What is an APRN Professional Portfolio?

Today we’re going to answer all these questions and more. We’re going to talk about what documents are kept in an APRN portfolio plus how to organize and keep track of these documents so you’re always prepared.

What is an APRN professional portfolio?

• A binder/folder with hard copies or an electronic folder where you keep all the documents that support your APRN practice
• Some states require that you keep a professional portfolio. They will provide you a list of documents you should include

What is the purpose of the portfolio?

• Keep all the documents supporting your APRN practice in one place
• Track license numbers and renewal dates
• Organize your continuing education hours and certificates 
• Meet your state’s requirements
  • The state I practice in requires that I maintain a portfolio, and I could be audited at any time
  • Requirements are going to vary state to state so make sure to check with your Board of Nursing 

You probably already have a lot of the documents we’re going to talk about saved. It’s a matter of compiling them in one place for easy tracking and reference. If you have not done this, it’s worth the time to collect them and make sure you have everything within easy reach should you need to be licensed in a new state, go through the credentialing process again or be asked to provide documentation for your state Board of Nursing.

Let’s dive in then.  

Here’s what I keep in my APRN Professional Portfolio

Recommendations for everyone: 

• RN license
• APRN license 
• License to prescribe and license to prescribe controlled substances
• DEA certificate
• NPI number 
• Board Certifications 
• Any other relevant national or state certifications
• Proof of professional liability insurance
• Proof of continuing education hours and certificates of completion 
• Diploma and transcripts from the university where you completed your graduate education
• Proof of enrollment in the state’s Prescription Monitoring Program (PMP)
• Documents that support competence in any specialized practice area
  • Nexplanon training certificates
  • Colposcopy training, etc 
• DATA waiver 
• A log of all the address you have practiced at and the dates you worked there

Recommendations based on the state you practice in: 

• Any collaboration agreements
• Protocol for prescribing controlled substances 
• Attestation that you will not practice outside of your scope 

Other ideas:

• Resume or CV
• Vaccine, titer, and TB screening records
• Professional memberships  
• Letters of recommendation
• Professional presentations you’ve given 
• Publications you’ve authored 
• Honors and awards relevant to your APRN role 

How to Keep Organized 

There’s two options here: a hard copy or an electronic version. For most of us the electronic version will be much easier to maintain and organize. 

Here’s my process: I created an “APRN portfolio” folder in my google drive account. In the folder, I have copies of all the documents in PDF format titled with a description of the document and if relevant, I also include the renewal/expiration date in the document title. 

How to keep track of expiration dates

Every license and certification seems to renew at different frequencies. Some renew on your birthday, some are set by the state, and others fall on the anniversary of the date you applied. Often you will get reminders from your organization’s credentialing department, but you should not rely on that as you are liable if you practice with an expired license.

Here’s the system I use:

1. Google spreadsheet: for every certification and license, I put the issue date and the expiration/renewal date. This document lives in my professional portfolio folder. Here’s what that look likes: 

License/ Certification	Number	Issue date	Expiration date
NPI
APRN license
RN license
DEA certificate
Board of Pharmacy license
Controlled Substance number
AANP certification
BLS certification

2. Google calendar: after receiving new license information or renewal information, I add an event to my Google calendar 1-2 months ahead of the new expiration date to remind me to start the renewal process. 

3. Nursys e-Notify: Nursys is a national database for verification of nursing licenses if your state’s Board of Nursing chooses to participate. You can sign up for free to receive automatic expiration reminders by email and you will also be notified of any changes to your license by the Board of Nursing in your state. *Currently there are 3 states that do not participate in the Nursys program: California, Michigan and Pennsylvania. 

Summary

Having a APRN professional portfolio means you are organized and prepared to quickly provide any documents that are requested from you. After the initial investment of time to get everything together, it is relatively easy to maintain, especially if you add renewal dates to your calendar ahead of time. I hope you found this article helpful and are now excited about creating your own professional portfolio.

Do you have a professional portfolio? Is there anything I missed that you keep in your portfolio? How do you keep all your documents organized? 

Make sure to check out other recent posts and visit the resource page:

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• FNP Certification Exam Study Tips
• Your NHSC Loan Repayment Program Guide
• Lessons Learned as a New Nurse Practitioner
• New Graduate Nurse Practitioner Checklist