For medical practices
HR software for medical practices
You own or manage a family medicine, primary care, pediatric or urgent care practice: one to five providers, medical assistants, a nurse or two, a front desk and a biller. The practice manager does HR between prior authorizations and the phone. Nobody's title says human resources, and the personnel files are a cabinet the manager alone can navigate.
The moments where people work goes wrong
A medical assistant's certification lapses the week the schedule is thinnest
CMA and RMA certifications, CPR cards and any state registration renew on their own calendars. The notice goes to the assistant, not the practice. The manager learns it lapsed when a payer audit or a credentialing form asks for the current copy, usually in the week two people are already out.
The provider's DEA and state license renew in different years
A physician or nurse practitioner carries a state license, a DEA registration and often a state controlled-substance registration, each with its own cycle. When one sits in a drawer and another in the provider's email, the practice has no single date to plan around, and a lapse stops prescribing for everyone that provider sees.
The new MA's first ninety days happen at the front desk and in the room
A new medical assistant is trained by whoever is free that morning. Rooming, vitals, vaccine logs and the phone all land in week one. Nobody wrote down what good looks like by day 30, so the ninety-day conversation does not get scheduled, and by month four the practice is guessing.
Flu season and the same three people asking for the same week
Time off is requested by text and remembered by the manager. Two MAs and the front desk lead ask for the week after Thanksgiving. The first answer goes to whoever asked first in the hallway, and the practice finds out on the Monday that the room turnover has no one to do it.
The annual review the practice owner meant to do in January
The owner sees patients until six. Reviews are a good intention that competes with charting. Raises get decided at the desk, without a record, and the nurse who has carried the clinic for three years hears about it from the schedule, not from a conversation.
What it costs the practice
Credentials live in five places
The provider's licenses in email, the MA certificates in a cabinet, the CPR cards on a bulletin board, the payer-required copies in the biller's folder. When one is asked for, the manager rebuilds the picture by hand.
Reviews become raises without a record
Without a scheduled cycle and a written form, compensation decisions happen in the hallway. A year later the practice cannot say why one MA earns more than another, and neither can the MA.
Onboarding depends on who was free
Each new hire gets a different first week. Handbook acknowledgements and OSHA training sign-offs are done when someone remembers, so the file for a two-year employee can be thinner than the file for the one who started last month.
How LVL Up helps
One record per person, with every credential and its date
Each provider, nurse and assistant has a record with their licenses, certifications and work authorizations, each with an expiry date and the document attached. An alert goes to the person and to the practice manager ahead of the date, with a lead you choose, and a practice-wide view shows what expires next.
Time off with balances and an approval hub
Staff request time off in the app. The manager or owner approves it from one place, balances update, and the calendar shows who is already out that week before the second request is approved.
Review cycles that run on a date, not on a memory
Set a ninety-day check-in for each new hire and an annual cycle for everyone, with a template for clinical and front-desk roles. Self-review, manager review and the conversation each have a status, so the owner can see who has not started.
Onboarding checklists and handbook sign-offs on the record
The first week is the same for every hire: the handbook acknowledgement, the OSHA and safety sign-offs, the equipment list and the introductions, each ticked on the person's record and visible to the manager.
Where we are the wrong answer
LVL Up does not verify a provider's or an assistant's license with the state board, and it does not do primary-source credentialing or payer enrollment. 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 EHR or practice management software, does not do payroll or shift scheduling, and does not track continuing-medical-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
A single-location practice with one to five providers is usually under 25 people, and Team includes staff records, credential alerts, time off, documents, reviews, 1:1s and recognition at that size. A multi-site group 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
- • License and certification expiry alerts
- • AI coaching (100 requests a month)
- • 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 provider's licenses and registrations and each assistant's certifications with their expiry dates, and choose the alert lead.
- Open a ninety-day check-in for your most recent hire, and schedule the first review cycle for everyone else.
- Move time-off requests into the app and set the balances; the next hallway request becomes a record.
Common questions
How do small medical practices keep track of staff licenses and certifications?
Most keep them in a cabinet and a spreadsheet that the practice manager owns, which works until the month nobody opens it. Keeping each credential on the person's record with an expiry date and an alert ahead of it removes the dependence on one person's memory. LVL Up does this on every plan.
Does LVL Up connect to our EHR or practice management system?
No. LVL Up is a staff-side system and does not connect to your EHR, billing or scheduling software. Patient records stay where they are. It has a public API and CSV import for staff data, and Slack and calendar integrations for 1:1s and reminders. It holds employment records for your staff, not patient records, and it is not built for protected health information.
Can it track a provider's DEA registration and state license together?
Yes. Each is a line on the provider's record with its own issuer, number, expiry date and alert. The practice-wide view lists them by date, so the manager sees the DEA renewal and the state license in the same place even when they fall in different years.
Does it handle credentialing with insurance payers?
No. LVL Up records the credentials you enter and alerts on the dates. Primary-source verification and payer enrollment are a credentialing service's job, and LVL Up does not replace it.
What does the trial include for a practice?
Everything on the plan you choose, for the whole team. 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.
We are eight people. Is this too much for us?
Not necessarily, but be honest about the job. If the pain is one provider's DEA date and three MA certifications, a calendar may do. If reviews are not happening, time off is decided in the hallway and a new hire's first week depends on who is free, the record-per-person approach pays for itself the first time a payer asks for a certificate.
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.