Tips for Keeping Track of Healthcare Licenses and Certifications

To be an allied health professional or travel nurse you have to…well, travel. That means to take a job in a state other than your own, you’ll have to get permission from that state to practice by obtaining a license. While interstate compacts like the Nurse Licensure Compact (NLC) allows nurses to get licensed in participating states, there are still many states not involved and separate licenses need to be obtained and managed. It would be a bad thing to get a job and find out your license in that state had expired, which is why you need to keep track of your licenses and certifications and when they are no longer active. Here are answers to common questions and some tips and tricks to help you while you’re working as a travel healthcare clinician. 

What licensing and certification information should I keep track of?

At minimum, you should keep track of the state, license number, and when the license expires. It also would be useful to include notes about how many continuing education units (CEU) are needed and state-specific educational requirements. It’s a smart idea to implement a method that notifies you when your renewal date is coming up, so you have enough time to gather paperwork for submission.

Should I put my healthcare license and certifications on my resume?

Yes! You should absolutely list your active healthcare licenses and certifications on your resume. Doing so will show potential employers that you are qualified and have the determination needed to keep yourself in good standing with the many state medical boards you work with. However, keep this information light, as potential employers don’t need to see behind the scenes information like when it expires, and how many additional CEUs you need to stay licensed.  

Low-Tech License/Certification Tracking Solutions

One low-tech method for license/certification tracking is to use a three-ring binder and plastic sheets. Licenses are put in the sheets and placed in the binder. Put dividers in to separate the licenses by state or month of renewal.

This can also help keep track of CEUs earned and certifications obtained by putting the paperwork in their own sheets. Not only does it make it easy to track renewals, but also simplifies the process of making copies.

Use Calendar Programs to Track Licenses

A slightly higher tech solution is using the calendar program on your computer or phone. Simply choose a date when you want a reminder and the calendar will send it to you. This has the advantage of being automatic with little time or effort needed for maintenance after the first entry is made. If you are using an internet or cloud-based solution, there are protection services in place to keep you from losing your information in the event of a system crash.

However, you’ll likely have to devise a second method to track CEUs and certifications. Even if you scan them into a specific folder on your computer, copies are harder to make and submit to either state medical boards or the compliance department of an employer.

iPhone & Android Apps for Allied Health Professionals and Travel Nurses

As with many other things in life, there is an app for that. In addition to keeping you updated on renewing your license, many have the advantage of helping track required CEUs needed in many states for renewal.

CertAlert+ Med License Manager

CertAlert+ Med License Manager, available on iOS and Android, allows users to upload photos of their certifications and licenses so that you have them all in one place. Then, by entering expiration dates, the app can send email notifications to you to remind you to recertify. 

You can also use CertAlert+ to track your CEU progress. The app compiles the course title, how many units it is, when you took the course, the instructor, and the location all in one place, making it easy for you to see your CEUs at a glance. 

RN Docs

RN Docs is a free app for iPhone and Android that will message you when something is expiring. It lets you take photos of licenses and certificates for storage. Created by a RN, documents can be bundled for sending to compliance departments or the Board of Nursing if audited.

Websites to Help Track Healthcare Licenses

While they do not have app functionality (yet), there are web-based options for traveling allied health clinicians and nurses to track healthcare licenses:

MedRenewal.com

MedRenewal.com is a web-based, paid solution for allied health clinicians and travel nurses to keep track of their licenses and certifications. This solution lets you know in real time how many CEUs are needed for each of your licenses, and can even remind you if you’re lagging behind on obtaining them. Like other apps, MedRenewal.com also sends you personalized email notifications when your renewal dates are approaching, which can help you plan ahead. 

Spreadsheets Can be Another Option

Excel, Google Spreadsheets, Numbers, or similar programs are other options. These have the advantage of being completely customizable and easy to make changes as needed. They can be sorted by different variables if needed. Some can also be linked to a calendar or you can sort on dates.

As a disclaimer, we have not used any of the methods suggested. The programs and apps mentioned have been recommended on various threads on travel-related Facebook pages or other related areas.

Editor’s Note: This blog was originally written in 2020 by Kurt Ullman, RN, BSPA, MHA. It was updated by Mike Connors in March 2024 to reflect new information.