Essentials
$99/mo
For one lab under one CLIA number.
- One CLIA number
- Unlimited items tracked
- Monthly digest
- Alerts at each action window
Deadline tracking for clinical labs
Nothing expires without you knowing.
A done-for-you service that tracks every expiring certificate, license, enrollment and recurring obligation in your lab, and tells you what’s coming before the action window closes. Send us your documents once. We build and maintain the calendar.
We only do dates. We never touch patient data.
The problem
Six or more issuing authorities. No shared system. One person holding it together in Excel.
Your CLIA certificate is valid for two years. When the renewal clock starts depends on the certificate type. A cycle that infrequent never becomes a habit, and it’s only one of the dates your lab has to keep.
Around the CLIA certificate, there’s everything else:
- Proficiency testing enrollment
- Accreditation inspection cycles (COLA, CAP, Joint Commission)
- State licenses
- Personnel competency assessments
- Instrument calibration and maintenance
- Reagent lots
- Safety training
- Waste hauler contracts
What a missed date can cost
- Suspended testing
- Interrupted Medicare reimbursement
- Sanctions
- A deficiency on the public record
The real system in most labs is a spreadsheet, kept by one lab manager or office manager. It works until that person is out, busy, or gone.
How it works
You send documents once. We do the rest.
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Send us everything with an expiration date
Certificates, licenses, enrollments, contracts, schedules. Facility documents only. No patient data, ever.
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We build your complete calendar
We pull every date and action window into one calendar, and you confirm every date before we go live.
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Digest and alerts at every window
You get a monthly digest plus an alert at each action window. On Assured, we also verify your dates against CMS (QCOR) data every week.
Everyone else sells you a system to fill in. We fill it in for you.
And we only do dates. No software rollout, no patient data, nothing new for your team to maintain.
What we track
Every expiring certificate, license, enrollment and recurring obligation
If it has a date and someone issues it, renews it, or inspects it, it goes on your calendar.
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CLIA certificate
Two-year validity. When the renewal clock starts depends on the certificate type.
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Accreditation inspections
COLA, CAP and Joint Commission inspection cycles.
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Proficiency testing
PT enrollment dates, so no event is missed.
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State licenses
State laboratory licenses and their renewal dates.
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Competency assessments
Personnel competency assessments for every person on your testing staff.
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Calibration & maintenance
Instrument calibration and maintenance schedules.
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Reagent lots
Reagent lot expirations before they reach the bench.
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Safety training
Recurring safety training for your staff.
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Waste hauler contracts
Contract renewals with your waste hauler and other vendors.
Pricing
Simple monthly pricing. Unlimited items.
Cancel anytime, and the calendar is yours to keep if you leave.
Assured
$149/mo
Everything in Essentials, plus:
- Multi-user access
- Weekly QCOR/CMS verification
- Quarterly review call
Additional Site
+$99/mo per site
For groups with multiple CLIA numbers. Added to an Assured plan.
- One more CLIA number per site
- Everything in Assured, for each site
- Weekly QCOR/CMS verification included
- Annual prepay: pay for 10 months, get 12, and the $299 setup fee is waived.
- Cancel anytime. The calendar we built is yours to keep if you leave.
FAQ
Questions lab managers ask us
We already track this. Why would we need you?
Most labs do, usually in a spreadsheet. The question is who updates it when the person who keeps it is out, busy, or leaves.
We build the calendar from your documents, keep it current, and tell you when each action window opens, so your deadlines don’t depend on one person remembering.
Do you need an IT or security review?
We never touch patient data. We work only with facility documents (certificates, licenses, enrollments and contracts), so no BAA is required.
What if you get a date wrong?
You confirm every date at setup, and you keep your own records. On Assured, we also verify your dates against CMS data every week. We’re a second set of eyes, not a replacement for your lab’s responsibility.
How long is a CLIA certificate valid?
A CLIA certificate is valid for two years. Because the cycle is so infrequent, few labs build a habit around renewal, which is exactly why it’s easy to miss.
When do I submit my CLIA renewal?
It depends on the certificate type. Compliance and Accreditation are not on the same clock. See when a CLIA renewal starts.
Who is the Deadline Desk for?
Small and independent labs, physician office labs, and specialty labs holding a CLIA Certificate of Compliance or Certificate of Accreditation (COLA, CAP or Joint Commission). It’s built for the lab manager or office manager who holds all the dates together.
What happens if I cancel?
Cancel anytime. The calendar we built is yours to keep if you leave.
Free CLIA Renewal Window Check
When does your renewal window open?
Enter your CLIA number and we’ll send you a one-page report showing every date we can find in public records for your lab, and when your CLIA renewal window opens.
- Free, with no obligation
- Built from public CMS records
- No patient data, no documents needed
Get your free check
Rather talk it through?
Book a 30-minute call