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Why $49/year beats a spreadsheet and a state-board email list.
Most clinicians track their licenses in some combination of a Google Sheet, a Google Calendar, and email reminders from the state board. Here’s what each one actually does — and where it leaves you exposed.
| Capability | Spreadsheet+ calendar | State boardportal + email | Larch Health |
|---|---|---|---|
One calendar across every state, board, and DEA 8 licenses + 2 board certs + 2 DEAs + 2 state CSRs in one view. | |||
Federal DEA + state CSR tracked separately per practice address Each DEA registration is tied to one address. Multi-site clinicians need separate clocks. | |||
Smart renewal alerts at 90 / 60 / 30 / 14 / 7 days Override per credential when a state board uses a different cadence. | |||
Encrypted document vault for renewal PDFs Audit-logged access with short-lived signed URLs. | |||
CE / CME log per credential, with state-by-state requirement mapping Aggregate hours by credential and confirm against the actual rule. | |||
Collaboration agreements with bilateral attestation Custom review intervals, partner attestation via magic link without forcing them onto a paid account. | |||
CSV bulk import Up to 1,000 rows. Validates per-row and surfaces only the problems. | |||
Audit trail you can hand to a credentialing committee Every read, write, and delete logged with actor and timestamp. | |||
Mobile-friendly: log a CE on your phone after a shift 44px tap targets. One-handed date entry. | |||
Reminders that survive when you change jobs or email State-board reminders go to whatever address you registered with — Larch reminders follow your account. | |||
Cost | Free, ~2 hr/quarter to maintain | Free, but only your state | $5/month or $49/year per tracker; $119/year for all three |
Liability if a credential lapses All on you, regardless of which tool you use. Larch reduces the odds. | On you | On you | On you — but with a backstop |
The bottom line
Spreadsheets are honest. State boards aren’t comprehensive.
A Google Sheet plus a Google Calendar will work — for a single-state clinician with one license, one DEA, and a CE log they update twice a year. The moment you cross state lines, the spreadsheet becomes a research project: every state has its own renewal cadence, its own CSR rules, its own CE category requirements. Most multi-state clinicians stop maintaining the sheet within a year.
State-board portals are the worst-case “reminder” because they only know about your relationship with one board. They never see the DEA tied to a different practice address, the CSR for a sister state, the CE you logged but haven’t filed yet, or the collaborative-practice agreement that needs review next quarter.
Larch is what you build if you assume you’re going to forget — and design every default to make forgetting non-fatal.
One subscription. Every credential in one place.
$5/month or $49/year per tracker. $119/year for all three. Cancel any time in Stripe’s customer portal.