No clinician works a shift on an expired credential.
A nurse on Saturday’s rota whose BLS card ran out last week is a risk to patients and a finding for the inspector. So is a locum with no current DBS check. ExpiryEdge holds every licence, certificate and check for each member of staff and sends reminders at 90, 60, 30 and 7 days. It also keeps the timestamped evidence a CQC or Joint Commission inspector will ask to see.
Quick answer
Healthcare credential tracking means recording every licence, certificate and background check each clinician needs, giving each one an owner, and sending renewal reminders before it runs out. Nobody then works a shift on a lapsed credential. Teams track RN and physician licences, BLS/ACLS/CPR, DBS and background checks and immunisation records, and keep the evidence ready for CQC or Joint Commission inspections.
What clinical teams track in ExpiryEdge
RN / physician licences
BLS / ACLS / CPR cards
DBS / background checks
Controlled-drugs licences
Immunisation & fit-test records
Mandatory training cycles
Professional indemnity cover
Right-to-work documents
Credentialing breaks down between shifts
These three gaps are how a clinician ends up on shift without a valid credential.
Credentials live in too many places
The licence number is in the HR system, the CPR card is in a manager’s drawer and the DBS reference is buried in an email. Nothing tells you who is cleared to work tomorrow.
Renewals fall on the clinician, then no one
Staff think the rota coordinator is watching the dates. The coordinator thinks the clinician renewed. Nobody notices the card has lapsed until someone happens to open the file.
Inspections become a paper hunt
A CQC inspector or Joint Commission surveyor asks for current credentials on Ward 6. Your team then spends days working out who was compliant, and when.
Every clinician, every credential, one register
A credential file per clinician
Each person has one file holding their licence, BLS, DBS, training and indemnity, with the expiry date and a copy of the document.
Reminders before the lapse
Alerts at 90, 60, 30 and 7 days reach the clinician and their manager by email, SMS, WhatsApp or Teams, early enough to book the course and renew.
Block the lapse before the shift
Every credential shows as valid, expiring or expired. The coordinator spots the expired card while building the rota, not after the shift has started.
Inspection evidence on demand
Each credential, reminder and approval is logged with a time. Export it as CSV, PDF or XLSX when CQC visits or the Joint Commission surveys.
What it looks like day to day
See who is cleared to work - before the rota is set
Filter a ward, or the whole trust, to "expiring in 30 days" and work down the list. Expired credentials show in red, so the coordinator catches them before the roster goes out.
Status per clinician: valid, expiring, expired
Filter by ward, role or credential type
Spot lapses before they reach the floor
Prove continuous compliance, not just today’s status
Inspectors want to know you kept on top of credentials all year, not just that they are valid on the day. Each reminder, upload and check is logged with the time and the person.
Timestamped reminder, upload and approval history
Exportable to CSV, PDF, XLSX
Retained for the lifetime of the account
Getting a ward audit-ready
Import the roster
Load your staff and their current credentials from a spreadsheet or an HR export.
Set expiry dates & owners
Each credential gets a renewal date and an owner. Usually that is the clinician, with their manager as the escalation contact.
Reminders run
Alerts go out at 90, 60, 30 and 7 days on the channels your staff really read.
Export on demand
When the inspector arrives, download the whole evidence pack as one file.
Reminders that reach a clinician between shifts
Nurses and carers rarely sit at a desk reading email. ExpiryEdge sends reminders more often as the date gets closer, on the apps they check on a break.
Anything that expires. That includes RN and physician licences, BLS/ACLS/CPR, DBS and other background checks, controlled-drugs licences, immunisation and fit-test records, mandatory training, professional indemnity cover and right-to-work documents. Each one sits in the clinician’s file with its document and renewal date.
ExpiryEdge marks every credential as valid, expiring or expired, so lapses show up before the rota is set. A coordinator who filters a ward to "expiring in 30 days" sees the problem weeks ahead. The clinician renews instead of working without clearance.
You can show a timestamped record of each credential, every reminder sent, each document uploaded and each check made, exported as CSV, PDF or XLSX. It shows you stayed compliant over time, for one ward or the whole organisation. That history is what inspectors look for, more than today’s snapshot.
You choose for each credential. Usually the clinician owns it and the ward manager or credentialing lead gets the escalation. If one person is on annual leave, the reminder still reaches someone who can act.
Yes. Track a locum’s licence, DBS and indemnity just as you would for permanent staff, and send reminders to the agency contact or your bank-staff coordinator. Someone covering two weeks gets the same checks as someone on a permanent contract.
Most teams import their staff list and credentials and are live in under an hour. Start with the credentials that would hurt most if they lapsed, such as licences and BLS, then add the rest.
Keep every clinician cleared to work and every ward ready for inspection
Free to try. No credit card required.