Once you have completed the Hayes Locums credentialing process, also known as “internal credentialing,” your file will be active and valid for two years. Each facility where you are placed on assignment will have their own set of paperwork and credentialing requirements; we call this “external credentialing.” Facilities often have similar requirements, but each external credentialing process is unique, with its own set of paperwork.


Our External Credentialing team will start the process by prefilling your hospital application with the information provided on your Hayes Locums application and CV. We want to take as much as we can off your plate, so you can focus on practicing medicine. Once our team has completed prefilling the fields they are able to, we will have you review the prepopulated information, fill in any missing information, select your privilege requests, and provide signatures. When the external application is complete, we will send it to the hospital and work directly with their medical staff office until privileges are granted.

Immunization Records

Hospitals often require immunization records, a titer or blood draw, or want to see lab work from the last 30-days.

Make sure the following vaccinations are current:

  • Hepatitis B
  • Tetanus, diphtheria and pertussis
  • Meningococcal disease
  • Varicella
  • Measles, mumps and rubella
  • Annual TB and Flu


We are unable to complete the malpractice portion of the hospital application for you, and some facilities will not accept copies of the malpractice information you have provided to Hayes Locums internal credentialing. Depending on your history, all malpractice claims, suits, and settlements must be disclosed. Some states will require a copy of your original malpractice court documents, not just paperwork on judgements.


If you are pursuing multiple credentialing applications and listing the same references, they will be contacted several times. This is a good thing to keep in mind when you are selecting which colleagues to list as references. Make sure you have included the best contact information for them, including email address and phone number. If you have listed the same reference on multiple applications, it’s always a good idea to make them aware that they could be called again. Most hospitals will not accept a verbal reference, so make sure you choose someone who will make the time to send paperwork on your behalf in a timely manner.

Case Logs

Case logs of your procedures are part of the external process for hospital privileges. Facilities differ on case log requirements, but it is recommended that you start collecting your case logs early. If you do not have access to case logs, please let our team know and we can try to assist.


Timelines for granting privileges will vary depending on the hospital’s process, as well as the need for urgent coverage. Some facilities are able to grant privileges as soon as the file is processed and approved, while others will wait for a monthly committee meeting to review and approve. Regardless of the timeline for credentialing, staying organized and responsive will always help the process run smoothly. Our team is available to assist every step of the way. 

Have more questions about locum tenens? Let’s talk. Call 1-888-837-3172.