Medical clinics and physician practices
Match the included bank activity to practice-approved collection summaries. Your billing team retains responsibility for claims, payment posting and patient balances.
Healthcare bookkeeping for medical practices.
Get your practice’s monthly books organized without taking on another back-office job. Bookeeping.us reconciles agreed financial accounts, records practice income and expenses, and delivers reviewed reports in your accounting software. AI assists preparation; your named bookkeeper checks the work and resolves questions with you.
Get my bookkeeping quoteAI-assisted work. A named bookkeeper. A dedicated account manager.
Make month-end clearer.
Insurance receipts, patient-payment settlements and practice costs can sit in different systems. We help connect the financial summaries to your books, so unexplained deposits and uncategorized expenses do not become your month-end routine.
Dental and allied-health practices
Organize lab and supplier costs, equipment purchases and operating expenses. Agree the records and any location-level reporting your software can support.
Therapists and behavioral-health practices
Discuss self-pay and insurance collection summaries, processor fees and business costs. We assess the financial workflow and information access before accepting the work.
Records we’ll discuss
Start with the entity and account list, bank/card statements, supplier invoices, loan statements, payroll accounting summaries and practice-approved financial exports for the agreed period. Confirm the data-sharing process before sending files; statements and exports can contain patient identifiers.
Manual statement uploads are an option. A bank connection is not required.
Reports & agreed scope
Agree the monthly profit and loss statement, balance sheet, reconciliations and outstanding financial questions. Location or provider views depend on consistent allocation records and software capabilities. Clinical reporting, payer-contract analysis and consolidation are separate assessments.
We work in QuickBooks, Xero, Sage or your current software after checking the workflow. Your proposal confirms the accounts, transaction limits, reports, fees and delivery schedule.
Explore the monthly bookkeeping service for the process, deliverables and scope.
Missing historical months? Explore catch-up bookkeeping. If recorded balances look wrong, see bookkeeping cleanup.
Your practice finances.
A defined monthly process.
Agree the financial workflow
Identify the entities, accounts, accounting basis and reports. We check how approved summaries reach QuickBooks, Xero or your current system, and who answers questions from the billing side.
Reconcile the accounts and resolve differences
We categorize supported practice costs, check the included accounts and ask about unexplained receipts, transfers and balances. Medical supplies, equipment, loan payments and owner withdrawals need their own context; a bank description alone may not establish the treatment.
Review the month before finalization
Your named bookkeeper checks the work and raises unresolved financial items. Your dedicated account manager coordinates records and updates. Reports follow the agreed month-end schedule once the required records and answers are available.
See the monthly service scope and month-end checklist. Daily bookkeeping, payroll processing, tax filing and medical revenue-cycle management are outside the core offer unless separately agreed.
The right financial records.
The right people to explain them.
Agree the permitted records and transfer method during onboarding. Do not upload patient records to start a quote.
| Record | What it helps us establish |
|---|---|
| Account and entity list | Which practice entities, bank/card accounts, processors and loans are included. Location or provider labels need a consistent allocation method. |
| Approved collection summaries | The period, source and totals behind insurance and self-pay receipts, with your billing contact explaining differences. Charges, collections and deposits are not interchangeable. |
| Bank and processor statements | Settlements, refunds, fees, transfers and balances. Identify information in the records that needs a separate privacy/access assessment before sharing. |
| Supplier and equipment records | The purpose of lab bills, supplies, rent and purchases. Equipment and larger projects need an agreed accounting treatment, rather than automatic expense coding. |
| Payroll and lender summaries | The accounting entries and balances supported by your payroll provider and lender. Recording these summaries does not include running payroll or deciding worker classification. |
| Open balances and prior books | The starting balances, unpaid items and unresolved differences. Unsupported receivables or missing months may need a separate cleanup or catch-up scope. |
Use the bookkeeping documents checklist for general preparation. For receivables, discuss the invoice-to-payment workflow and any accrual adjustments with your accountant and billing lead.
Illustrative example · Fictional practice · No patient data
Explain the deposit.
Then record the activity.
A fictional clinic receives $8,000 of insurance collections by bank transfer. Its patient-payment processor reports $4,500 collected, $300 refunded and $135 in fees, with the remainder settled to the bank. All receipts and settlements occur in the same month; there are no opening processor balances, holds or other adjustments.
Patient-payment settlement
$4,500 collected.
$4,065 deposited.
- Patient card collections
- $4,500
- Refunds processed
- − $300
- Processor fees
- − $135
- Processor deposit
- $4,065
Included receipts reaching the bank
$12,065 received.
Two payment flows.
- Insurance collections by transfer
- $8,000
- Patient-payment processor deposit
- + $4,065
- Total bank receipts in this example
- $12,065
Gross collections were $12,500. After $300 refunds, $12,200 remained before the $135 processing fee.
Recording $12,065 as one unexplained sales figure would hide the refund and fee detail. If the original income or receivable was already posted, adding another sale could duplicate it. The reviewer checks the existing entries and supporting summaries first.
This explains settlement arithmetic, not the practice’s earned revenue, profit, closing bank balance or claim recoverability. Payments may relate to earlier services. Contractual adjustments and receivables require the agreed accounting basis and supporting records. Learn more about bank reconciliation.
Agree the access.
Before sharing the records.
HHS explains that accounting services involving protected health information can create business-associate responsibilities. Its minimum-necessary guidance generally calls for limiting PHI use, disclosure and requests to the purpose involved. A bookkeeping engagement does not remove those obligations.
We first assess whether an appropriate financial-summary workflow can support the work. Do not assume a summary is free of patient identifiers. Any proposed PHI access needs a separate review of applicable agreements, safeguards, tools and acceptance before files are shared. This page does not attest to HIPAA compliance or promise a ready-made PHI-processing service.
CMS describes matching electronic funds transfers with their remittance advice to explain payments. Your practice or billing team owns the claim-level work; we agree what financial output can support the monthly ledger. An EHR integration or claim-recovery service is not automatically included.
A quote built around
your practice’s books.
Tell us the practice type, software, entities, account count, reporting needs and whether there are missing months. We confirm fees, limits, responsibilities and delivery dependencies before work starts.
Review the bookkeeping cost guide for comparison questions. Historical work is separately assessed: catch-up covers missing periods; cleanup addresses problems in existing books.
If you need patient billing, coding, insurance follow-up, clinical-system administration or a PHI-processing arrangement immediately, an appropriately assessed medical billing/RCM provider may be the better next step. Our core offer is human-led month-end bookkeeping.
Your questions, answered.
Does healthcare bookkeeping include medical billing?
Our core service covers the financial accounts, monthly bookkeeping and reports in your proposal. Coding, claim submission, denial appeals, patient billing, collections and EHR payment posting stay with your practice or revenue-cycle team. We can use approved financial summaries to reconcile the included accounts; that does not replace claim-level reconciliation.
Who will manage and review my books?
Your dedicated account manager is your main contact for updates and records needed. A named bookkeeper manages the work, resolves questions with you and reviews the books before finalization.
Can you help if my books are behind?
Yes. Catch-up and cleanup are assessed separately, with their own agreed records, price and timeline. Regular monthly bookkeeping starts from the baseline agreed with you.
Can you work in our existing QuickBooks, Xero or Sage account?
We assess your existing accounting software, edition, permissions and financial exports before agreeing the workflow. You can retain your accounting account and provide statements manually. An EHR connection, automated remittance import, new software subscription or migration is not automatically included.
Are you claiming HIPAA compliance or accepting patient records?
This page is not a HIPAA compliance attestation. Do not send patient information, medical records or remittance files through the website enquiry form or booking description. Any proposed access to protected health information requires a separate review of the workflow, applicable agreements and safeguards before acceptance. Do not assume that removing a name alone makes a file de-identified.
How do insurance and patient payments reach the books?
We agree which approved financial summaries support the monthly ledger, identify the relevant periods and match the included receipts, settlements, refunds and fees to bank activity. Your practice or billing team explains claim-level adjustments and unresolved differences. If invoices or receivables are already recorded, a payment must be allocated appropriately rather than added as a second sale.
Can you prepare cash- or accrual-basis healthcare books?
The accounting basis and any adjustments are agreed before work starts. An EHR charge total, a collection report and a bank deposit can describe different activity or periods. Accrual receivables need reliable supporting records and an agreed treatment of adjustments; we do not copy an unexplained EHR balance into revenue. Your accountant determines tax-method requirements.
How much does healthcare bookkeeping cost and when will reports be ready?
We quote after assessing accounts, entities, record volume, software, accounting basis and reporting needs. Your proposal confirms fees, limits, extra-work approval and the month-end delivery schedule, including records and answers needed from your practice. Historical cleanup, catch-up, software and specialist work are assessed separately; this page does not establish a fixed package price.
A clear next step
for your books.
Share your practice type, accounting software and the business bookkeeping help you need. Do not include patient names, health information, clinical records, remittance files or other patient identifiers in this form or a booking description. We will discuss the proposed financial-record workflow before you share files.
Please share a short description only. Keep financial documents, passwords and account numbers out of this enquiry form.
Your books.
A clear next step.
Tell us what you need help with. We’ll discuss the work, records and price before you decide.
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