Ask a practice manager what expires this quarter and you'll usually get a pause, then a guess. It's not carelessness — a typical practice with 3–6 providers juggles 20 to 40 dated obligations, spread across filing cabinets, inboxes, and the previous manager's memory. Here's the full list, so you can check yours against it.
Per practitioner
- Professional registration (AHPRA, state dental/medical board, GDC…) — usually annual
- DEA registration (US) — every 3 years
- Malpractice / professional indemnity insurance — annual
- CPR / BLS certification — every 1–2 years
- Radiation safety / X-ray operator certificate — varies by state
- Police check / working-with-children check — every 1–5 years
- CPD / CE cycle deadlines — every 1–3 years
Per practice
- Business / operating licence and local health permits
- X-ray unit and other device registrations
- Autoclave validation and servicing certificates
- Public liability and building insurance
- Workers' compensation insurance
- Radiation management licence
Contracts that quietly auto-renew
- Equipment leases (chairs, CBCT, compressors) — check the notice period, often 90 days
- Practice management software and imaging licences
- Service and maintenance contracts
- Waste disposal and laundry contracts
- Rent — option-to-renew windows are easy to miss and expensive when missed
- Staff appraisal and contract review dates
How to actually stay on top of it
The failure mode is never "we didn't know it expires" — it's "nobody was reminded at the right time." Whatever system you use, it needs three properties: everything in one place, sorted by what's next, and reminders that arrive early enough to act (90 days for anything involving paperwork or negotiation). That's exactly what we built Coria to do — but even a shared spreadsheet beats the filing cabinet, if someone owns it.