Staff upload licenses, malpractice certificates, and CPR cards once; OCR extracts the expiry dates into a credentials database. Automated countdowns nudge each clinician at 90, 30, and 7 days, escalate to HR, and keep a compliance matrix current for any audit.
Typical results
0
Lapsed licenses
140+
Credentials tracked
90 days
Advance warning
Figures reflect typical results for this kind of automation.
The challenge
Across four sites and dozens of clinicians, credentials lived in personnel folders and memory. A physician's license lapsed unnoticed until an insurer flagged it, audits meant days of frantic folder-digging, and HR maintained three conflicting spreadsheets. Nobody could answer a simple question: who is cleared to practice today?
Before and after
Lapsed credentials per year
−100%Audit prep time
−92%Renewal warning lead time
The automation
We built an upload flow where staff photograph or drop each license, malpractice certificate, and CPR card. OCR reads the document, extracts holder, type, and expiry date, and files it in a central credentials database linked to the staff roster. A daily Make scenario counts down every expiry: WhatsApp nudges at 90, 30, and 7 days, HR escalation when a deadline gets close, and a compliance matrix that shows every site's status at a glance.
How it works
- 01
One-time upload
Staff photograph or upload each credential through a simple mobile link.
- 02
OCR extraction
The document type, holder, and expiry date extract automatically into the database.
- 03
Daily countdown
A Make scenario scans every expiry each morning and calculates who's at risk.
- 04
Escalating nudges
WhatsApp reminders at 90, 30, and 7 days; HR is copied when deadlines get close.
- 05
Always audit-ready
The compliance matrix shows every clinician's status per site, current to today.
Starts from
- Uploaded credentials
- Staff roster
Delivers
- 90/30/7-day nudges
- HR escalation
- Compliance matrix
The impact
Lapsed licenses typically drop to zero across more than 140 tracked credentials, and audits can be answered straight from the compliance matrix. Audit preparation falls from three days to two hours, and renewals happen calmly, months ahead.
Questions about this automation
Which credentials can the system track?
Any document with a holder and an expiry date: medical licenses, malpractice insurance certificates, CPR and life-support cards, vaccination records or site-specific permits. The clinic defines the required credentials per role, and the compliance matrix shows any missing or expired item for each clinician at each site.
What if OCR reads an expiry date wrong?
Each upload shows the extracted holder, document type and expiry date for a quick check, and dates that are unclear or out of range are flagged for HR to confirm. The original image stays attached to the record, so any entry can be compared with the source document during an audit.
How do the reminders and escalations work?
A daily scheduled run checks every expiry date. The clinician gets a WhatsApp reminder 90, 30 and 7 days before expiry with a link to upload the renewed document. If the date gets close and nothing has been uploaded, HR is copied automatically. A new upload stops the reminders for that credential.