Texas medical license lookup

Ben Argeband, Founder & CEO of Heartbeat.ai — Simple, fast, recruiter-centered.

Who this is for

Recruiters verifying physicians in Texas who need a consistent way to confirm a physician license and document it for client packets and internal QA.

Quick Answer

Core Answer: Use the Texas Medical Board’s official physician profile search to confirm identity and current status, then log license number, dates, URL, and a timestamped screenshot.
Key Insight: Most submittal delays come from missing proof. Standardize one verification note format so anyone can reproduce the same search and record quickly.
Best For: Recruiters verifying physicians in Texas.

Compliance & Safety

This method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.

Framework: The “Don’t Overthink It” Checklist: Find → Verify → Log

Find

Start with the strongest identifier: license number first, then NPI, then name + city.
If you’re doing a tx medical license lookup from a CV, copy the name exactly (including middle initial) before you search.

Verify

Confirm you have the right person using at least two matching identifiers.
Confirm the current status and capture the status text exactly as displayed.

Log

Log the same fields every time: name, license number, status text, dates, source URL, timestamp.
Save proof (screenshot/PDF) with the URL visible.

Step-by-step method

Collect key identifiers (before you open the site).
- Full legal name (include middle initial if available)
- License number (best) and/or NPI
- City/practice location
- Specialty (helps disambiguate)
Open the official Texas Medical Board site and navigate to the physician profile search tool.

Start at the official site and click into the physician profile search (the tool that returns individual physician profile pages). Official site: https://www.tmb.state.tx.us/.

Texas-specific gotcha: log the exact page URL you used for the search tool (not just the homepage). When a client asks you to reproduce the lookup, the tool URL + your search inputs are what make it repeatable.
Search using the strongest identifier you have.
- If you have a license number, use it first.
- If you only have a name, add city and any available filters to reduce false matches.
Texas-specific logging rule (CHECKLIST uniqueness hook): record your search inputs.

In your ATS note, add a line called Search inputs used and record: exact name spelling, any city filter, and whether you searched by license number. This is the fastest way to prevent “can’t reproduce it” rework.
Verify identity using a 2-of-4 match rule.

Match at least two of these four: (1) name, (2) city, (3) license number, (4) NPI (from your internal record). The trade-off is… it adds a minute up front, but it prevents wrong-person outreach and submittal rework.
Confirm license status and dates (log verbatim).

Copy the status text exactly as displayed and log any visible issue/expiration/renewal dates. Do not interpret disciplinary content; capture what is shown and escalate internally if needed.
Capture proof (screenshot/PDF) with the right fields visible.
- Provider name
- License number
- Status (exact text)
- Any visible dates (issue/expiration/renewal)
- Search tool URL or profile page URL (visible in the screenshot)
- Timestamp (system timestamp is fine)
Log it in your ATS/CRM using a fixed note format.

Standardization is what keeps speed-to-submittal high across a team. If you need to connect identifiers cleanly, use: NPI-to-license matching for provider records.
Then move to outreach.

If you’re using Heartbeat for outreach, you can prioritize call attempts using ranked mobile numbers by answer probability after you’ve verified and logged the record.

Diagnostic Table:

Scenario during Texas verification	What it usually means	Fast next step	What to log
Multiple similar names returned by the search tool	High wrong-person risk	Apply 2-of-4 match rule; if still unclear, request license number	Search tool URL + search inputs used + matched identifiers
Status text is present but unclear to the team	Debate causes delay	Log status verbatim; escalate internally if it blocks submittal	Status text + timestamp + screenshot/PDF
Dates are visible on the profile page	Client packet may require them	Capture dates in ATS note and attach proof	All visible dates + profile page URL
You can’t reproduce the result later	Missing audit trail	Re-run using the same tool URL and the same search inputs; store proof consistently	Tool URL + search inputs used + timestamp

Weighted Checklist:

Texas verification CHECKLIST: score it fast. If you can’t hit the threshold, escalate instead of guessing.

Item	Weight	Pass criteria	Logged?
Tool URL recorded (Texas-specific)	15	ATS note includes the physician profile search tool URL or the profile page URL you used	Yes/No
Search inputs recorded (Texas-specific)	15	Exact name spelling + city filter (if used) + license-number search yes/no	Yes/No
Identity match (2-of-4)	30	At least two match points: name, city, license number, NPI (internal)	Yes/No
License number captured	20	License number recorded exactly	Yes/No
Status + proof captured	20	Status text copied exactly + screenshot/PDF includes URL and timestamp	Yes/No

Suggested threshold: 80+ to proceed to outreach/submittal; below that, escalate with proof attached.

Outreach Templates:

Use these after you’ve logged the verification. Keep it short; your goal is a reply or a call window.

Template 1 — Initial text

Hi Dr. {{LastName}} — I’m recruiting for a {{Role}} in {{City}}. Quick fit check: are you open to a 10-minute call today/tomorrow? If you prefer no outreach, reply “opt out.”

Template 2 — Email

Subject: {{Role}} in {{City}} — quick fit check

Dr. {{LastName}}, I’m working on a {{Role}} search in {{City}}. Are you open to a brief call to confirm interest and timing? If you’d rather not be contacted, reply “opt out” and I’ll suppress future outreach.

Template 3 — ATS/CRM verification note (copy/paste)

Texas license verification log: Source: Texas Medical Board | Tool/Profile URL: {{URL}} | Search inputs used: {{SearchInputs}} | Name: {{FullName}} | License #: {{LicenseNumber}} | Status (verbatim): {{StatusText}} | Dates: {{Dates}} | Verified: {{Timestamp}} | Proof saved: {{FileLocation}}

Common pitfalls

Logging only the homepage. In Texas, you want the tool/profile URL in your notes so the lookup is reproducible.
Not recording search inputs. When multiple similar names exist, the exact spelling and filters are what let a teammate reproduce your result.
Picking the first name match. Use the 2-of-4 match rule. If you can’t match confidently, pause and request the license number.
Not logging the status text verbatim. Internal QA needs the exact wording you saw at the time you checked.
Interpreting enforcement/discipline content. Don’t. Log what’s displayed and route questions to your compliance/legal team.

How to improve results

License status definition (required)

License status is the current standing shown on the official record at the time you checked it. For recruiting operations, treat the displayed status text as the source of truth and log it verbatim with a timestamp and URL.

Measurement instructions (required)

Measure this by… tracking rework and delay (the two things that slow submittals):

Verification-to-submittal cycle time: time from first verification attempt to “ready to submit” in your ATS (use median).
Verification rework rate: second-pass verifications / total verifications (per 100 verifications).
Client QA return rate: submittals returned for missing/unclear license proof / total submittals (per 100 submittals).

If you’re standardizing across states, use the hub: state license lookups resource center.

Legal and ethical use

This page provides operational recruiting workflow guidance and is not legal advice.
Use official sources for verification and keep an audit trail (URL + timestamp + proof).
Respect opt-outs and suppression lists. Do not re-contact candidates who asked you to stop.
Do not interpret disciplinary information or make conclusions from it.

Evidence and trust notes

Official source for Texas physician license verification: Texas Medical Board.
How we evaluate sources and freshness: Heartbeat trust methodology.

FAQs

What do I need for a Texas medical license lookup?

Best case: the license number. If you don’t have it, use full legal name plus city, then confirm identity using at least two match points before you log the record.

What should I screenshot or save for my recruiting file?

Save a screenshot/PDF that shows the provider name, license number, status text, any visible dates, and the URL, plus a timestamp.

How do I avoid matching the wrong physician?

Use a 2-of-4 match rule: name, city, license number, and NPI (from your internal record). If you can’t hit two, pause and request the missing identifier.

Can I submit a candidate based only on what I see in the lookup?

Use the lookup as a documented verification step, not a substitute for your organization’s compliance process. Requirements vary by client and role.

Next steps

Standardize your multi-state process: state license lookups resource center.
Reduce matching errors: set up NPI-to-license matching in your workflow.
Need to build a verified outreach list fast? start free search & preview data.

About the Author

Ben Argeband is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two successful platforms trusted by over 50,000 sales and recruitment professionals. Ben’s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. Connect with Ben on LinkedIn.