Study guide

Setting up a practice: my whole paper trail

The main points of the lesson on one page, for review.

Articles of Organization, filed on the Oregon Business Registry in January 2023, created the LLC the same day
EIN obtained online the same month; the IRS confirmation notice is the CP 575 (step 4)
Board registered me as a professional counselor associate in January 2023; the CADC III followed the next month
The Professional Disclosure Statement and the monthly supervision report are not business filings, but payers asked for both later

March to April: the annual report went unfiled and the state administratively dissolved the LLC; a reinstatement filing five weeks later restored Active status
Those two lines stay on the public record for every credentialing analyst to read: calendar the renewal the day you file the articles
April: Oregon Medicaid enrollment (OHA enrollment agreement and disclosure statement; every line answered, even for a one-person company)
The PacificSource Medicaid form put the tax ID effective date at April 1, which is why a March claim was denied
May to July: CareOregon, then two PacificSource forms, all asking the same six facts; one came back with my name misspelled, so check every copy returned for signature
December: FinCEN beneficial ownership report (history now: U.S. companies were exempted in March 2025, permanently in August 2026); registered agent changed to a commercial agent and an amended annual report filed; 43 CE hours logged, most dated December (log hours as you earn them)

LPC issued March 10; the Board verification page printout is what payers accept as primary-source verification
PacificSource full credentialing packet: I ticked No on the directory listing question; do not
July: Form 2553 S corporation election, effective the following January; EFT and ERA enrollment through Availity
September to October: Moda's Oregon Practitioner Credentialing Application (2024 revision), then Providence's practitioner questionnaire

January: registry renewal filed on time
August: malpractice renewed; the declarations page says occurrence. At each renewal, reread it and send a fresh certificate to every payer whose file predates the current policy

Articles and EIN in one sitting, with the annual report on the calendar before you close the browser
Operating agreement, bank account, and the LLC's W-9 the same week, so no payer holds your Social Security number
NPI, malpractice policy, and CAQH profile, in that order, before any payer form; note claims-made or occurrence
Oregon Medicaid, then CCO forms, then commercial plans, using OHA's current OPCA
EFT and ERA the day the first contract lands
The S corporation question with a CPA after a year of numbers, not before

Administrative dissolution: what the state did when the annual report went unfiled
Primary-source verification: proof of license straight from the Board, here its verification page
Declarations page: the policy page that says claims-made or occurrence
EFT and ERA: electronic payment and electronic remittance advice, so remittances post instead of arriving on paper