For dental practices
HR software for dental practices
You own or manage a general or specialty dental practice: one to four dentists, a few hygienists, dental assistants, and a front desk of two or three. The office manager does HR between insurance calls. No one's title says human resources, and the staff files are a drawer and a spreadsheet.
The moments where people work goes wrong
A hygienist's license renewal lands in the busiest month
Hygienist licenses, local anesthesia permits and CPR cards renew on the state's calendar, not yours. The renewal notice goes to the hygienist's home address. The practice finds out it lapsed when the hygienist mentions it, or when a payer or the board asks.
The new dental assistant's first ninety days
A new assistant gets scrubs, a chair and a busy doctor. Nobody wrote down what good looks like at day 30, and the ninety-day conversation slips because the schedule is full. By month six, the practice is guessing whether the hire worked out.
The front desk quits and the calendar lived in her head
One person knew who had booked which week off, who had signed the updated handbook, and how the recall list was worked. When she gives notice, all of that has to be rebuilt from memory and old emails.
Reviews happen in the hallway between patients
The annual review was meant to happen after the continuing-education weekend. It became a two-minute conversation at the sterilization counter and a raise decided on feel. Nothing was written down, so the next one starts from zero.
A second location, one office manager
The practice opens a second office. The spreadsheet that tracked radiology certificates, CPR dates and handbook sign-offs for twelve people does not survive twenty-six people in two buildings with two schedules.
What it costs the practice
A lapsed license is discovered by the wrong person
A hygienist or assistant works for weeks on an expired license or permit. The exposure belongs to the practice and its owner, and the fix is a scramble of paperwork during patient hours.
Good assistants leave in the first year
Without a check-in, an assistant who is struggling stays quiet and an assistant who is thriving hears nothing. Both are easier to lose than to replace, and the practice retrains from scratch each time.
Time off becomes a group text
Two hygienists take the same school-break week because neither request was written down. The doctor's column runs without support, or patients are moved, and nobody can say what balance anyone has left.
How LVL Up helps
Licenses and certifications on each record, with alerts you set
Each hygienist's license, local anesthesia permit, radiology certificate and CPR card sits on their record with its expiry date. You choose the alert lead at 30, 60 or 90 days, and a practice-wide view lists what is expiring next so the office manager sees it without asking anyone.
A ninety-day check-in the system opens for you
Set a review template for assistants, one for hygienists, one for the front desk. LVL Up opens a ninety-day check-in for each new hire and a review cycle for everyone else, collects the self-review and the manager's review, and keeps both on the record.
Time off requests and balances, approved from one place
Staff request time off in the app. The office manager or doctor approves it from the approval hub. Balances update, accrual policies are optional, and who is out this week is visible before the schedule is built.
Onboarding checklists and handbook acknowledgements
A new hire gets a checklist: documents to sign, the handbook to acknowledge, the accounts to set up. When the handbook changes, every person acknowledges the new version and the record shows who has not.
Where we are the wrong answer
LVL Up does not verify a hygienist's or an assistant's license with the state dental board, and it does not do primary-source credentialing. It holds employment records for your staff, not patient records, and it is not built for protected health information. It does not connect to your practice management software, does not do payroll or chair-side scheduling, and does not track continuing-education credits. When a termination gets complicated, it does not replace an employment lawyer.
Which plan, and what it costs
Team — Up to 25 people
$29/month, or $278/year
Most single-office dental practices are under 25 people, and Team includes staff records, licenses, time off, documents, reviews, 1:1s and recognition at that size. A group practice above 25 picks Growth for the same core plus OKRs, career paths and API access.
- • Performance reviews & 360° feedback
- • Goals & progress tracking
- • Structured 1:1 meetings
- • Pulse surveys & eNPS
- • Recognition & team directory
- • Standard reporting
- • Included people records, PTO & documents
- • Founder-led email support
No credit card. The trial runs on Growth so you can see everything; pick Team when it ends.
Getting set up
- Start the trial and import your staff from a spreadsheet: name, email, role, manager and hire date.
- Add each hygienist's and assistant's licenses, permits and certifications with expiry dates. Set the alert lead to 60 days for licenses and 30 for CPR.
- Set a flat time-off allowance to begin with and invite whoever approves requests.
- Open a ninety-day check-in for your most recent hire, and schedule the first review cycle for everyone else.
Common questions
What HR software do dental offices use?
Most dental offices under 50 staff run HR on the payroll provider's portal, a shared calendar for time off, a drawer for licenses and the office manager's memory. Dedicated tools they consider are BambooHR, which includes payroll and starts higher, and LVL Up Performance, which is built for owner-run practices and includes staff records, license alerts, time off, documents, reviews and onboarding checklists. Prices are on the pricing page.
How do I track dental hygienist license renewals?
Put each license on the hygienist's staff record with its expiry date and set an alert ahead of the date. LVL Up alerts the hygienist and the office manager at the lead you choose and lists every expiring credential across the practice on one page. It does not check the state board for you; when the renewal comes through, you update the date and attach the new certificate.
How often should a dental practice do performance reviews?
A ninety-day check-in for every new hire, then twice a year, with a short 1:1 each month in between. Keep the form to five to eight questions about the job as it is done: chairside efficiency, sterilization, patient handling, scheduling accuracy, teamwork. Long forms are the main reason reviews stop happening in small practices.
Does LVL Up connect to Dentrix, Eaglesoft or Open Dental?
No. LVL Up is a staff-side system and does not read from or write to practice management software. Your patient schedule, charts and billing stay where they are. It does offer a public API and CSV import for staff data.
Does LVL Up hold patient information?
No. It holds employment records for your staff, not patient records, and it is not built for protected health information. Your patient-privacy obligations sit with your practice management and imaging vendors; LVL Up holds the staff side only.
What happens after the free trial?
The trial is 14 days, no credit card, then read-only until a plan is chosen. Nothing you entered is deleted while it is read-only.
Related:
Start with your own staff list
Import your team, add the licenses that worry you most, and see the expiring-next view with your own names on it. Team fits a practice of up to 25 people.