When you formed your practice–whether as an LLC, PLLC, or corporation–you likely filed documents with your state to make it official. These documents are often called Articles of Incorporation (or Articles of Organization for LLCs), and they confirm that your business exists as a legal entity. During credentialing, insurance payors sometimes ask for these documents to verify your practice’s legal structure and ownership. Not all providers need to submit them, but if you’re credentialing under a business entity (rather than as a sole proprietor), you’ll likely be asked to include a copy.Here’s what to know.
What Are Articles of Incorporation?
Articles of Incorporation (or Organization) are state-filed documents that establish your business. They usually include:
- Your legal business name
- Your business structure (LLC, PLLC, Corporation, etc.)
- The state and date of formation
- The name of your registered agent
- Basic information about ownership or managing members
You may also have received a Certificate of Formation or Certificate of Filing from your Secretary of State–these serve the same purpose.
Why Do Payors Ask for This?
Insurance companies use formation documents to verify that your group or organization:
- Is legally registered and active
- Matches the name and EIN shown on your W-9 and NPI
- Has a legitimate structure for billing purposes
These documents are commonly required when:
- You’re credentialing as a group or facility
- You’re enrolling with a Type 2 NPI
- The practice name doesn’t match your legal name
- The payor needs to confirm ownership or structure for contracting
If your practice is structured as an LLC, PLLC, Corporation, or S-Corp, expect to submit these documents at some point in the process.
Which Document Do I Need?
It depends on how your business is formed:
| Business Structure | Common Document Names |
|---|---|
| LLC / PLLC | Articles of Organization, Certificate of Formation |
| Corporation / S-Corp | Articles of Incorporation, Certificate of Incorporation |
| Professional Corporation | Similar to above; varies by state |
| Sole Proprietor | Usually not required unless you have a DBA |
Where to Find Your Formation Documents
These are filed with your state’s Secretary of State, usually at the time of formation. If you don’t have a copy on hand:
- Check your state’s online business portal
- Contact your attorney or accountant
- Request a certified copy from your Secretary of State’s office
Many states allow free document downloads from their public filing system.
What If I’m a Sole Proprietor?
If you’re credentialing under your own name and haven’t registered an LLC or corporation, you probably don’t need to submit anything here.However, if you filed a DBA (Doing Business As), a copy of your DBA registration may be requested instead.If you’re unsure what applies to your setup, reach out–we can help clarify based on your structure and the payor’s request.
Tips for Credentialing Success
- Submit your Articles of Incorporation or Organization if credentialing as a group or entity.
- Make sure the name on your document matches your W-9 and CAQH records.
- Keep a copy in your digital credentialing folder for easy access.
- If you’ve changed names or restructured, include an amended document or certificate of name change.