Medical Practices
Revenue in a medical practice is complicated. Insurance, co-pays, write-offs. We reconcile your practice software to the books so you know what you actually collected.
The Industry
A dentist completes a crown. The fee schedule says $1,200. Insurance allows $840. The patient owes a $150 co-pay. The practice writes off $360. But the insurance check won’t arrive for six weeks, and the patient forgot to pay at checkout. Looking at the bank account that day shows nothing from that procedure. Understanding what the practice actually earned requires piecing together adjustments, write-offs, and outstanding balances across multiple systems.
Medical practices run on a different financial rhythm than most businesses. You deliver care today, bill insurance tomorrow, and collect weeks or months later. The front desk enters charges into practice management software. Insurance sends an explanation of benefits. The patient gets a statement. Somewhere in that chain, money either shows up or it doesn’t. Keeping track of all of it while also seeing patients is the challenge.
Who This Covers
Who This Covers
Dental offices, chiropractic clinics, optometry practices, mental health providers, physical therapists, and specialty medical practices throughout Los Angeles County. Solo practitioners with one assistant and multi-provider practices with full administrative teams.
What Makes It Complex
What Makes It Complex
Revenue doesn’t mean cash received. Charges get adjusted by insurance contracts. Co-pays get missed at checkout. Claims get denied and need resubmission. Patient balances age into collections. Your practice management software tracks one version of reality. Your bank account shows another. The reconciliation between them is where the actual financial picture lives.
What We Handle
The core of medical practice bookkeeping is reconciliation. Your Dentrix, Open Dental, Jane, or other practice software records every charge and payment. Your bank receives deposits. We make sure those two systems agree. When they don’t, we find out why. A missed co-pay, an unapplied insurance check, a refund that wasn’t recorded. These small discrepancies add up over months.
Beyond reconciliation, we track your insurance receivables to spot claims that are stalling. We monitor overhead costs like supplies and lab fees as a percentage of revenue. If those percentages start creeping up, you’ll know before it becomes a problem. For practices with multiple providers, we can track production and collections by doctor so compensation discussions are based on actual numbers.
Software Reconciliation
Software Reconciliation
We match your daily deposits to what your practice software says you collected. Every insurance check, every patient payment, every adjustment. This catches posting errors, missed payments, and unapplied credits. Your books reflect what actually happened, not what someone meant to enter.
Receivables and Overhead Tracking
Receivables and Overhead Tracking
Insurance claims older than 60 or 90 days need attention. We track aging receivables so you know what’s outstanding and can follow up before money disappears. We also monitor your supply costs, lab fees, and other direct expenses monthly. When something spikes, you find out quickly.
Common Problems
In many practices, one person handles scheduling, billing, deposits, and bookkeeping. That’s a lot of responsibility with no second set of eyes. It’s not about distrust. Good people make mistakes, and without oversight, those mistakes compound. A payment gets applied to the wrong account. An insurance check sits in a drawer. A refund gets processed twice. These things happen in busy offices.
The other problem is insurance follow-up. Claims get denied for minor reasons. The explanation of benefits gets filed away with the intent to resubmit later. Later never comes. That $400 claim becomes a write-off. Multiply that by a few claims each month and you’re leaving real money on the table without even realizing it.
No Separation of Duties
No Separation of Duties
When the same person enters charges, posts payments, makes deposits, and reconciles the accounts, there’s no check on their work. Errors stay hidden. We provide an independent review of your financial activity. Not to second-guess your staff, but to catch things that anyone would miss when they’re doing it all themselves.
Revenue Leakage You Don't See
Revenue Leakage You Don't See
Practices often track production but not collections. You know you did $80,000 in procedures last month, but did you actually collect $65,000 or $58,000? The difference matters. Without comparing expected collections to actual deposits, you won’t notice when the gap is widening.
What Changes
You get financial statements that mean something. Not just total revenue and expenses, but a clear picture of what you collected, what’s still outstanding, and what your overhead really costs. When you’re thinking about buying new equipment or hiring another provider, you can look at real numbers instead of guessing whether you can afford it.
The oversight gives you peace of mind. Your office manager can focus on running the front desk without also being solely responsible for the books. You have someone reviewing the numbers independently each month. If something looks off, you hear about it early. For practices thinking about bringing in a partner, expanding, or eventually selling, clean books make those conversations much simpler.
Decisions Based on Real Numbers
Decisions Based on Real Numbers
Should you invest in that new piece of equipment? Can you afford to hire an associate? Is the practice profitable enough to support a second location? These questions require accurate financial data. Monthly reconciliation and proper tracking give you the foundation to answer them confidently.
Ready for What's Next
Ready for What's Next
Whether you’re planning to grow, take on a partner, or eventually sell your practice, clean books are essential. Buyers and partners want to see verified financials. We help practices get their records in order so that when the time comes, the numbers tell the right story.
LA's Small Business Bookkeeper
The Next Step:
A Short Conversation
Tell us about your business and what you're dealing with. We'll listen, ask a few questions, and give you a clear price for the work.