Time Tracking for Healthcare & Medical Practices
Clinical settings run on trust - between providers and patients, between practices and insurers. Sandtime.io tracks session time, admin hours, and billing documentation without turning time tracking into a surveillance problem. No screenshots, no keystroke logging. Just accurate records from every device.
Healthcare & Medical Practices: why they choose Sandtime.io
Track billable session time
Start a timer when a session begins or log time after it ends. Every billable minute stays attached to the right patient or service type.
Separate clinical from admin
Tag time as clinical, administrative, or supervisory. See exactly how your hours split across patient care and back-office work.
Document hours for insurance
Log session time with notes for insurance and billing documentation. Exportable records without reconstructing your week from memory.
Manage your whole practice
Track time across physicians, nurses, therapists, and admin staff from one account. No separate systems for clinical and non-clinical staff.
How a medical practice sets up Sandtime.io
A medical practice sets up Sandtime.io with a project for each service line or location and separate non-billable projects for admin and supervision, so staff time splits cleanly between care and back-office work. Every clinician and front-desk employee gets a free account, and the practice manager approves monthly timesheets before exporting the hours for payroll.
- Split care time from admin timeCreate a billable project for each service line, clinic location or funded program. Put scheduling, supervision and training on their own non-billable projects, and the ratio shows up in every report without extra tagging.
- Invite staff by roleInvite physicians, nurses, therapists and front-desk staff by email. They sign in with email, Google, Microsoft or Apple. The practice manager is the Administrator, a department lead can be a Project Administrator for their own projects, and everyone else joins as a User who sees only the projects they are assigned to.
- Capture time around the scheduleStaff tap the timer on their iPhone or Android phone when a block of work starts, or add an entry with start and end times at the end of a shift. Overlap detection flags two entries that claim the same minutes.
- Approve and lock the monthAt month end staff submit their timesheets and an Administrator approves or rejects each one, even straight from the notification email. The period then locks, and a report grouped by member and project exports to Excel or CSV for payroll or a funder.
Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.
Common use cases
- Log billable session time per patient without paperwork
- Separate clinical hours from admin and supervision time
- Export time records for insurance billing and reimbursement
- Track associate and resident hours across multiple providers
- Document grant-funded hours for nonprofit healthcare organizations
- Pull a monthly billing summary without rebuilding your calendar
Key features
One-click timers
Start timing when a session begins. One tap logs to the right patient or service category without interrupting care.
Retroactive time entry
Add time entries after the session ends with full notes and context. No sessions go unlogged because of interruptions.
Multi-provider tracking
Run timers for multiple providers simultaneously. Each provider’s time logs independently in one shared account.
Export and report
Export time logs by provider, service type, or date range. Ready for billing, insurance submission, or audits.
Where Sandtime.io stops
Better to know before you invite the team. These are the gaps people in this line of work ask about most.
- No leave managementHolidays, sick days, and leave requests are not managed in Sandtime.io. Keep them in your HR tool, or start from the free leave policy template.
- No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
- Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Create a project for reported time
Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.
Open pageAccess Control
The system of permissions controlling who can view, edit, or manage resources. Defines what each role can do.
Open pageCreate a new organization
Create a separate workspace from your account menu, then name and configure the new organization. It keeps its own projects, members, and data.
Open pageAdministrator
A user with full organization control: settings, members, every project, and all cost and revenue rates.
Open pageCreate and switch organizations
Create separate workspaces, switch between organizations, and find focused help when data appears missing.
Open pageAssignment
The relationship between a team member and a project. Assignments control who can log time and at what rates.
Open pageTrack your first hour today
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