, re-verify by primary source, then update the identifier, expiration date, and verification record in the same row.
5. If a credential reaches its expiration date without verified renewal, mark its status Lapsed. A lapse triggers removal from the clinical schedule by the Director of Operations and a hold on unsubmitted claims for that provider by the Billing & Recovery Specialist (POL-010, Procedures, Step 5). The employee returns to credentialed duties only after re-verification.
6. The Compliance Officer audits the credential records and a sample of personnel files at least annually and reports results to the Compliance Committee (POL-010, Procedures, Step 7). This log is the source for that audit.
7. Reported lapses, board actions, and scope-of-practice concerns are logged and investigated under POL-003 and its Compliance Ticket Management SOP.

Form Realization and Fallback

This is the canonical, authoritative version of Form REG-001, maintained in the compliance documentation. It defines the columns, fields, and structure that any realization of the credential tracking log must capture.

ABAS maintains this log through its practice management system, which POL-010 designates as the credential tracking system of record (POL-010, Procedures, Step 2). The practice management system is the electronic realization of this form: it must capture the same content defined here and carry the form identifier REG-001, so the policy and procedures refer to the log by its identifier rather than to any one channel.

The documented log here is always available as a fallback. It can be printed and maintained on paper whenever the practice management system is unavailable or a paper record is otherwise needed, for example during a system outage or a loss of internet access.

Alternate-language and electronically read (screen-reader) versions are derived from this canonical form and must match it, so the same content stays authoritative across every realization.

Credential Tracking Log

Maintained by: Employee Relations Specialist · System of record: ABAS practice management system

Record one row per employee credential or qualification. The credential type is one of: LABA, Assistant LABA, BCBA, BCaBA, RBT, or BT. The primary-source verification source is the Mass Board lookup for LABA and Assistant LABA licensure, or the BACB registry for BCBA, BCaBA, and RBT certification. A behavior technician who qualifies without RBT certification (BT) is verified against the MassHealth qualification pathway of education and experience rather than a board registry, and the verification basis is recorded in the PSV columns. The status is one of: Active, In renewal, or Lapsed.

PSV = primary-source verification. On each renewal, re-verify by primary source and update the Identifier, Expiration Date, PSV, and reminder fields in the same row.

Required Trainings

Maintained by: Employee Relations Specialist

Record required employer trainings that apply to all employees, including behavior technicians. The training type is one of: CPR, Restraint Training, or another required training. These are completion-based trainings tracked by certificate and renewal date, not board credentials verified by primary source. The status is one of: Current, Due, or Expired.

Organization-Level Enrollments

Maintained by: Director of Operations

ABAS's organization-level licenses and enrollments are tracked separately from individual credentials (POL-010, Procedures, Responsibilities). Record each enrollment and its next revalidation or renewal date.

Form REG-001 · Owning policy: POL-010 (State Licensing Requirements). Version number and effective date are set in ABAS's document-control record at adoption.

Retention

The credential tracking log is part of ABAS's personnel and compliance records. Per POL-010:

• The Employee Relations Specialist retains the log and the underlying primary-source verification records in the practice management system and the personnel files.
• The log is the source for the Compliance Officer's at-least-annual audit of credential records and a sample of personnel files (POL-010, Procedures, Step 7).
• Organization-level enrollment records (MassHealth) are retained by the Director of Operations.

The Employee Relations Specialist is custodian of the credential tracking log and maintains it at a company-owned level, consistent with the compliance program's records practices.