Renewal FAQs

Medical Doctor Renewals 2018 - 2020 FAQ List

The Renewal Application period for Medical Doctors whose last names start with the letters A through L will begin Wednesday, May 2, 2018 at 8:30 a.m. and end Friday, June 29, 2018, at 4:30 p.m. EDST.

Medical doctors whose last names begin with the letters A through L are required to renew for the years 2018 - 2020. The renewal fee for the 7/1/2018 to 6/30/2020 cycle remains at $400.

The Board is pleased to announce that all licensees are now able to utilize the online renewal process.  After seven years of transition paper renewal applications are no longer utilized by the Board.  Your new wallet card will be available to be printed from our website after your application is updated in our database.

You are strongly encouraged to renew at least a week before the deadline to allow for unforeseen circumstances and to prevent the undesired expiration of your license.  There is no grace period after expiration.

Your personal e-mail address is required as this is the primary means of communicating Board newsletters, renewal periods, laws rules policies, etc. to all licensees.

Once you submit your renewal it will take approximately 3 business days to process.  Once approved, your profile on the Board’s website under Look Up A Doctor or PA will update to the new expiration date of 6/30/2020.  When the new expiration date is updated your new wallet card can be printed from our website homepage using the Print License Quick Link.

Questions related to the PICF assessment fee and WVCSMP registration begin at #14.

Q1:  Who needs to renew?

A:  Any licensee holding a license with the expiration date of 6/30/2018 who wishes to remain in the active or inactive status for the renewal period of 7/1/2018 to 6/30/2020.  As previously stated, this includes all medical doctors whose last names start with the letters A – L. 

Q2:  What are my options to renew my license?

A:  You may register as   

  1. ACTIVE;

 

  1. INACTIVE (you maintain registration with this office and must complete the required CME, but you may not practice until the Board converts the status of your license to active)

 

  1. or you may allow your license to EXPIRE, which requires no action by you.

Q3:  How do I get my license back if I let it expire?

  • If you chose to reinstate your license within one year of the expiration date you will need to complete a reinstatement application and submit your Continuing Medical Education (CME) for the previous two year renewal cycle.

 

  • If your license remains expired for more than one year and you wish to return to WV to practice, you will need to reapply to activate your license.

Q4:  What if I forgot my West Virginia medical license number which is needed for the log in page?

A:     You may, (a) go to the Board’s website at https://wvbom.wv.gov  and search by your name to locate your number or (b) find your medical license number on your wallet card.  PLEASE DO NOT CALL THE OFFICE FOR YOUR LICENSE NUMBER.

Q5:  What if my information does not match on the log-on screen?

A:  Check that you have entered only your last name, not your full name or suffix such as Jr.; correct medical doctor license number with no leading zeros; and only last four digits of your social security number.  Most error messages are caused by typing the full name, incorrect spelling, license number or numbers out of order.

Q6:  What if my information changes after I submit my application?

A:  You are certifying on the renewal form that the provided information is accurate for the period of 7/1/16 to 6/30/18.   Therefore, you must timely submit to the Board any revised information and changes which have occurred prior to 6/30/18.

Q7:  Do I have to be up to date on my CMEs to renew my license?

A:  Yes. To renew your license you must truthfully attest that you have completed all required CMEs.  The Board conducts a random audit each year to verify compliance.

Q8:  What are the CME requirements?

A: During the period 7/1/16 to 6/30/18 you must have:

Completed 50 hours of Category I CME acquired during the period 7/1/16 to 6/30/18, with at least thirty (30) hours of the required fifty (50) hours of continuing medical education being related to the physician's area or areas of specialty and which may include the mandated three (3) hours of CME from a Board approved program in the area of Best Practice Prescribing of Controlled Substances and Drug Diversion Training,

OR

Successfully completed 1 full year of ACGME postgraduate training between the dates above.

                                                                                                OR

Passed a certification or recertification examination of one of the ABMS Boards and successfully completed three (3) hours of CME from a Board approved program in the area of Best Practice Prescribing of Controlled Substances and Drug Diversion Training,

OR

Documented successful involvement in the maintenance of certification from an ABMS member board and successfully completed three (3) hours of CME from a Board approved program in the area of Best Practice Prescribing of Controlled Substances and Drug Diversion Training 

Q9:  I’ve been told I may get a waiver of the requirement to take the 3 hour course referenced directly above?

As part of the CME compliance confirmation on the application, you may request a waiver of 3 hours of Drug Diversion Training by being able to truthfully respond to the following statement:

“I attest that during the period of July 1, 2016, to June 30, 2018, I did not prescribe, administer, or dispense any controlled substances whatsoever. I therefore request that the Board waive this CME requirement.”

Q10:  I practice outside of West Virginia and write for controlled substances as part of my practice in another state.  Am I eligible for a waiver?

No.  Regardless of your locale if you write for controlled substances you must take the three (3) hours of CME from a Board approved program in the area of Best Practice Prescribing of Controlled Substances and Drug Diversion Training 

Q11:  I like to renew early.  Can I attest to the CME now and complete it before June 30th?

A:  No. You cannot attest to the successful completion of our CME requirements until you have, in fact, completed them.  To do otherwise would be to make a false or misleading statement in connection with a licensing application, and could subject you to professional discipline.

Q12:  How do I know if the CME course I have taken in prescribing of controlled substances is Board approved?

A:  There is a list of Board approved CME under LICENSURE – Continuing Medical Education on our website.  This list is updated periodically as new courses become available.  There is also a link to a video course on the same page. There are online options in the list, especially helpful for licensees who are out of state.

Q13:  I am in residency or fellowship. Do I still need CME?

A:  One full year of ACGME approved postgraduate training during the period 7/1/16 to 6/30/18 will satisfy the 50 hours of CME. However, if you prescribe controlled substances, you must still successfully complete three (3) hours of CME from a Board approved program in the area of Best Practice Prescribing of Controlled Substances and Drug Diversion Training. 

Q14:  What if I practice outside of West Virginia, do I still have to pay the Patient Injury Compensation Fund (PICF) $125 assessment fee?

A:  Yes, the mandatory legislated fee is based on active license status.  To hold an active license, you must pay the fee separately and prior to renewal as the fees are deposited directly to the Board of Risk Management (BRIM). If you access the renewal prior to paying the required fee you will be directed to the payment portal. You may also pay the fee by accessing the PICF portal directly on the Board’s website homepage. If you have already paid the fee when initially licensed after July 1, 2016, or earlier in 2018, your assessment fee status will show as “current.”

Q15:  I entered my information in the PICF portal and it has the message at the top of the screen “You are not eligible.” If you have questions about your eligibility, please contact the Board.

A:  This message will display if your license is in the inactive status or if you are trying to access the portal prior to January 1st of the calendar year in which you are required to renew your license.  Inactive licensees wishing to renew in the inactive status are not required to pay the assessment fee and may access the renewal application directly.

Q16:  I am in residency, so I qualify for the PICF fee exemption, right? 

A:  To qualify for the exemption you must be a resident physician who is a graduate of a medical school or college of osteopathic medicine and who is participating in an accredited full-time program of post-graduate medical education in the state of West Virginia.  If your training will be completed prior to July 1, 2018, you are not eligible for this exemption.

Q17:  I do not prescribe controlled substances in West Virginia, so do I still have to register with the West Virginia Board of Pharmacy Controlled Substances Monitoring Program (WVCSMP)?

A:  If you are not prescribing schedules II, III or IV controlled substances pursuant to your West Virginia license you are not required to register with the WVCSMP.  Pursuant to West Virginia Code §60A-9-5a(a), all licensees of this Board who prescribe or dispense Schedule II, III or IV controlled substances and who fail to register and maintain individual access with the WVCSMP shall be subject to a $1,000 administrative penalty, and may face disciplinary action by the Board.

Q18:  I think I remember when I registered with the WVCSMP, do I have to have the certificate to enter my date of registration in my renewal application?

A:  You will be attesting to the accuracy of the date you originally registered with the WVCSMP as it appears on your CSMP registration certificate.  A sample number of physicians will be audited for the purpose of documenting CSMP registration.  If audited, you will be required to provide proof by submitting a copy of your registration certificate.

Q19:  I am having trouble accessing my certificate with the West Virginia Controlled Substances Monitoring Program (WVCSMP). 

A:  The Board of Pharmacy has provided guidelines to assist you in registering with the WV CSMP and accessing your verification certificate please click here.  If you are still having difficulty you will need to use the contact information at https://www.csappwv.com for further assistance.  Our Board staff is not able to assist with CSMP website issues.

Q20:  What do you mean by the questions on page 3 regarding child support obligation?  I have children who live with me. Of course I support them, does that mean I need to answer "yes"?

A:  WV law only requires "court ordered" child support obligations to be reported.

Q21:  I already reported a malpractice case settlement or judgment that occurred in the 2016 – 2018 renewal period. Do I have to report it on the renewal application by answering “yes” to question #12 of the Professional Practice questions?

A:  If you have had a malpractice settlement or judgment between July 1, 2016 and June 30, 2018, you must answer yes to question #12. (click here for the list of questions) You do not need to answer “yes” in relation to any malpractice settlements or judgments which occurred prior to July 1, 2016.  Also, pending cases do not require to be reported as a “yes” answer.

Q22:  I had disciplinary action taken in another state during the period of July 1, 2016, to June 30, 2018.  May I renew online?

A:  Yes.  If you answer “yes” to any of the Professional Practice questions (click here for the list of questions), you will be asked to provide additional information relating to the question you answer in the affirmative.  Instructions will be provided with each question, and completion of the application process may require the uploading of documentation. All required documentation must be provided or your application will be considered incomplete

Q23:  What if I try to renew online, but my credit/debit card is not accepted?

A:  IF YOUR CREDIT/DEBIT CARD IS NOT ACCEPTED, YOU WILL NOT BE ABLE TO COMPLETE THE RENEWAL PROCESS.  You are encouraged to save your renewal then you may try again with a different card. Your renewal application, along with your payment, must be completed on or before June 29, 2018, at 4:30 p.m. EDST, in order to ensure that your license does not expire.

 Q24:  I tried to renew online and wasn’t able to print my wallet card because my application is under review.   What do I do now?

A:  If additional information is needed to complete your application, you will be contacted via e-mail.  If you have not heard from the Board within three business days, and your profile on the Board website does not reflect a renewed expiration date of 2020, after the third business day, please call the Board office to be sure they have valid contact information for you and to follow up with your application. You are encouraged to renew at least a week before the deadline to allow for unforeseen circumstances and to prevent the undesired expiration of your license.

Q25:  What if I start my online renewal and get interrupted and am unable to finish the application at that time?  Do I need to start over?

A:  If you choose the “save for later” option at the bottom of the page, the information you have entered up to that point will not have to be reentered.  Saving for later will exit you from the renewal process, but prevents having to reenter changes to contact information, etc. Choosing “submit” at the bottom of each page allows you to move forward in the application, but will not save the information unless you hit “save for later” or fully complete the renewal process, including payment.

Q26:  I have to upload documents to complete my application, but it is 4:15 p.m. on June 29th.  Will my license expire if I finish everything else on time?

A:  Yes. Your application, including all required documentation and the renewal fee must be received before 4:30 pm on June 29th or your license will expire.

Q27:  Is the online renewal site secure?

A:  Yes, the site is secure.  The payment portion of the online renewal process is handled through the State Treasurer’s Office e-pay system, and your credit/debit card statement will reflect this. There have been no known instances of identity theft when using the State Treasurer’s Office e-pay system.

Q28:  Can I print a copy of the online renewal application after I have completed the form?

A:  You may print each screen as you go through the application process.  It will not be available to print at the end of the process.

Q29:  I don’t ever plan on practicing medicine in West Virginia again and would like to give up my West Virginia license.

A:  If you are not the subject of a pending disciplinary complaint investigation with this Board, simply let your license expire.  No action is necessary on your part and there is no penalty in doing so.  If you are currently the subject of a Board investigation, you may still let your license expire.  However, the Board is required to submit a report to the National Practitioner Data Bank that indicates that you permitted your West Virginia medical license to expire while a Board investigation was pending.

Q30:  What if my application is not completed online by the deadline (June 29, 2018, at 4:30 p.m., EDST)?

A:  Your license will expire at 11:59 pm on June 30, 2018. There is no grace period after expiration.

Q31:  May our group renew multiple physicians online all at the same time with one credit/debit card transaction?

A:  No.  DO NOT DELEGATE COMPLETION OF THE RENEWAL APPLICATION TO ANY OTHER PERSON.   The online renewal application must be completed by the licensee.  The certifications contained in the online renewal application are the same as a legal signature.     

 Q32:  What if I did not want my license to expire but my application is not completed prior to June 29, 2018, at 4:30 p.m.?

A:  Beginning July 1, 2018, a reinstatement application will be available on our website for licensees to complete and mail in with the $600 fee and evidence of CME completed for the period beginning July 1, 2016. Your license will be in expired status until your reinstatement application is successfully processed.

Q33:  I have successfully completed my renewal form. When may I expect to receive my new wallet card?

A:  You may print your new wallet card directly from our website after your application is processed and your licensee profile has been updated to display a new expiration date of 6/30/2020.  For many applicants, this should be after you have completed your renewal application and your payment has been processed.  If you have, changed your contact information, uploaded a document and/or your application is being reviewed due to a “yes” answer, you will be able to access the print license quick link on the home page once you search your name on our website and your profile shows the expiration date of 6/30/2020. The anticipated review time is within three business days.

Q34:  My malpractice carrier or hospital where I have privileges wants a copy of my new license now.  Will you fax/scan it to me?

A:  No.  We will not fax/scan copies of these cards to anyone.  Once you have successfully renewed your license, you will have access to your wallet card by selecting the print license quick link on the home page.

Q35:  Will you fax or mail a renewal application to me?

A.  No.  All renewal applicants will be renewing with the online process.

Q36:  I renewed in the INACTIVE status and already paid $150, but decided before June 30, 2018, that I really need an ACTIVE license, which costs $400.  What can I do?

A.  Contact the Board offices at 304.558.2921 for instructions.

Q37:  What if I do not want to renew online and want to submit a paper application instead?

A:  After seven years of transition to an online process, the number of paper applicants has dwindled to the point where it is no longer feasible to have two distinct application processes. Paper applications will not be available for renewal. 

Q38:  I missed the renewal deadline and need to reinstate my license as soon as possible.  What do I do?

A:  A reinstatement application will be available on our website beginning July 1, 2018, for you to complete, download and submit to the Board along with the required documentation.  If your license expires and you seek to reinstate in early July, please expect an interruption in your ability to practice.  Reinstatement applications will be processed in the order in which they are received and may have to be returned for errors or omissions.

Rev. 12/22/17