How to Prevent Common Errors When Completing Education Verification

NCTracks has identified some common errors that providers are experiencing when providing verification of their education on the provider record. Reviewing these frequent issues and their resolutions below may save you time when submitting this information.

Common Error #1: Providers Submit Transcripts Instead of Requesting the School to Send Them

Some providers attempt to send in or upload professional and medical school transcripts to confirm their education. However, school transcripts cannot be submitted by the provider; the official nature of school transcripts requires them to be submitted through the secure email address (ProvEnrollSuppData@gdit.com) or mail (Provider Enrollment, PO Box 300009, Raleigh, NC 27622) only by the school. Providers should contact the school where they completed their highest education and request the school send a transcript through the secure email or mail. 

School transcripts must be:

  • Submitted by the professional or medical school only
  • For the highest level of education completed*
  • Submitted through the secure email address or mailing address

School transcripts CANNOT be:

  • Submitted by the provider
  • Screenshots of the degree/diploma

 

Common Error #2: Providers Submit Residency Verification Letters Themselves

The residency verification letter must come directly from the residency program, and only if the program was successfully completed.* Internships and fellowships are not recognized or accepted as the highest level of education completed. Residents cannot upload the residency verification letter or send it themselves; they must request that the residency program send it to NCTracks directly by mail or email to the secure email address. 

Residency verification letters must:

  • Be on letterhead and include the program details and completion date
  • Be signed by the program director or coordinator
  • Be sent from the residency program itself

Residency verification letters CANNOT be:

  • A letter or copy from the Accreditation Council for Graduate Medical Education (ACGME) or Graduate Medical Education (GME)
  • Submitted by the provider/resident 
  • An internship or fellowship

NCTracks will accept future residency verification letters within three months of future completion.*  

*If the residency program has not yet been completed, the provider should enter their professional or medical school as their highest level of education. If currently completing the residency program, the resident should enter their residency information under the Work History section. 

 

A Note on Submission Methods

Providers who receive a request for their medical school or residency program transcripts are encouraged to have their school or program use the secure email address ProvEnrollSuppData@gdit.com rather than the mailing address, if their school or program is able to do so. Sending the transcript through the secure email address will avoid any mail delays and will allow for quicker processing and turnaround time for the application.