Licensing Information
The AOA seeks to track OD license numbers in all OD constituent records. License numbers are uploaded from state records into Personify regularly. There are times when an OD moves their practice to another state, practices in more than one state, or the record is not up to date.
License information should be entered or verified when you create a membership order. In these cases, we urge AOA and Affiliate staff to complete or correct the constituent record. If a constituent record includes more than one license, identify the state where the OD practices primarily, and mark that license as “Primary” in the license information. The primary license state should be the same state in which the doctor is employed for the majority of the time.
To update/add license information for a constituent record:
1. Click the Licensing Information screen task from the Background Information category. The main CRM360® screen displays the licenses and license detail for the constituent.
2. Click the Add button to create a new record in the license data grid. Alternatively, you can highlight the row you wish to edit.
If you have highlighted a license in the data grid, use the Delete button to remove the license information from the CRM360 record. License records should ONLY be deleted if the information was entered mistakenly, or the doctor is deceased.
Note: AOA recommends deleting license information if a user entered it incorrectly.
3. After highlighting or adding a new row to the Licenses data grid, use the License Detail section to update the following:
a. Select a Country Code from the drop-down menu. The AOA tracks both US and international license data.
b. If you selected the United States (USA) from the Country Code drop-down menu, you should select an appropriate State.
Note: If the country code is not the USA, you cannot select a state from the drop-down menu.
NOTE: If you are adding a License issued through a US Territory, AOA recommends that you use the COUNTRY code rather than STATE. This will assist in data quality and consistancy. The only values allowed in the STATE drop down that are not states include DC (District of Columbia) and AF (Armed Forces.)
c. Enter the State issued License Number exactly as it appears on license; this may be alphanumeric. Enter any dashes and decimals that are included in the issued license number
d. Enter the License Date. This date should reflect when the state board issued a license to the constituent.(please note this is not the effective date)
e. If the license has an Expiration Date, add it to the CRM360 License Information.
f. Use the drop-down to define the Status of the license record.
License Status
The status of an optometrist license can fall into one of the following categories. The default status should be “Current/Active” unless indicated otherwise.
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Status
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Description/Usage
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Active
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The license is current and active for the constituent record.
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Expired
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The license is no longer active and past the expiration date. Please note that at this time, licenses with expiration dates do not automatically update as expired in the database.
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Inactive
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This status indicates the license on file is not active or not in use by the constituent.
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Military
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This status indicates the license may be temporary due to military service or duty.
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Pending
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This status indicates that the license is pending review by the state board of optometry.
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Restricted
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The license is current; however, it may be temporarily or permanently restrictive in the type of therapy provided.
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Retired
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Licenses with a retired status indicate the optometrist is no longer practicing.
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Revoked
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Revoked – The state board has rescinded the license for this constituent.
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Surrender
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Voluntary Surrender – The optometrist has surrendered its license to the state board.
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Suspended
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Suspended – This indicates the license is not currently active; however, it is under a temporary suspension by the state board.
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g. You can only flag one license record in the data grid as primary. Check the Primary License checkbox if needed.
NOTE: You can only flag one license record in the primary, which is typically where the doctor of optometry primarily practices. Selecting one record as a Primary License unchecks the box for any other selected record.
4. Select the Save 
icon at the top of the window.
NOTE: AOA corrects and updates changes made to license information via the next upload.
NOTE: We recommend you make comments regarding Licensing information in the Miscellaneous Comments section with a comment type of License.