Document Verification Specialists (DVS)

Confirm DVS availability

DVS services are only provisioned for programs that selected a Clinical Passport service package including document verification. If your program did not purchase that package, your coordinators retain full responsibility for requirement review.

1. Check your service selection form or reach out to support@cpnw.org to verify whether DVS review is enabled for the current academic year.
2. Confirm that the students in question are assigned to the program that carries the DVS service package—other programs you coordinate do not inherit the service automatically.

What DVS reviewers do

Specialists validate every health and safety submission tied to the Clinical Passport prior to clinical start dates. Their work keeps documentation consistent and reduces the effort required of education teams.

• They confirm each document includes the student’s legal name, provider information, exam name, service date, and result.
• They match uploads to the correct requirement, apply the latest standards, and post clear notes when something needs to be resubmitted.
• They keep the Review table statuses up to date so coordinators can rely on those signals when verifying students for sites.

When coordinators get looped in

DVS reviewers flag edge cases that require a program decision before final approval. Expect an email or Review table comment for scenarios like:

• Positive TB screening results or incomplete treatment plans that need faculty follow-up.
• Immunization series that are still in progress and may need a conditional pass.
• Conflicting information between documents, such as mismatched names or expired provider credentials.

Once the coordinator provides direction, the DVS team records the outcome so the student’s compliance record stays centralized.

Standards that keep reviews efficient

CPNW continually refines the standards applied by DVS reviewers. Suggestions from schools, healthcare partners, and the DVS team feed into policy updates so the process remains fair and scalable.

• Submissions missing mandatory data points are rejected with guidance about what to gather before resubmitting.
• Handwritten notes, unofficial portals, or documents that expire before the start of a rotation are declined to protect program integrity.
• Feedback loops happen quickly: coordinators and students see the status change, read the comment, and upload the corrected file.

Best practices for partnering with DVS

1. Keep in mind that the DVS team can only interact with CPNW Clinical Passport requirements. They can not assist with program or site-specific requirements.
2. Keep assignment data up to date; accurate placement dates let reviewers prioritize students who are closest to their start date.
3. Encourage students to consolidate records into the approved file types listed in the Accepted Documentation Formats guide to minimize back-and-forth.