Credential Tracking Software Built for Behavioral Health
Know every license, certification and expiry date before an auditor asks. Automated reminders chase your clinicians so you don't have to.
| Clinician | Document | Expiry | Status |
|---|---|---|---|
|
Sarah Jenkins
LCSW · Outpatient
|
LCSW License MD Board #21849 | Nov 15, 2027 | Valid |
|
Dr. Robert Chen
MD · Psychiatrist
|
DEA Registration Prescriber #BC9482104 | In 30 days Alert Sent | Expiring in 30d |
|
Marcus Vance
Case Manager · PRP
|
CPR/BLS Card American Heart Assoc. | Jun 10, 2027 | Valid |
|
Elena Rostova
LMFT · Telehealth
|
Multi-state Telehealth License States: VA, MD, DC | Dec 31, 2027 | Valid |
An expired license is a billing problem, not just an HR problem
A therapist's license lapses three weeks ago. Nobody notices until a surveyor, a payer or a board asks. Every session billed in that window is now a claim you may have to repay.
Most behavioral health practices don't fail audits because they are non-compliant. They fail because credentials live in spreadsheets, inboxes and shared drives, and nobody can assemble the evidence in time.
What happens when a single license lapses?
Payers perform retrospective clawbacks on every claim billed during a lapse period, regardless of care quality.
- Spreadsheet method: Expirations buried in row 74; silence until an audit notice arrives.
- Payer consequence: 100% of claims billed during lapse flagged for immediate repayment.
- The BUAMS AI safeguard: 90, 60, 30 and 7-day escalations guarantee renewals are finished on time.
What you can track in one register
Clinical licenses
LCSW, LPC, LMFT, psychiatrists, nurses, BCBAs and more.
Certifications and CPR/BLS cards
Track provider accreditation, issue dates and renewal deadlines.
DEA registrations and NPI numbers
Prescriber federal and state registrations tracked alongside NPIs.
Background checks and screening records
FBI, state criminal, and child protective registry verifications.
Immunization and health requirements
TB tests, vaccination proofs, and annual medical clearances.
Malpractice and liability insurance certificates
Active policy coverage limits, policy numbers and renewal cycles.
Signed policies and acknowledgements
Employee handbook sign-offs, code of ethics and IT security policies.
Supervision contracts
Attributed supervisor assignments, agreements and oversight terms.
CEU and continuing education requirements
Log hours completed, certificate uploads and cycle milestones.
How credential tracking works in BUAMS AI
Set requirements by role
Define which credentials each role needs (clinician, supervisor, admin). New hires inherit the right checklist automatically.
Collect documents without chasing
Send a secure upload link. The clinician uploads from their phone, and the file lands in the correct personnel record with its expiry date already recorded.
Let reminders do the chasing
Escalating reminders go out at 90, 60, 30 and 7 days, first to the clinician, then to the administrator, then to your compliance lead. Nothing depends on someone remembering to check a calendar.
See your status live, export proof on demand
Filter valid, expiring and expired credentials by person, site, role or document type. Export a dated audit pack as a PDF in seconds.
Features that keep you audit-ready
Automated reminder chains
Escalating alerts at 90, 60, 30 and 7 days to the clinician and the administrator. On expiry, the credential is flagged on the audit dashboard.
Live compliance dashboard
One screen shows your whole practice: who is valid, who is expiring, who is expired, and which documents are missing. Filter by site, role or credential type.
Multi-state license monitoring
Telehealth and multi-site teams often hold licenses in several states. Track each state's license separately with its own renewal date, so nobody is scheduled outside their authorization.
HIPAA-aware document vault
Personnel files are stored with role-based access, version history, retention rules and full access logging. Staff see only what their role requires.
Complete audit trail
Every upload, verification, view and change is logged: who did it and when. This is the version history surveyors probe hardest.
One-click audit packs
Export a license and certification register, an expired and expiring documents report, or a complete employee evidence pack as a dated PDF, filtered by employee, site or period.
Onboarding built in
Credentials are collected on day one through role-based onboarding checklists, not chased weeks later.
Spreadsheet vs. BUAMS AI credential tracking
| Feature | Spreadsheet / shared drive | BUAMS AI |
|---|---|---|
| Expiry alerts | ||
| Collecting renewals | ||
| Who changed what | ||
| Audit pack | ||
| Access control | ||
| Multi-site view |
Who uses it
Frequently asked questions
Be ready for audit day, every day.
Stop tracking clinical credentials in static spreadsheets. Switch to automated reminder chains and instant audit pack generation.