Answer
HR software for small medical practices
A practice with 10 to 100 staff and no HR department needs five things from HR software: one record per person that is actually current, time off that does not live in the owner's head, alerts before a license or certification expires, a place for signed documents, and reviews that happen on a schedule instead of never. It does not need payroll, scheduling or an HRIS built for 2,000 people. LVL Up Performance does those five things for owner-run medical, dental and healthcare practices, and stays out of the way of your EHR, payroll and scheduling tools.
How it works
One staff record, kept current
Every person has a record with role, manager, hire date, employment status, emergency contacts and documents. Import from a spreadsheet once; after that, changes happen in one place and the team directory, org chart and reports read from it.
Time off without the group text
Staff request time off in the app; the manager approves in the app; balances update. Accrual and carry-over rules are optional — a small practice can run a simple allowance and switch them on later. Who is out this week is visible to everyone who needs it.
License and certification expiry alerts
Record each clinician's or assistant's licenses and certifications with the expiration date. LVL Up alerts you ahead of time — the lead is configurable — so a lapsed license never surprises a schedule or an audit. Work authorizations and expiring documents are tracked the same way.
Reviews that happen
Set a review cycle once — annual or semi-annual, plus a 90-day check-in you open for each new hire — and LVL Up sends the forms, collects self-reviews and manager reviews, and keeps the history on the record. Structured 1:1s and recognition fill the months in between.
Onboarding and offboarding checklists
A new hire gets a checklist: documents to sign, handbook to acknowledge, accounts to set up. When someone leaves, the record is closed properly and access ends. Nothing depends on someone remembering.
Where we are the wrong answer
LVL Up does not run payroll, does not do shift scheduling, and does not connect to your EHR. It holds staff records, never patient records — it is not a HIPAA system and we do not sign Business Associate Agreements, because no protected health information belongs in it. If you need payroll in the same product, BambooHR is the better fit. If you are above roughly 500 people or your procurement requires the vendor's own SOC 2 report, we are not there yet.
Which plan, and what it costs
Team — Up to 25 people
$29/month, or $278/year
Team covers a practice of up to 25 people with people records, PTO, documents, reviews, 1:1s and recognition included. A practice between 25 and 100 staff picks Growth for the same HR core plus goals and career tools.
- • Performance reviews & 360° feedback
- • Goals & progress tracking
- • Structured 1:1 meetings
- • Pulse surveys & eNPS
- • Recognition & team directory
- • Standard reporting
- • Included people records, PTO & documents
- • 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 list from a spreadsheet (name, email, role, manager, hire date). Fifteen minutes for a typical practice.
- Add licenses and certifications with expiry dates for anyone who holds one, and set the alert lead you want.
- Set your time-off policy — a flat allowance is fine to start — and invite managers to approve requests.
- Schedule the first review cycle. If reviews have never happened, start with a short check-in form; you can lengthen it next cycle.
- Invite staff. They sign in with Google or an email link; there is nothing to install.
Common questions
What HR software do small medical practices use?
Most practices under 100 staff run HR on a mix of the payroll provider's portal, a shared calendar for time off, a binder or drive for documents, and the office manager's memory for license renewals. Dedicated HR 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, time off, license tracking, documents and reviews from $29/month for up to 25 people.
Does a small practice need HRIS software?
Not an enterprise HRIS. What a small practice needs is a single current record per person, time-off tracking, expiry alerts for licenses and certifications, document storage and a review schedule. That is what LVL Up does. If you need payroll, benefits administration and scheduling in one system, you need a full HRIS and should budget accordingly.
Is LVL Up HIPAA compliant?
LVL Up is not a HIPAA system and does not need to be: it holds employment records for your staff, never patient records, and we do not sign Business Associate Agreements. Your HIPAA obligations sit with your EHR and clinical vendors. Data in LVL Up is encrypted in transit and at rest and hosted on providers that hold SOC 2 Type II; see our security page for the specifics.
Can staff request time off from their phone?
Yes. LVL Up works in a phone browser and can be installed as a home-screen app; a request takes a few taps and the manager approves from a notification.
How much does HR software cost for a small medical practice?
Team is $29/month for up to 25 people; Growth is $79/month for up to 100. Both come with a 14-day trial and no credit card. Annual billing saves roughly 20%. There are no per-seat surprises: the price is for the capacity, and everyone at the practice can have an account.