Respirator Compliance Software: What to Look For
Feature comparison, pricing transparency, and integration capabilities to help you choose the right platform
Essential Features Checklist
Before comparing specific platforms, understand what features are essential (required for OSHA compliance), important (significantly improve operations), and nice-to-have (convenience features).
đź”´ Essential (Must-Have)
- OSHA 1910.134 compliant questionnaire
Appendix C or equivalent
- Licensed PLHCP review
MD, DO, PA, or NP credentials
- Medical clearance certificates
Downloadable PDF with PLHCP signature
- 30-year record retention
OSHA 1910.1020 requirement
- HIPAA compliance
Encrypted medical data storage
🟡 Important (High Value)
- Multi-location management
Centralized dashboard for all sites
- Automated expiration reminders
Email alerts before certificates expire
- Instant compliance reports
One-click audit exports
- Bulk employee invitations
Mass onboarding for large teams
- Mobile-friendly interface
Employees complete on smartphones
🔵 Nice-to-Have (Bonus)
- API for custom integrations
Connect to HRIS or ERP systems
- SSO / SAML integration
Single sign-on for enterprises
- Role-based access control
Permissions for managers vs admins
- White-label certificates
Branded with your company logo
- Dedicated account manager
Enterprise support contact
Feature Comparison Matrix
How RespiratorTest.com compares to typical competitors on the most important platform capabilities
| Feature | RespiratorTest | Clinic-Based Software | General EHS Platforms |
|---|---|---|---|
| OSHA-Compliant Questionnaire | |||
| Licensed PLHCP Review (MD/DO) | Varies by provider | ||
| Digital Certificate Delivery | Instant (98%) | 1-5 days (mailed) | 1-2 days |
| 30-Year Record Retention (Automatic) | Included free | Your responsibility | Addon fee |
| Multi-Location Dashboard | Unlimited locations | Per-clinic tracking | Included |
| Automated Expiration Reminders | 30/60/90 day alerts | Manual tracking | |
| Mobile-Optimized (Smartphone) | Fully responsive | In-person only | Limited mobile |
| Bulk Employee Invitations | CSV upload | Individual scheduling | |
| API for Integrations | RESTful API | Enterprise tier only | |
| Instant Compliance Reports | One-click export | Request from clinic | |
| Transparent Pricing (Public) | $22-35/evaluation | $75-250 (varies) | "Contact sales" |
| Setup Fees | $0 | $0 | $500-5,000 |
| Customer Support | Email + phone (included) | Clinic staff | Tier-based |
Pricing Transparency Matters
One of the biggest frustrations when evaluating software is encountering "Contact Sales" pricing. Here's what to expect from different pricing models. For detailed pricing breakdowns, see our respirator medical evaluation cost guide:
Per-Evaluation Pricing
How it works: Pay only for completed evaluations. No monthly fees, no contracts.
Pros:
- Transparent costs
$22-35 per evaluation
- No minimum commitment
Great for small teams
- Scales with usage
Only pay when you use it
Cons:
- Higher per-unit cost
vs annual subscriptions
Subscription (Per User/Month)
How it works: Monthly or annual fee per employee, regardless of usage.
Pros:
- Predictable budgeting
Fixed monthly cost
- Unlimited evaluations
Good for high-turnover teams
Cons:
- Pay for inactive users
$3-10/user/month even if not using
- Annual contracts
Lock-in periods
"Contact Sales" (Custom)
How it works: No public pricing. Sales call required for quote.
Pros:
- Negotiable pricing
Potential discounts for large volumes
- Custom features
Tailored to your needs
Cons:
- Opaque costs
Can't budget without talking to sales
- Time-consuming
Weeks of calls and demos
- Pressure tactics
Discount expires tomorrow!
Integration Capabilities Comparison
If you use HRIS, payroll, or ERP systems, integration capabilities can save hundreds of hours of manual data entry. Here's what to expect:
| Integration Type | RespiratorTest | Typical Competitor |
|---|---|---|
| REST API | âś“ Included (all plans) | Enterprise tier only ($$$) |
| CSV Import/Export | âś“ Bulk upload employees | âś“ Usually included |
| SSO / SAML | âś“ Available (50+ employees) | Enterprise tier only |
| Webhooks (Event Notifications) | âś“ Certificate issued, expiring soon | Rarely available |
| Email Domain Auto-Enrollment | âś“ Auto-invite @yourcompany.com | Manual invitation only |
Why Companies Choose RespiratorTest.com
We're not the only option, but here's what makes us different (honestly):
âś… What We Do Best
- Transparent pricing ($22/evaluation, public)
- Fast implementation (15 min setup, no training)
- Unlimited locations (centralized management)
- Board-certified MD review (Dr. Nader Mikhail)
- Instant certificates (98% within 24 hours)
- 30-year record storage (included, not addon)
🔍 Where Competitors May Be Better
- All-in-one EHS platforms
If you need fit testing, training, incident tracking, and respirator evals in one system, consider general EHS platforms (though they cost more).
- Complex medical cases
If your workforce has many employees with cardiac/respiratory conditions requiring physical exams, in-person clinic evaluations may be more appropriate.
- Highly customized workflows
If you need custom approval chains, multi-tier medical reviews, or industry-specific questionnaires beyond OSHA Appendix C, enterprise EHS platforms offer more customization (at higher cost).
See For Yourself - Try Free
First 2 evaluations free. No credit card. No sales call. Just try the platform and decide.
Frequently Asked Questions
Do I need specialized respirator compliance software, or can I use a general EHS platform?
It depends on your needs. General EHS platforms are better if you need fit testing, training, incident tracking, and respirator evals in one system—but they cost more ($3-10/user/month) and require longer implementation. Specialized respirator software is faster to deploy (15 minutes vs weeks) and more cost-effective ($22-35/evaluation) if you only need medical evaluations and compliance tracking.
How do I know if a platform's PLHCP is actually qualified?
Ask for the PLHCP's credentials: state medical license number, specialty, and years of experience. OSHA allows physicians (MD/DO), physician assistants (PA), nurse practitioners (NP), and other licensed healthcare professionals to serve as PLHCPs. RespiratorTest.com uses Dr. Nader Mikhail, a California-licensed MD with 25+ years in occupational medicine. Verify the provider publishes PLHCP credentials on their website.
What's a reasonable implementation timeline for respirator compliance software?
For pay-per-evaluation platforms: 15-30 minutes (create account, upload employees, send invites). For subscription EHS platforms: 2-8 weeks (sales calls, contract negotiation, onboarding, training, data migration). If a vendor quotes more than 4 weeks for basic respirator medical evaluations, they're likely over-engineering the solution.
Should I prioritize platforms with mobile apps, or is a mobile-optimized website enough?
For employee use, a mobile-optimized website is usually sufficient—employees complete the 15-minute questionnaire once per year, so downloading a dedicated app is overkill. However, if managers need to check compliance on jobsites frequently, a native mobile app can be convenient. Most modern platforms offer responsive websites that work well on smartphones without requiring app downloads.
How important is API access for HRIS integration?
Critical for companies with 200+ employees or high turnover. API integration automates employee onboarding (new hires auto-invited for evaluations) and terminations (remove from compliance tracking). Without an API, you'll manually upload CSV files monthly—fine for small teams (under 50), but a major time sink for larger organizations. Ask if API access is included or requires an enterprise tier upgrade.
What's the real total cost of ownership for respirator compliance software?
Beyond the per-evaluation or subscription fee, factor in: (1) Setup/implementation fees ($0-$5,000), (2) Training time for admins ($0-40 hours), (3) API integration development ($0-$10,000 if custom), (4) Ongoing admin time (1-10 hours/month), (5) Record storage fees (some charge extra for 30-year retention). Get an all-in quote including these costs before comparing platforms.
Can I switch compliance software platforms mid-year without disrupting operations?
Yes, if the new platform allows you to import existing certificates and expiration dates via CSV. The hardest part is migrating 30-year historical records—ask the new vendor if they'll import scanned PDFs of old certificates to maintain compliance. Switching is easiest during annual re-evaluation cycles when all employees are due for new evaluations anyway.
What questions should I ask during a software demo?
(1) "Show me the employee experience from their perspective" (not just admin dashboard). (2) "What's the total cost for 100 employees including all fees?" (3) "How long until our first employee gets a certificate?" (4) "Can I export all our data if we cancel?" (5) "What happens if an employee needs a follow-up medical exam?" (6) "Is customer support included or extra?" These questions reveal hidden costs and potential friction points.
Do more expensive platforms provide better OSHA compliance than budget options?
No. OSHA compliance depends on using the Appendix C questionnaire and having a qualified PLHCP review it—both $22 platforms and $5,000/year platforms meet this requirement equally. More expensive platforms may offer convenience features (dashboards, integrations, training modules), but they're not "more compliant." The cheapest OSHA-compliant option is just as legally valid as the most expensive one.