Renewals and paperwork for med spas, IV clinics and CLIA-waived labs in Texas, Florida and Arizona.[email protected]
Clinic Filing HQ

Serving clinics in Texas, Florida and Arizona

Clinic paperwork, prepared. You just sign.

Built for
  • Med spas
  • IV & hydration clinics
  • CLIA-waived labs

We build your calendar of renewals and annual requirements from official agency sources, prepare each form for your signature, and keep your inspection binder current.

Get a free Clinic Check See pricing

Free · instant result · about 2 minutes

Not ready yet? Get the free 2027 compliance calendar

  • Plans from $3,600/yr per location
  • Never auto-renews unless you opt in
  • No patient data
Sample · fictional clinicCompliance calendarExample Glow Aesthetics & IV · Anytown, TX
Next 4 due
  • Mar14Laser hair removal facility licenseTDLR · $750 / 2 yrsReady to sign
  • Jan31Bloodborne pathogens plan, annual reviewOSHA 1910.1030 · no feeSigned · in binder
  • May02Laser device registrationDSHS · $230 / 2 yrsReminder at 90 days
  • Aug19CLIA Certificate of WaiverCMS · $248 / 2 yrsOn calendar
Dates are illustrative. Fees from official agency sources, checked November 2, 2026.

Who we serve

  • Med spasLaser registrations, injectables and medical-director paperwork
  • IV & hydration clinicsSupervision logs, training rosters, mobile and event records
  • CLIA-waived labsCertificate of Waiver renewals, OSHA plans and your binder
  • Published pricesNo quote calls and no percentage of your revenue.
  • Official sourcesEvery item on your calendar links to the agency that sets it.
  • No patient dataWe track dates and documents, never patient records.
  • Refund guaranteeIf we cause a missed deadline, we refund the year and pay the late fee (up to $500).

Why it’s hard

Ten agencies. Ten calendars. One owner.

CLIA, laser registrations, medical waste, DEA, OSHA, privacy training and local permits. Each has its own form, fee and cycle, and your medical director signs, but somebody has to get the paperwork ready. Usually that’s you, at 10 pm.

The rules keep moving. Texas changed its elective IV therapy rules on Sep 1, 2025. In January 2026, New York’s Department of State inspected 223 med spas and cited 87.Sources: Texas HB 3749 · NY Dept. of State

Sample · fictional Texas clinicFive clocks, three years
  • TDLR laser hair removal facility licenseevery 2 years
  • DSHS laser device registrationevery 2 years
  • CLIA Certificate of Waiverevery 2 years
  • DEA registrationevery 3 years
  • OSHA bloodborne pathogens planyearly review
Each dot is a renewal or annual review on its own agency’s cycle. Cycles from official agency sources, checked November 2, 2026.

How it works

Three steps, then we keep it current.

  1. 1Free · instant

    Clinic Check

    Answer 8 quick questions and see which items likely apply right away. Add your email for the full report, with Texas license and CLIA dates from public records.

  2. 2Setup · within 14 days

    Your desk, built

    A compliance calendar confirmed with you, a catch-up list prepared for signature, and a digital inspection binder.

  3. 3Ongoing · all year

    Kept current

    Reminders at 90, 60, 30 and 7 days. Each renewal and annual update prepared for you. You sign; we file the proof in your binder.

Start with a free Clinic Check
Sample · fictional clinicClinic CheckExample Glow Aesthetics & IV · Anytown, TX

12likely items to track

2dates from public records

10from your own records

  • Public recordsLaser hair removal facility license · expires Mar 14TDLR license file · confirm against your certificate
  • Public recordsCLIA Certificate of Waiver · expires Aug 2CMS CLIA file
  • Your recordsOSHA bloodborne pathogens training: at assignment, then every year29 CFR 1910.1030
  • ConfirmDelegation paperwork: protocols, postings, name tagsTexas Medical Board · your medical director
Built instantly from your answers and official public data files. Likely items; your medical director and attorney confirm what applies. Not legal advice.

Step 1 · Free

Know what to track in two minutes.

Your Clinic Check lists the renewals and requirements that likely apply to your clinic, why each one applies and how often it comes up. Your email unlocks the full report: sources, what to keep on file, and a PDF.

  • Instant result from your answers
  • Texas dates from official public data files, exact matches only
  • No patient information, no obligation
Get a free Clinic Check

All year

Your year, handled.

Every deadline gets a reminder window and a prepared filing. You sign when it’s ready, and the proof goes in your binder.

Sample · fictional Texas clinicReminders at 90, 60, 30 and 7 days Deadline, prepared for signature
JanFebMarAprMayJunJulAugSepOctNovDec
  • OSHA bloodborne pathogens planAnnual review
  • Laser facility licenseTDLR renewal
  • Laser device registrationDSHS renewal
  • CLIA Certificate of WaiverCMS renewal
  • DEA registrationDEA renewal
  • Your check-insQuarterly on Essentials and CoreCheck-inCheck-inCheck-inCheck-in
  • RemindersAt 90, 60, 30 and 7 days before each deadline.
  • Prepared filingsEach form filled in with your clinic’s details, ready to sign.
  • Proof on fileEvery filing’s proof added to your inspection binder.
  • Check-insQuarterly on Essentials and Core, monthly on Desk Plus.

Who does what

Clear lines, so nothing falls between them.

We’re not a law firm, a medical director or software you have to learn. We’re the desk that gets the paperwork ready.

We prepare

  • Build your calendar from official agency sources, with a link for each item
  • Fill in each form with your clinic’s details, ready to sign
  • Remind you at 90, 60, 30 and 7 days
  • Keep your inspection binder current, with proof of each filing
  • Tell you when a question belongs with your attorney or medical director

You decide & sign

  • Confirm what applies to your clinic and services
  • Review and sign every filing; your medical director signs what’s theirs
  • Pay government fees directly, at cost
  • Make every clinical and legal decision
  • Keep patient records with you. We never ask for them
SampleInspection binder
  • Licenses & registrationsCurrent
  • OSHA bloodborne pathogensCurrent
  • Privacy (HIPAA)Current
  • Supervision & delegationCurrent
  • Staff credentialsCurrent
  • Training rostersCurrent
  • Filing receiptsCurrent

Built for

Three kinds of clinic, one calm desk.

  • Med spasLaser facility and device registrations, required postings, and the supervision paperwork your medical director reviews and signs.
  • IV & hydration clinicsSupervision paperwork, OSHA and privacy training rosters, Texas’s elective IV therapy rules, and mobile and event records on Desk Plus.
  • CLIA-waived labsCLIA Certificate of Waiver renewals, OSHA bloodborne pathogens plans and the binder an inspector asks to see.

By state

Your state’s list, with sources.

What clinics in each state commonly renew, with fees and a link to the agency that sets them.

Free download

Free 2027 compliance calendar for your clinic.

Pick Texas, Florida or Arizona. What commonly renews, roughly when, and the official source for each. Three pages, PDF.

TexasFloridaArizona

Email, state and clinic type. Instant download; follow-up emails only if you ask for them.

Fair questions

The doubts we hear, answered.

  • “My medical director handles compliance.”

    They oversee clinical care and sign what’s theirs. The renewal forms, rosters and binder still need preparing. We do that, so their review takes minutes, not evenings.

  • “I can keep a spreadsheet.”

    You can. The work isn’t the list; it’s reading each agency’s form, filling it in, chasing signatures and filing the proof. We do that part at a published price.

  • “What if you miss something?”

    Every item links to its official source, and you confirm the calendar before we rely on it. If a deadline we track is missed because of us, you get that year’s fee back and we pay the late fee, up to $500.

  • “I don’t want to be locked in.”

    Plans run 12 months and never auto-renew unless you opt in. In your first 30 days you can cancel for any reason and pay one month. You keep your calendar and binder whenever you leave.

  • “I don’t want to share patient data.”

    Good, because we never ask for it. We track dates, counts and documents such as certificates, plans and training rosters.

  • “We’re in more than one state.”

    We serve Texas, Florida and Arizona, and Desk Plus covers 2–3 locations for one price; sites 4–6 add $3,900 each, and 7 or more are quoted.

Compare

Three ways to get it done.

How the options compare. Qualitative; “varies” means it depends on the firm.
Doing it yourselfLaw firm or consultantClinic Filing HQ
PriceYour own hoursVaries; usually quoted per jobPublished: from $3,600 a year per location
Who fills in the formsYou or your staffVariesWe do, ready for your signature
Reminders before each deadlineWhatever you set upVaries90, 60, 30 and 7 days
Inspection binder kept currentYouVariesYes, with proof of each filing
Legal adviceNoYes, from a law firmNo. We send legal questions to your attorney
Renews without askingn/aVariesNever auto-renews unless you opt in
Get a free Clinic Check See all plan details

Pricing

Pick the desk that covers your people, not just your permits.

Published prices, per location, per year. Every plan prepares your filings for you to sign. Core adds the paperwork around your medical director and staff, which is where most clinics fall behind. None renews automatically unless you opt in.

Winter enrollment$1,500 setup fee waived for clinics that start by January 31, 2027.

Essentials

For a single-service clinic, like a CLIA-waived lab or a laser-only room, with a small, stable team.

$3,600

per location, per year

or $329/mo on monthly billing

Setup $1,500, waived through Jan 31

  • Never miss a facility renewalCLIA, laser, waste, DEA and local permits on one calendar, forms prepared to sign
  • OSHA plan updated every yearBloodborne pathogens plan and training roster kept current
  • Privacy paperwork handledHIPAA pack, BAA log and yearly risk questionnaire
  • Proof in one binderEvery filing saved where an inspector expects it
  • Quarterly check-ins5-business-day turnaround

Covers the clinic. You still track staff licenses and medical-director paperwork yourself.

Start with a free Clinic Check
Most popular · med spas & IV

Core

For med spas and IV clinics with nurses, injectors or laser techs working under a medical director.

$6,900

per location, per year

or $629/mo on monthly billing

Setup $1,500, waived through Jan 31

  • Everything in Essentials, plus your people:
  • No one works on a lapsed licenseEvery nurse, injector and tech license, BLS card and laser cert checked each quarter, with 90-day warnings
  • Director paperwork ready for signatureProtocols, standing orders, postings and the oversight log prepared and tracked
  • New hire or departure? We update itCredential file, rosters and delegation list updated within 3 business days (about 6 staff changes a year included, then quoted)
  • Yearly mock paper inspectionWritten punch list before a real inspector arrives
  • Faster turnaround3 business days, not 5

Saves about 45–50 manager hours a year (estimate), roughly $2,700 of staff time.1

Start with a free Clinic Check

Desk Plus

For owners running 2–3 sites, mobile IV, or opening and changing things often.

$11,900

per year, 2–3 locations

$3,967 per site at 3 sites · 3× Core would be $20,700

Setup $1,500, waived through Jan 31

  • Everything in Core, at every site
  • One calendar for all locationsEvery site’s deadlines and staff in one view
  • Openings and changes includedNew location, new owner, new device, CLIA changes (about 4 per site a year, then quoted)
  • Same binder at every siteConsistent files, so one site’s gap doesn’t become all three
  • One named desk leadMonthly check-ins, 2-business-day turnaround
  • Growing past 3?Sites 4–6 add $3,900 each; 7 or more are quoted

Saves $8,800 a year versus Core at 3 sites ($20,700). At 2 sites it saves $1,900.

Start with a free Clinic Check

What Core replaces

~48 hrs/yr

Credential checks, director paperwork, new-hire updates and inspection prep at about 8 staff (estimate). At $56.71/hr, that’s about $2,700 a year of manager time, before the cost of a missed staff renewal.1

The paperwork it keeps current

$250–$16,550

Published example amounts: a Texas nurse fine for working on a delinquent license starts at $250, and an OSHA serious violation can reach $16,550. Examples, not a prediction of any fine.2

  1. Estimate for a single-location med spa with about 8 staff (the single-location average in AmSpa’s 2024 report): about 8 hours of credential checks, 24 of director paperwork, 8 of hire and departure updates and 8 of inspection prep, about 48 hours a year, at $56.71/hr, the 2024 US median for medical and health services managers (BLS). Your hours will differ.
  2. Examples of published amounts, not a prediction of any fine: Texas Board of Nursing fines for practicing on a delinquent license start at $250 (22 TAC 213.32); OSHA’s 2026 maximum for a serious violation is $16,550 (OSHA). This is general information, not legal advice.

Compare plans in detail

Our guarantee

If we cause a missed deadline, you get the year back.

If a deadline we track is missed because of us (we had your information and signature in time), you get that year’s fee back and we pay the state late fee, up to $500.

Questions

Straight answers.

What we do, what we don’t, and what stays with your medical director and attorney.

All 19 questions

Are you a law firm or a medical director?

No. We’re a paperwork and filing-prep service. We show you which official requirements commonly apply to clinics like yours, with links to the agency source, and we prepare the forms. You, your medical director and (if you choose) your attorney make the decisions and sign. Nothing we provide is legal or medical advice.

Do you see patient information?

No. We track dates, counts and documents such as certificates, plans and training rosters. Please don’t send us patient records.

Can I cancel?

Every plan runs 12 months and never auto-renews unless you opt in to Renew & Save. We email you 60 and 30 days before it ends, and you decide. In your first 30 days you can cancel for any reason: you pay one month and we refund the rest. After that, you can still leave with 30 days’ notice plus an early-exit fee of two months (less if your term is nearly done). Monthly billing is a way to pay for the same 12-month plan. Whenever you leave, you keep your calendar, your binder and a list of anything in progress.

How much does Clinic Filing HQ cost?

Per location, per year: Essentials $3,600, Core $6,900, and Desk Plus $11,900 a year for 2–3 locations (sites 4–6 add $3,900 each; 7 or more quoted). Monthly billing is about 10% more ($329, $629 or $1,079 a month). Catch-up setup is $1,500 one-time, waived for clinics that start by January 31, 2027. Government fees are paid at cost, never marked up. The Clinic Check is free.

Free Clinic Check

Find out what your clinic needs to track.

Eight quick questions, an instant result. Add your email to unlock dates from public records and a full PDF report. No patient information, no obligation.

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