How a doula network fills Medi-Cal credentialing applications in under 2 minutes instead of 45–90
Raya Health is a doula-led company in California that matches pregnant people with certified doulas and coordinates their Medi-Cal coverage. It works with a network of over 150 doulas, and every doula has to be credentialed separately with every Medi-Cal health plan Raya contracts with. With Instafill.ai filling those applications from one profile per doula, each application takes under 2 minutes instead of 45–90 minutes.
At a glance
- Company Raya Health
- Industry Doula care, Medi-Cal
- Location California, US
- Forms Credentialing applications for six Medi-Cal health plans
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Results
2 min per application, down from 45–90 minutes
6 plans credentialed from one profile per doula
150+ doulas, with no extra admin staff - Catalog forms California Participating Practitioner Application, Gold Coast Health Plan Provider Information Update Form, Blue Shield Promise Doula Provider Quality Check Form, CenCal Health Provider Information Form
- Form categories Credentialing forms, Medi-Cal forms, Healthcare forms
The challenge
Each health plan runs its own credentialing department with its own forms. San Francisco Health Plan uses the 24-page California Participating Practitioner Application. Gold Coast Health Plan has a provider information update form. Central California Alliance wants a main application plus separate addenda, and Blue Shield Promise wants group attestations. CenCal Health and HPSJ/MVHP have their own forms again.
The questions barely change between them: NPI, Tax ID, training certificates, CPR card, HIPAA completion and three testimonial letters. Raya's team copied that information into each layout by hand, and most forms arrived as flat PDFs that had to be printed and handwritten or given text boxes one field at a time in a PDF editor.
A mistyped NPI or a missed initial on page 14 sent an application back, and credentialing could already take 2–3 months. Until a doula is approved by a plan, they cannot bill it for their services.
The solution
Raya uploaded each health plan's forms and turned them into fillable PDFs with flat-to-fillable conversion, which found the text boxes, checkboxes, radio buttons and multiline fields on its own. For the few tricky layouts, such as CenCal Health's office hours grid and HPSJ's 16-question attestation, the team spent a few minutes adjusting the fields once. Every form is now a reusable template.
Each doula then got one reusable profile holding everything the applications ask for: legal name and contact details, NPI and Tax ID, training certificates, CPR and HIPAA dates, liability insurance, the three testimonial letters, languages, service areas and standard attestation answers.
To credential a doula, the team picks the profile and the plans' forms and fills them. Reviewing each completed form takes about 30–60 seconds, and then the plan's own attachments go in and the packet is submitted.
The results
| Before | With Instafill.ai | |
|---|---|---|
| Time per application | 45–90 minutes by hand | Under 2 minutes |
| Flat PDFs | Handwritten or typed into added text boxes | Converted once, then filled |
| Doula details | Copied into every plan's layout | Kept once per doula |
| Growing the network | Limited by admin time | No extra admin staff |
Because every application is filled from the same profile, the NPI typos, mismatched Tax IDs and inconsistent addresses that caused resubmissions are gone. Doulas get through credentialing sooner and can start seeing patients and billing for their services, and Raya can keep adding doulas to its network of over 150 without hiring more administrative staff.
