Short answer: one row per clinician for registration, one for CPD, one for indemnity, each with its own date and its own warning, owned by the practice manager rather than the clinician.
Why it lapses
AHPRA sends renewal reminders to the practitioner's own email, often a personal address, and a spam filter or a holiday is enough. Each National Board sets its own renewal date (many allied health professions fall on 30 November, but check per profession) and its own CPD requirement, evidenced at audit. Indemnity insurance is a registration condition; a lapsed certificate is a registration problem, not just an insurance one.
What to record
Per clinician: profession and Board, registration number, renewal date, CPD hours logged against the current period and the category split if the Board requires one, indemnity insurer, policy number and certificate of currency date, Medicare provider number per location, and first aid or CPR if the practice standard requires them.
The workflow
Clinicians upload certificates and CPD evidence through a short form. The register warns the practice manager at 90, 60 and 30 days before registration and indemnity dates, and shows CPD hours against the target at the start of each quarter. The practice manager, not the clinician, is the named recipient, because the practice carries the risk.
Do it once, properly
Stewart Systems builds this as part of the Register, in your own Google Drive or OneDrive, with the phone form and the warnings, usually live within one to two weeks. Free template · Full industry guide · Get a price for your business
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.