A hospital in-service, a weekend course and a recorded webinar can all end up in your CE folder. The certificates may use different unit labels, and the details you need for one renewal may not answer another board's questions.
For PTs, PTAs, OTs and COTAs, a useful record starts with the completed activity and its evidence. The next step is checking how that activity fits the particular license or certification you are reviewing.
A PT or PTA with two state licenses
Suppose you attend a fictional two-hour clinical workshop in August. Keep one record with the provider, completion date, printed award and supporting certificate. Retain evidence of live attendance if delivery format matters to your review.
For each state, check the relevant renewal period, accepted education routes and category or format restrictions. A course that appears in your personal ledger is not automatically valid for both licenses.
| Question | Useful evidence |
|---|---|
| Did I complete the activity? | Completion certificate or provider-issued attendance record |
| What was awarded? | Quantity and unit printed by the provider |
| What was the subject? | Course title, objectives or syllabus |
| How was it delivered? | Live, recorded, in-person or other documented format |
| Which period am I reviewing? | Actual start and end dates for the destination renewal |
An OT or COTA reviewing NBCOT and a state license
Keep the original award even when a certifier uses a different credit system. NBCOT directs certificants to its renewal tools, including a PDU calculator within MyNBCOT. Use those official instructions when deciding how an activity translates for that destination.
State requirements remain a separate check. NBCOT identifies jurisdictions where current certification can satisfy a state CE route, but you should verify the rule that applies to your own license. NBCOT certification information.
A worksheet with one “total CE” box can hide this distinction. Keep the source record and the destination decision readable independently.
Collect records from each provider
Use available PDF or CSV transcripts from employers, associations, conferences and course portals. Choose a source name in the import flow, then check every row. The source may be your hospital's LMS while the actual education provider is a different organization.
Imported native awards such as PDUs and CEUs retain their quantities. The app does not assume those numbers are learning hours. Before hour-based matching, add documented duration when available and review the destination requirements.
When a transcript and a certificate describe the same workshop, check the duplicate rather than counting both. Keep the certificate with the activity; importing transcript details alone does not upload that proof.
Prepare a reviewable set of records
Use the companion renewal worksheet to list each license or certification, its dates, the source of its requirements and any unresolved evidence question. Keep notes such as “need live-attendance confirmation” visible until you obtain the document.
When you export selected renewal records, check that the included activities and proof are the ones you intended. An export organizes your evidence; the receiving board or certifier decides what it accepts.
Download the rehabilitation sample CSV. The fictional examples illustrate hour and PDU awards; replace them with your own completed learning. The blank template guide explains the import columns and separate review worksheet.
Continue with physical-therapy tracking or occupational-therapy tracking. Both use the same application, so additional credentials do not require a separate recordkeeping product.
Common questions
Can I use the same course record for more than one state?
Keep the activity once, then review the provider, dates, content and format against each state license. Reuse is a review decision, not an automatic result of import.
Will the app convert CEUs into NBCOT PDUs?
The importer preserves the original award. Use NBCOT guidance and its official tools to determine permitted credit; the import does not perform that conversion.
What should a PT or OT keep besides the number of hours?
Keep the course title, provider, completion date, printed award unit, attendance or completion evidence, and relevant topic or delivery-format information.