Picked for a CE audit? What PTs and OTs need to know
Most boards don't check your certificates when you renew. You attest that you did the hours, and the board audits a sample of licensees afterward. Being picked is routine, and it's easy if your records are in order.
Before an audit: what to keep
- A certificate for every course showing your name, the course title, the provider, the date and the contact hours. Many states also want the provider's approval number or a signature.
- Proof of any approval your state requires, such as a Texas CCAP approval or a board-approved provider number, plus the agenda or course description for anything a board might question.
- Records for activities that aren't courses, like a transcript for college credit, a letter from the school for supervising students, or a copy of something you published.
- Everything in one place, sorted by license and renewal period. Several states (Florida, Georgia, Alabama and others) track hours in CE Broker, where you can upload as you go.
- Keep records for as long as your state says, usually 2 to 6 years after the renewal they count toward. The table below lists what each state's rules say.
If you're picked
- Read the notice and note the deadline. Some boards give 30 days, and Delaware's OT board gives 10 business days.
- Send exactly what's asked for, in the format asked, and keep copies of what you send.
- If you're short of hours, contact the board right away. Don't wait for the deadline. Boards treat a false attestation far more seriously than a shortfall you raise yourself.
- Keep the board's reply with that renewal's records.
What each state's rules say about audits and records
| State | Physical therapy | Occupational therapy |
|---|---|---|
| Alabama | Not stated in the rules we summarized | Upload certificates to CE Broker. rules |
| Alaska | Don't send certificates with the renewal; send them only if you're audited. rules | Don't send certificates with the renewal; keep them in case you're audited. rules |
| Arkansas | You keep your own records and send them only if you're picked for the audit after each odd-year renewal. rules | Not stated in the rules we summarized |
| California | You don't send certificates with your renewal, but the board can ask for them. rules | You don't send proof with the renewal, but keep it for 4 years after the renewal period in case you're audited. rules |
| Colorado | Not stated in the rules we summarized | Keep documentation for at least 5 years. Audits follow each license period. rules |
| Delaware | Upload certificates only if you're picked for an audit. rules | You attest to your hours at renewal. If you're picked for the random audit after July 31, you have 10 business days to send proof. rules |
| District of Columbia | The board audits a sample of licensees after each renewal. If picked, you have 30 days to send proof. rules | The board audits a share of licensees, so keep proof of each course: dates, hours and the sponsor's verification. rules |
| Georgia | Not stated in the rules we summarized | Keep documentation for at least 4 years from the start of the licensure period, in case you're picked for an audit. rules |
| Idaho | Keep documentation of attendance and provide it if the board asks. rules | You attest at renewal. A share of licensees is audited each year, so keep certificates for at least 4 years. rules |
| Illinois | Not stated in the rules we summarized | Keep your own proof of completion; the department can ask for it. rules |
| Indiana | Keep proof of completion for 3 years after the renewal. rules | Keep proof for 3 years after your last renewal in case you're audited. rules |
| Kentucky | Keep your documentation for at least 2 years after the end of the renewal period. rules | Keep documentation for at least 1 year after the renewal period. The board audits up to 10% of licensees. rules |
| Maine | Not stated in the rules we summarized | You certify your hours at renewal, and they're subject to audit under the licensing office's record-keeping rules. rules |
| Maryland | Not stated in the rules we summarized | You attest at renewal. Keep documents for 4 years after the renewal date; the board can audit at any time. rules |
| Michigan | Keep proof of your credits for 4 years after you apply to renew. rules | Keep proof for 4 years after you apply to renew. rules |
| Minnesota | Not stated in the rules we summarized | The board audits a random share of reports. rules |
| Missouri | You attest to your hours on the renewal form, and keep records for four years after the reporting period. rules | Keep documentation for 2 years after renewal. rules |
| Montana | Keep course details and certificates for 3 years. The department audits up to half of renewed licensees in odd-numbered years. rules | Keep records and be ready to show them: the board may audit up to half of renewed licensees. rules |
| Nevada | Not stated in the rules we summarized | You list your courses with your renewal, and the board audits licensees at random. rules |
| New Hampshire | The board audits a random 10% of renewals each year. rules | Not stated in the rules we summarized |
| New Mexico | The board audits a share of renewals each year. rules | The board audits a share of renewals each year. Keep attendance records and agendas for at least 3 years. rules |
| New York | Not stated in the rules we summarized | Keep a learning plan and a list of completed activities, with certificates, for at least 6 years. You don't send them with your registration, but must provide them if asked. rules |
| Ohio | Not stated in the rules we summarized | The board audits at least 5% of license holders each renewal year, and you certify your hours when you renew. rules |
| Oklahoma | Not stated in the rules we summarized | For other activities, you show how they keep your OT skills current. rules |
| Pennsylvania | Keep proof of completion for 5 years. rules | Keep a portfolio of your activities for 4 years after the biennium ends. rules |
| Rhode Island | Not stated in the rules we summarized | Keep certificates for at least 4 years. They're subject to random audit by the Department of Health. rules |
| Texas | The board audits a sample of licenses renewed each quarter, so keep your certificates. rules | You attest to your CE when you renew, entering it in the online form that opens 3 months before your license expires. Keep documentation for 4 years after the end of the renewal period in case you're audited. rules |
| Virginia | Record your hours on the board's Continued Competency Activity and Assessment Form and keep it for four years. If audited, you have 30 days to send it. rules | You attest at renewal. Keep documentation for 6 years. rules |
| Washington | Not stated in the rules we summarized | Keep documentation, and send it if the department asks. Keep suicide training records for 6 years. rules |
| West Virginia | Each February the board audits a random 10% of active licensees. rules | You attest at renewal. Keep certificates for 2 years after renewal. If you're audited, your license isn't renewed until the audit is done. rules |
| Wyoming | Keep proof for 1 year after the period ends, in case you are audited. rules | Keep documentation in case you're audited. rules |
Taken from the rules on each state's requirement page. A blank cell means the summary doesn't mention audits or record keeping, not that the state never audits. Check your board's rules for the full detail.