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W-9 Form

Why Payors Require It and How to Fill It Out Correctly
Robb Duke
Last edited 13 hours ago by Robb Duke

What is a W-9 Form?

A W-9 form is an official IRS document used to provide a business’s Taxpayer Identification Number (TIN) to entities that need it for tax reporting. In the context of provider credentialing, insurance companies require a W-9 to verify your EIN (Employer Identification Number) or Social Security Number (SSN) before processing claims and issuing payments.

Why Do Insurance Payors Require a W-9?

Insurance payors use the W-9 to confirm that your business name and EIN match IRS records. This ensures that payments are made to the correct entity and reported accurately for tax purposes.
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A mismatch between your W-9, CP-575, and other credentialing documents can result in:

Delays in credentialing approval
Payment rejections or misapplied funds
Additional verification requests from the insurance payor

Where to Get a W-9 Form

The IRS does not issue W-9 forms directly to businesses. Instead, you must fill one out yourself and submit it to the requesting entity.
You can download a blank W-9 form from the IRS website:
🔗 Download the W-9 Form
Once completed, the W-9 should be provided to pie for submission with your credentialing application.

What If My W-9 Does Not Match My CP-575?

Payors will compare your W-9 with your CP-575 (or 147C Letter, if applicable) to ensure the business name and EIN are identical. If there is any inconsistency, your credentialing application may be delayed or rejected.

🚨 Common Issues That Cause Delays

Business name discrepancies – Ensure the name on your W-9 exactly matches your CP-575.
Incorrect EIN or SSN – Double-check that the tax identification number is correct.
Outdated W-9 – If your business name, structure, or EIN has changed, update your W-9 before submitting it.
If your business name has changed, you must update your records with the IRS before completing a new W-9.

Best Practices for Credentialing

Always use the exact legal business name as it appears on your CP-575.
Verify all tax identification numbers before submitting to avoid errors.
If your business structure changes, file an updated W-9 to reflect the new details.
Provide a signed and dated W-9 when submitting credentialing paperwork.
🥧 At pie, we handle the credentialing process and ensure that all submitted documents are correct. However, only the provider can complete and update their W-9. If your business details have changed, be sure to update your IRS records first.
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What is a W-9 Form?
Why Do Insurance Payors Require a W-9?
A mismatch between your W-9, CP-575, and other credentialing documents can result in:
Where to Get a W-9 Form
What If My W-9 Does Not Match My CP-575?
🚨 Common Issues That Cause Delays
Best Practices for Credentialing
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