Professional registration
Starts at 12 months
One per licensed clinician: chiropractor, physiotherapist, optometrist, physician or vet. Renewal cycles differ by board, so the expiry comes from the license itself.
For clinics and small practices
Medical license tracking for small clinics
Keep each clinician's professional registration, BLS / CPR card, manual handling and safeguarding training, background check, immunisation record and liability insurance in one list with an expiry date. LeaveCalc emails the clinician and the practice manager at 60, 30 and 7 days. Built for chiropractic, physiotherapy, optometry, veterinary and care practices.
Free for up to 3 people, with a 14-day Pro trial. No card. Licenses and certificates are included in every plan.
LeaveCalcTodayCalendarCredentials3RequestsPeople
6types in the medical and care pack, plus any type of your own
60 / 30 / 7default reminder days to the clinician and the practice manager
Missingflag for any new hire without a required record, from the day they are added
$0for up to 3 people, with every feature included except SAML single sign-on
What a clinic tracks
The records a practice manager keeps in a folder
One click adds the Medical and care pack. Rename anything, change a renewal period or add your own types. Each record holds a number, the issue and expiry dates, an optional link to the document and notes.
BLS / CPR
Starts at 24 months
The card most clinical staff carry. The expiry fills from the issue date, and you can change it to match the card.
Manual handling
Starts at 12 months
Lifting and patient handling training for therapy and care staff, with a Missing flag for anyone who has no record.
Safeguarding
Starts at 36 months
For teams that work with children or vulnerable adults. Record the course date and the next one fills in.
Background check
Starts at 36 months
The date of the last check, so a repeat does not slip. LeaveCalc stores the date and number, never the report.
Immunisation record
Usually no expiry
Keep a note that the record is on file. Mark it as not expiring and it never turns red, but a new hire still shows as Missing.
Professional liability insurance
Add your own type
Not in the starter pack, but a type takes a minute to add. Record the policy renewal date for each clinician.
X-ray or radiology permit
Add your own type
For chiropractic and other practices with an x-ray unit. Add the permit as a type and require it for the people who use it.
Running a dental practice?
Dental offices have a pack of their own, with hygienist license, radiography and DEA registration. See dental license tracking.
- Dental license
- Hygienist license
- Radiography certificate
- DEA registration
The renewal periods are common starting points, not requirements. Licensing rules differ by country, state and board, so confirm yours and edit the period on the type.
Reminders
The clinician and the practice manager hear first
Registrations, cards and checks lapse at different times, and a small practice rarely has a compliance officer. The days are yours to change for each type.
60 days before
ExpiringFirst email to the clinician and to the practice manager. Time to book the renewal, the course or the check.
30 days before
ExpiringSecond reminder. From here it also counts in the Monday summary and in the daily Slack or Teams post.
7 days before
ExpiringFinal reminder to the clinician and to the managers who look after them.
On the day it expires
ExpiredA notice goes out. The record turns red and stays at the top of the list until someone renews it.
Default days are 60, 30 and 7. A registration with paperwork can start earlier than a CPR card: up to five days per type, from 1 to 365. If a reminder day was missed, the nearest one is sent once, never several.
To the clinician30 days before
Your BLS / CPR expires on Oct 31, 2026
Hi Alice, your BLS / CPR card expires in 30 days, on Oct 31, 2026. Please book the course and send the new card number to Joan at the front desk once it is done.
View my licensesTo the practice managerOne email a day
3 credentials need attention
- Dr. Samir HaddadProfessional registrationExpired
- Alice MossBLS / CPRIn 30 days
- Greg TanProfessional liability insuranceIn 7 days
Required by role
Who needs what in a typical clinic
Departments are the roles you set up, for example Providers, Therapy, Care and Front desk. Mark what each must hold and a new hire shows as Missing for those items from the day they are added.
Chiropractors, physicians and optometristsProviders
Professional registrationBLS / CPRProfessional liability insuranceBackground check
Physiotherapists and therapy assistantsTherapy
Professional registrationBLS / CPRManual handlingBackground check
Veterinarians and vet techsVeterinary teams
Professional registrationImmunisation recordBLS / CPR
Care and support staffCare teams
SafeguardingBackground checkManual handlingImmunisation record
Front desk and billingReception and admin
Background checkBLS / CPR
Required for the department, Missing when absentAdded per person when the job needs it
Example only. Which credentials a role needs depends on the profession, the state or country and your insurer, so mark what you actually require. Therapy assistants, for instance, may not hold a registration of their own.
Required for the team
See who has no record at all
Mark BLS / CPR as required for Providers and Therapy, and every active person there who has no current record shows as Missing. Front desk can have its own set.
- A new associate or assistant is Missing for each required type until you add a record
- Required for nobody, everyone or chosen departments, set on each type
- Locums and part-timers you add are counted too, and people who have left are left out
BLS / CPRCertification, default validity 24 months
RequiredRequired for Providers and TherapyReminders 60, 30, 7
Dr. Priya MenonProviders
Expires in 10 monthsAlice MossTherapy
Expires in 21 daysJordan PikeTherapy, started Sep 28
Missing AddExpires in 2 yearsHonest limits
Dates and reminders, not CE hours or advice
LeaveCalc is a date keeper. It does not count CE hours, store documents or tell you what a board requires.
Continuing education: LeaveCalc does not track CE credit hours. It tracks when a license, card or check expires. Keep your CE log where your board or course provider expects it.
What LeaveCalc does not do
No CE hours, no file storage, no register checks, no advice.
LeaveCalc does not count continuing education hours, compare them with a board's requirement or submit anything to a board. It does not check a license against a register or run a background check.
It stores no documents. There are no license scans and no certificates, only an optional link to where the file lives. There is no e-signature. It cannot tell you which credentials your board, insurer or state requires or how often they renew.
Staff records only
LeaveCalc holds staff details, never patient information.
The people in LeaveCalc are your staff. It holds their names, departments, credential dates and time off. It has no place for patient names or records, and you should keep patient details out of notes and request fields.
How status is decided
Expired, expiring, valid, no expiry and missing, worked out every day.
Status is calculated each day in your company time zone. A record is Expired when its date has passed and Expiring from the reminder window until the date, which is the largest reminder day of the type, at least 30 and 60 by default. Later dates are Valid, and a record marked Does not expire, such as an immunisation record, shows No expiry.
Missing means an active person in the type's required department has no current record. Only the current record of each type counts, so a renewed registration never shows its old date.
Not legal or compliance advice
LeaveCalc keeps dates and sends reminders. It does not tell you which licenses, registrations or checks your practice needs, whether one is valid, or what your state board or insurer requires. Confirm your obligations with the issuing body or an adviser.
One tool
The appointment book and the license folder, covered
The people you track licenses for are the people you schedule around. LeaveCalc keeps their time off, sick balances and credentials in one place, so Monday shows who is away this week and what is about to lapse.
- Department leads see only their own team's time off and credentials
- Clinicians see their own records in the employee portal, read only
- One people list for time off and credentials, imported once
Monday summaryLakeside Spine and Wellness, week of Oct 5
Out this week
Alice Moss, Mon Oct 5 to Wed Oct 7, PTO
Hana Lowe, Thu Oct 8, Sick
Licenses and certificates
1 expiredExpired
2 expiring in 30 daysExpiring
Dr. Samir Haddad, Alice Moss, Greg Tan
Pricing
Flat price for the whole practice, credentials included
Every plan has every feature except SAML single sign-on, which is for Business and Enterprise. You pay only when your team grows.
Free
$0per month
For teams up to 3 people
Pro
$15per month
For teams of 4 to 25 people, 14-day free trial
Business
$69per month
For teams of 26 to 100 people, 14-day free trial
Enterprise
$149per month
For teams of more than 100 people, no seat limit
No card for Free or the 14-day trial. Cancel any time, with a 30-day money-back guarantee on paid plans. Paying yearly costs ten months for twelve, and Business and Enterprise can pay a year by invoice. Licenses and certificates are not an add-on and not priced per item.
Start freeFAQ
Medical license tracking, answered plainly
Add each person, then add their license or registration with its number and expiry date. LeaveCalc shows what is expired, what expires soon and who has no record, and emails the clinician and the practice manager at 60, 30 and 7 days. The Medical and care pack adds the usual types in one click.
Yes. Add a Professional registration record for each chiropractor with the license number and the renewal date from the license. Renewal cycles and continuing education requirements are set by each state or provincial board, so LeaveCalc does not know them. It tracks the dates you enter and does not count continuing education hours.
Yes. Add the card with its number and the expiry date shown on it. If you enter only the issue date, the expiry fills in from the type's default period, which you can edit. Reminders then go to the clinician and the practice manager.
The Medical and care pack has six types: Professional registration, BLS / CPR, Manual handling, Safeguarding, Background check and Immunisation record. Professional liability insurance, an x-ray permit or anything else your practice keeps can be added as a type of its own.
The clinician or staff member, if they have an email on file, and the owner and managers who look after them. Managers get one grouped email a day, not one per item. A manager limited to one department sees and hears about that department only.
No. LeaveCalc keeps dates and reminders only. Each record has an optional link to where a document lives, in a folder you control, so scans of licenses and background check reports stay there. It never needs patient information, so keep patient details out of notes.
Yes. Departments and credential types are yours to name, so a physiotherapy clinic, an optical practice or a veterinary hospital uses the same pack and adds its own types. Dental practices have a pack of their own, described under dental license tracking.
The free certification tracker Excel template works for a small practice: list the credential types, log each person's dates and a matrix shows who is current. A spreadsheet cannot send reminders. LeaveCalc is free for up to 3 people if you want the emails. It does not make a practice compliant, so confirm requirements with your board.
Also see
Stop tracking licenses in a folder.
Free for up to 3 people, no card. Add the medical pack, add your team and let the reminders do the chasing.