For physical therapy clinics
HR software for physical therapy clinics
You own or direct an outpatient physical therapy clinic: a few PTs, one or two PTAs, an aide or a tech, and a front desk that also chases authorizations. The clinic director treats a full caseload and does HR after the last patient of the day. There may be a second clinic across town run by a lead PT.
The moments where people work goes wrong
A PTA's license renewal falls in the middle of a full caseload
PT and PTA licenses renew on the state's cycle, and the board's letter goes to the clinician's home. The clinic director learns the date from the clinician, if at all. A lapsed license means visits that should not have been billed.
The new graduate's first months on a full schedule
A new-grad PT is treating a full day by week two and behind on documentation by week four. Nobody scheduled the 30-, 60- and 90-day conversations, so the first real feedback arrives when a note is late or a patient complains.
The productivity conversation nobody wants to have
Visits per day and documentation timeliness matter to the clinic's survival, and every PT knows it. Without a standing 1:1 with a shared agenda, the only conversation about productivity is the bad one, and it lands as an accusation.
Summer time off collides with the sports season
Three clinicians ask for the same two weeks in August. Requests came by text, by hallway and by email. Nobody knows who asked first or what anyone has left, and the schedule gets rebuilt twice.
A second clinic opens and the org chart lives in the owner's head
With two sites, a lead PT at each, and aides who float between them, who reports to whom is no longer obvious. The person who knows is the owner, who is treating at whichever site is short that day.
What it costs the practice
A clinician treats on a lapsed license
The clinic keeps billing until someone notices. The payer, the board and the owner each have a view on that, and the owner learns last.
Good therapists leave for the hospital system
The exit interview is the first career conversation the clinic ever had with them. The hospital offered a title and a plan; the clinic offered a caseload.
Front desk turnover erases how authorizations get done
The coordinator who knew every payer's quirks leaves. There was no checklist for her replacement, so the clinic relearns authorizations one denial at a time.
How LVL Up helps
PT, PTA and aide credentials with alerts ahead of expiry
Each license and CPR card sits on the clinician's record with its expiry date. You choose the alert lead at 30, 60 or 90 days, and one view lists what is expiring next across both clinics.
Goals and 1:1s that make productivity a shared number
A clinician's goals for the quarter, including caseload and documentation targets you agree on together, live in one place. A monthly 1:1 has a shared agenda, and items that were not covered carry over to the next one.
Reviews with a template per role
A PT, a PTA, an aide and a front-desk coordinator each get a review form written for their job. Self-review and manager review sit on one form, and 360 feedback is there for a lead PT when you want it.
Time off, the approval hub, and an org chart for two sites
Requests go through the app and the lead PT approves them from the approval hub. Balances and accrual rules are handled, who is out is visible, and the org chart and directory show who reports to whom at each site.
Where we are the wrong answer
LVL Up does not verify PT or PTA licenses with the state board and does not track continuing-education units, so your CEU log stays where it is today. 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 EMR or billing system, does not schedule patient visits or clinician shifts, and does not run payroll. It is not a substitute for an employment lawyer.
Which plan, and what it costs
Team — Up to 25 people
$29/month, or $278/year
A single clinic of up to 25 people fits Team, which includes staff records, licenses, time off, reviews, 1:1s and recognition. Two or three sites usually cross 25 people, and Growth adds OKRs, career paths and API access on the same core.
- • 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 clinicians and front-desk staff from a spreadsheet, with each person's manager so LVL Up knows who reviews whom.
- Add PT, PTA and aide licenses and CPR cards with expiry dates. Set the alert lead to 90 days for licenses so a renewal does not compete with a caseload.
- Set up a monthly 1:1 for each clinician with a shared agenda, and agree on one or two goals for the quarter.
- Set the time-off policy and open the first review cycle two weeks before you want the meetings to happen.
Common questions
What HR software do physical therapy clinics use?
Most outpatient clinics under 50 staff run HR through the payroll provider, a shared calendar and the director's memory. Dedicated options they compare are BambooHR, which includes payroll and starts higher, and LVL Up Performance, which is built for owner-run clinics and includes staff records, license alerts, goals, 1:1s, reviews, time off and onboarding. Prices are on the pricing page.
How do I track PT and PTA license renewals?
Record each license on the clinician's staff record with its expiry date and set an alert lead. LVL Up alerts the clinician and the clinic director ahead of the date and shows every expiring credential across the clinic on one page. It does not connect to the state board; you update the date when the renewal arrives.
Does LVL Up track continuing-education units for physical therapists?
No. It tracks licenses, certifications and their expiry dates, and stores documents. CEU hours are not tracked, so keep your CEU log where it is and attach the completion certificates to the clinician's record if you want them in one place.
How do I do performance reviews for physical therapists?
Use a short form written for the job: clinical reasoning, documentation timeliness, caseload management, patient communication, teamwork, and one development goal. Self-review and manager review on the same form, twice a year, with a monthly 1:1 in between. LVL Up schedules the cycle, sends the forms and keeps the results on the record.
Does LVL Up integrate with WebPT or other PT EMRs?
No. LVL Up is a staff-side system and does not connect to your EMR, billing or scheduling software. It has a public API and CSV import for staff data, and Slack and calendar integrations for 1:1s and reminders.
What happens when the trial ends?
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.