Healthcare
Healthcare revenue is complicated. Insurance payments, patient balances, and write-offs make it hard to know what you actually collected. We reconcile it all so you can see the real numbers.
Revenue Is Never Straightforward
You perform a procedure and bill $500. Insurance approves $320. The patient owes $80. You write off the rest. Multiply that by hundreds of visits per month and tracking what you actually earned becomes a real problem. The bank deposit tells you how much cash came in, but it doesn’t tell you how much is stuck in accounts receivable, how much was adjusted off, or whether the front desk posted everything correctly.
We reconcile your practice management system against deposits and insurance remittances to make sure every dollar you earned gets accounted for. This gives you a true picture of collections, not just a bank balance that leaves out half the story.
Matching What Was Billed to What Was Paid
Matching What Was Billed to What Was Paid
A single patient visit can generate payments from two or three sources over several weeks. We track what was billed, what insurance paid, what the patient owes, and what was written off. This closes the loop between your scheduling software and the money that actually landed in the bank.
Accounts Receivable That Keeps Aging
Accounts Receivable That Keeps Aging
Claims sitting unpaid for 60 or 90 days represent money you earned but never collected. We monitor aging balances so you can follow up on stalled claims before they slip past timely filing deadlines and become permanent write-offs. That follow-up is easier when someone is watching the numbers consistently.
Payroll, Overhead, and the Cost of Running a Practice
Payroll in a healthcare practice is not one-size-fits-all. You have providers on salary or production-based compensation, nurses and medical assistants on hourly rates, front desk staff, billing coordinators, and possibly part-time or per diem workers. Getting the calculations wrong creates problems with your team and with the IRS. We process payroll with the correct withholdings, tax deposits, and filings so your staff gets paid accurately every pay period.
Beyond payroll, the overhead in a medical or dental practice is significant. Rent, malpractice insurance, medical supplies, lab fees, equipment leases. Most of these costs are fixed or close to it, and they don’t go down when patient volume dips. Knowing exactly where the money goes each month is the only way to understand whether the practice is truly profitable or just busy.
Payroll for Mixed Compensation Structures
Payroll for Mixed Compensation Structures
Salaried providers, hourly clinical staff, bonuses tied to production. We handle the varying pay structures, overtime calculations, and tax filings across your entire team. Payroll runs on schedule without you spending time sorting through timesheets and tax tables.
Overhead Tracking by Category
Overhead Tracking by Category
Supplies, lab costs, insurance premiums, equipment maintenance, continuing education. We categorize and track every expense line so you see what is driving overhead month to month. When supply costs jump or a vendor raises prices, it shows up in the reports instead of hiding in a lump sum.
What Quietly Falls Apart
Healthcare providers are trained to take care of patients, not to manage an accounting function. The financial side often gets handled by whoever has five spare minutes at the front desk. That arrangement works until it doesn’t. Bank reconciliations go untouched for months. Expenses get dumped into generic categories. Quarterly tax estimates never get set up. And nobody can tell you with confidence whether the practice is actually profitable after all the bills are paid.
These are not dramatic failures. They are quiet problems that compound over time. A few months of sloppy books turn into a year of unreliable reports. Unreliable reports lead to decisions based on gut feeling instead of data. And when tax season arrives, your CPA is working with numbers that don’t reflect reality, which means you are either overpaying or getting a surprise bill.
Books That Fell Behind
Books That Fell Behind
We see this regularly. Months of unreconciled transactions, uncategorized expenses, and financial statements that don’t reflect what actually happened. We clean up the backlog and build a consistent monthly process so the books stay current going forward. No more scrambling at year-end to piece things together.
Tax Planning That Never Happened
Tax Planning That Never Happened
Quarterly estimates, entity structure decisions, equipment depreciation elections, retirement plan contributions. Without proactive planning throughout the year, you end up overpaying taxes or owing a large balance in April with no cash set aside. We coordinate with your tax preparer to keep you ahead of these decisions instead of reacting to them.
Running on Real Numbers
When the financials are accurate and current, the conversation changes. You stop guessing whether you can afford to bring on another provider, invest in new equipment, or expand to a second location. You look at the reports and know. Decisions get made with confidence because the numbers behind them are reliable.
That is the point of all this. Not clean books for their own sake, but financial clarity that supports the decisions you need to make as a practice owner. We handle the bookkeeping, payroll, and tax coordination so you can focus on your patients and your team. You went through years of training to practice medicine, not to reconcile bank statements on a Sunday night.
Growth You Can Plan For
Growth You Can Plan For
Hiring a new associate, adding a specialty, upgrading diagnostic equipment. These are expensive decisions that require solid financial footing. We provide the monthly reporting and cash flow visibility that lets you plan these moves deliberately rather than hoping the money is there when the bill comes due.
A Finance Function Without the Full-Time Cost
A Finance Function Without the Full-Time Cost
Most practices do not need a full-time controller or CFO, but they do need the structure and oversight that role provides. We deliver that through monthly bookkeeping, payroll processing, and fractional CFO support when you need strategic guidance. You get the discipline of an in-house finance team without adding a six-figure salary to your overhead.
Northern Virginia's Bookkeeping & Advisory Firm
First Step:
Tell Us About Your Business
Every engagement starts with a conversation. Tell us what's going on with your books and we'll give you our honest assessment.
