How Onboarding Works at Alma

Welcome to Alma! We’re excited you’re here! 

If you’re considering joining Alma, onboarding is the process that gets your practice set up so you can begin seeing clients and accepting insurance through the platform.

This guide provides a high-level overview of what to expect. Once you begin onboarding, you’ll receive step-by-step instructions and support along the way.

What to Expect

After signing your Membership Agreement, you’ll activate your Alma account by creating a new password. 

Once logged in, you are directed to the Form-Focused Dashboard to complete two required forms before accessing the full onboarding experience.

The onboarding process is designed to:

• Build your provider directory profile
• Start your credentialing with insurance payers
• Set up your practice within Alma
• Get you familiar with the Alma portal and tools

Once completed, you’ll unlock your Onboarding Dashboard, where you can begin setting up your practice.

The Onboarding Process

Step 1: Complete your profile information

Start with the Profile Information form.

Estimated Time: 20 minutes
What you’ll need:

• Your Type 1 NPI number
• A profile photo
• Details about your specialties and ideal clients

This information is used to create your Alma directory profile.

A look at the Form-Focused Dashboard.

Your profile will go live:

• On your credentialing effective date OR contracted start date (whichever is later)
• After completing the Insurance Webinar

Step 2: Complete your credentialing information

After submitting your profile form, the Credentialing Information form will unlock.

Estimated Time: 40–50 minutes (best completed in one sitting)
What you’ll need:

• Type 1 NPI number
• CAQH ID and login
• Education and work history
• Professional liability insurance

If you are an NP or MD, you’ll also need:

• DEA certificate
• Board certification

This step allows Alma to begin credentialing you with insurance partners.

What happens next:

• Alma reviews and submits your information to insurance payers
• Credentialing can take up to 45 days, depending on payer timelines

Credentialing determines your effective start date, when you can begin seeing insurance clients.

Until then:

• You are considered out-of-network
• You can still see private pay clients using Alma tools

The Start page for the Profile information form, and the Success Screen after completing the form.

Step 3: Access The Alma Portal and your Onboarding Dashboard

Once your initial forms are submitted and reviewed, you can follow your onboarding progress directly in the Alma portal using the Onboarding Dashboard.

The dashboard includes the following stages:

• Account Created
• Getting Started
• Understanding Insurance
• Expanding Your Caseload

Within each stage, you’ll find:

• Required action items (e.g., forms and Insurance Program Training Webinar)
• Helpful resources from the Support Center

How to access:

• Click Onboarding in the top-right corner of the portal
• After onboarding is complete, navigate to Explore → Alma Basics

Alma handles the credentialing process behind the scenes and keeps you updated throughout.

Can I save my progress?

Progress may save automatically, but we recommend completing each form in one sitting to avoid losing your work.

I can’t find my NPI number, what should I do?

You can:

• Search online: https://npiregistry.cms.hhs.gov/search
• Call The National Plan and Provider Enumeration System (NPPES): 1-800-465-3203

What is CAQH, and why do I need it?

The Council for Affordable Quality Healthcare (CAQH) is a platform used for credentialing. It consolidates commonly requested provider information to simplify the credentialing process. Alma members are asked to create an account if they don’t already have one, and the Alma team will complete your CAQH ProView profile on your behalf once they receive your login information through the Insurance form. It is important to register for a CAQH ProView account as an individual provider to avoid delays.

I already have a CAQH ProView account. Will Alma change my information?

No. Alma will not change your existing CAQH information without your permission.

If we find outdated information (like an expired license), we may update it to keep your profile accurate. If you prefer, you can manage your CAQH profile yourself and indicate this in your credentialing form.

CAQH may ask you to re-attest your information every four months. This is not required by Alma until re-credentialing (every 36 months).

What are Alma’s professional liability insurance requirements?

To participate in Alma’s insurance program, you must have a current policy with:

• $1 million per claim
• $3 million aggregate coverage

Your policy must cover the license you are practicing under.

Note: Professional liability insurance is different from general or cyber liability insurance.

What does “contracted payout rate level” mean?

This refers to your reimbursement rate level based on your degree.

Select the degree tied to your license (e.g., MA, MD, NP, PhD/PsyD).

You can find your specific rates in your Alma Membership Agreement or see Insurance Rates in the Alma Portal Support Article for more information.

Can I save my progress and come back later?

There is no manual save button. While progress may save automatically, it’s not guaranteed. We recommend completing each form in one sitting to avoid losing your work.

Want to learn more?

This guide provides a high-level overview of the onboarding process. Once you join Alma, you’ll have access to step-by-step instructions and support to guide you through each stage. If you want more information before joining, contact us by selecting the Help button in the bottom right of the page.