Citations and fines
Survey findings, corrective action plans and financial penalties from state agencies and other regulators.
Live compliance status
License and certification tracking that keeps clinics and hospitals survey-ready
A license that lapses unnoticed can mean a citation, a denied claim or a clinician pulled off the schedule. credentracker tracks every credential your staff hold, reminds them by email and text long before anything expires, and keeps the proof ready for whoever asks.
Email + SMS reminders from 90 days outMalware-scanned documentsAudit log built in
Compliance96%
Expiring7
Expired2
Expiring soonNext 30 days
ARA. RiveraRN License · 412 days leftValid
JMJ. MendezCPR / BLS · 18 days leftExpiring soon
TKT. KowalskiTB Screening · 6 days overdueExpired
LSL. SantosHHA Certificate · 203 days leftValid
Credentials clinics track in credentracker: RN & LPN licenses, Medical & NP licenses, CNA certifications, DEA registrations, Board certifications, BLS · ACLS · PALS · NRP, TB tests & vaccinations, Malpractice insurance, and any other type you add.
The cost of a missed renewal
A lapsed credential is easy to miss and expensive to explain
Depending on your state, your payers and your accreditor, a license or certification that expires without anyone noticing can lead to:
Denied or recouped claims
Payers can deny claims — or recover payments later — for services provided under a license that had lapsed.
Accreditation findings
Expired or missing credential documentation is exactly the kind of gap a surveyor writes up.
Gaps in the schedule
A clinician whose license or certification has lapsed can't work until it's renewed, leaving shifts to cover at short notice.
No software can make you compliant on its own. credentracker makes sure the date is noticed in time and that the proof is ready when someone asks for it.
How it works
Four steps to a credential file that keeps itself current
Set it up once. After that, the reminders, the status checks and the audit trail run on their own.
Set up your clinic and add your team
Sign up, verify your email and activate your clinic. Add each person with their role and invite them by email, text message or a link you share — there are no passwords to set up.
Get every credential on file
Staff snap a photo or upload a PDF of each license or certificate from their phone, or HR records it for them. The type, number, issuing body, dates and document stay together, and every file is malware-scanned before anyone can open it.
Let the reminders chase renewals
Every night credentracker rechecks each expiration date in your clinic's timezone. Staff get an email and a text 90, 60, 30 and 7 days out and on the day it expires; admins and HR get an email the day anything lapses.
Show the proof whenever you're asked
The dashboard shows your compliance score, what expires next and what has lapsed. Export a PDF compliance report or an Excel or CSV register, with an audit log of who changed what, and when.
Compliance96%
Expiring7
Expired2
Expiring soonNext 30 days
ARA. RiveraRN License · 412 days leftValid
JMJ. MendezCPR / BLS · 18 days leftExpiring soon
TKT. KowalskiTB Screening · 6 days overdueExpired
LSL. SantosHHA Certificate · 203 days leftValid
What changes
Fewer surprises, fewer fines, fewer frantic weeks before a survey
credentracker is built around the outcomes a compliance lead is judged on — not a longer feature list.
Survey-ready at any moment
Current documents, statuses and an audit trail for every clinician — so an unannounced survey or accreditation visit doesn't start with a scramble through binders and inboxes.
Renewals caught months ahead
Reminders start 90 days out and keep coming at 60, 30 and 7 days, by email and text. If a credential still lapses, admins and HR hear about it that day.
Revenue on solid ground
Claims for services provided under a lapsed license can be denied or recouped. Seeing renewals coming months ahead helps keep every clinician you bill for properly licensed.
Staff stay on the schedule
A clinician with an expired credential can't take a shift. Early reminders mean renewals get booked in good time — not discovered the morning someone is due on the floor.
Less time chasing paperwork
Staff upload their own documents from their phone and the system sends the reminders, so HR stops chasing certificates by email and retyping dates into a spreadsheet.
Proof you can hand over
Every credential keeps its scanned document, and the audit log records sign-ins, document views, exports and changes — evidence an auditor can actually check.
90 daysHead start: the first reminder goes out 90 days before a credential expires.
5 remindersPer credential, by email and text: 90, 60, 30 and 7 days out, and on the day.
Every nightEach credential's status is rechecked in your clinic's own timezone.
3 formatsPDF, Excel and CSV reports, ready for a surveyor, an auditor or a payer.
Security
Careful with the records you trust it with
Staff credential files hold names, contact details and copies of licenses. Here is how they are protected, stated plainly — without certifications we don't hold.
Encrypted where it matters
TLS in transit. Staff email addresses and phone numbers are encrypted with AES-256-GCM, and documents sit in private storage with server-side encryption.
Nothing opens unscanned
Every upload is scanned for malware before anyone can open it, and files are only ever served through short-lived links.
The right people see the right file
Admins, HR and clinical staff each get their own permissions, checked on every request — and every document view and export is logged.
Pricing
Simple, predictable pricing
A base fee for your clinic plus a fee per user, billed monthly or yearly. No setup fees, no per-document charges, no long-term contract.
Clinic
Most popular$99/ month per clinic
+ $5 per user / month
For a clinic or practice that needs every license and certification kept current.
- Unlimited credential records and document storage
- Email and SMS reminders before anything expires
- Malware scanning on every upload
- Audit log, exports and compliance reports
- Staff upload their own documents
- Billed monthly or yearly; cancel to stop the next renewal
Multi-site
Custompricing
Quoted for your organization
For hospitals, clinic groups and staffing agencies running several sites.
- A separate workspace for each site
- One agreement and consolidated invoicing
- Volume pricing on seats
- Onboarding help and data import
Questions
Credential tracking, answered
What is credential tracking?
Credential tracking means keeping a current record of every license, certification, registration and screening your clinical staff need to work — the expiration date, the issuing body and a copy of the document — so you always know who is cleared to work today and what needs renewing next. credentracker does this for clinics, hospitals and other employers of licensed clinical staff.
How does credentracker work?
You add your team, then record their credentials or let staff sign in and upload their own. Every night credentracker recalculates each credential's status in your clinic's timezone. Staff get an email and a text message 90, 60, 30 and 7 days before a credential expires and on the day it does, and your admins and HR get an email when something lapses. The dashboard shows who is fully compliant, and reports export the evidence as PDF, Excel or CSV.
How does credentracker help avoid non-compliance fines?
A license or certification that lapses unnoticed can lead to survey citations, fines, denied or recouped claims and accreditation findings. credentracker makes sure the date gets noticed in time: every credential gets an automatic reminder schedule, managers are alerted the day something expires, and the current documents and audit trail are ready to export whenever a surveyor or auditor asks. It supports your compliance program rather than replacing it, and it cannot guarantee the outcome of a survey or audit.
What kinds of credentials can I track?
Anything with an expiration date: state RN, LPN and medical licenses, nurse practitioner licenses, CNA certifications, DEA and state controlled-substance registrations, board certifications, BLS, ACLS, PALS and NRP cards, TB tests, vaccinations, malpractice insurance — and any other type you name yourself.
Can staff upload their own documents?
Yes. Staff sign in with a one-time code — there is no password — and add or renew their own credentials from a phone or computer: a photo or PDF of the document plus the dates. Admins and HR can also record credentials on anyone's behalf.
Does credentracker verify licenses with the licensing board?
No. credentracker records the credentials you and your staff enter and tracks their expiration dates; it does not check them against licensing boards or other primary sources. Keep verifying credentials with the issuing body as your policies require — credentracker keeps the document, the dates and the audit trail together so that work is easy to show.
How much does credentracker cost?
A base fee for your clinic plus a fee for each user, depending on the plan you choose, billed monthly — or yearly at a lower rate where the plan offers annual billing. The current plans are on the pricing page. Prices are in US dollars and exclude taxes. There are no setup fees and no per-document charges.
Is there a free trial?
No. You sign up, verify your email address and pay the first month (or year, on annual billing) through Stripe Checkout to activate your clinic; until that payment completes, the account is read-only. There is no long-term contract — cancel at any time to stop the next renewal, and you keep access until the end of the period you have paid for. Fees already paid are non-refundable.
How is our data protected?
Data is hosted on AWS in the United States (us-east-1) and encrypted in transit with TLS. Staff email addresses and phone numbers are encrypted with AES-256-GCM, documents are kept in private storage with server-side encryption and opened only through short-lived links, every upload is scanned for malware, and access is checked by role on every request. The security page has the details.
Does credentracker store patient information?
No. credentracker is for workforce credentials — licenses, certifications and the documents behind them — not patient records, and the terms of service do not allow uploading patient information.
Does it work on phones?
Yes. credentracker runs in the browser and can be installed on a phone's home screen like an app. Staff can read their own credential list without a connection, and reminders arrive by email and text message either way.
Be ready for the next survey — and every one after it
Sign up, add your team and see every license and certification in one place, with reminders that chase renewals for you.