Bookkeeping Tips for Doctors and Healthcare Practices

bookkeeping for medical practices

Bookkeeping for medical or dental practices can be an intricate process that requires a lot of attention to detail. Falling behind or putting it off until the end of the year can yield disastrous results. Cloud storage offers higher levels of security than on-site digital storage, reducing the risk of data breaches or accidental deletion of important information.

  • Here are some things medical practices should consider for their back offices.
  • If you spend 12 hours of work on this per year, that’s $200 an hour, so unless you are making more than $408,000 (which some on our thread are), you need to do your own bookkeeping.
  • As a medical practitioner, you have enough on your plate already, and trying to keep track of your finances can be overwhelming.
  • Our certified QuickBooks Pro advisors will make sure you have this information in the palm of your hand when you need it and are kept up-to-date in real-time.
  • Put another way, whether or not a patient is satisfied with a particular healthcare provider can impact his or her treatment outcome.
  • One of the most essential bookkeeping tips for healthcare practices is to bill promptly.

We make healthcare activities well-managed and profitable through professional accounting and bookkeeping services. Healthcare providers rely on financial insight reports in order to harness financial data effectively. We help bridge that gap by offering seamless data synchronization and clarity solutions to healthcare providers. The cash basis is easier to implement, but it generates financial statements that poorly represent a medical practice’s profitability. Doctors often provide services and go without the corresponding revenues for months, if they ever receive them at all. And, like other businesses, healthcare companies also have day-to-day expenses related to utilities, payroll, supplies, and everything else required to provide efficient patient services.

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He now writes articles on personal and corporate finance, accounting and tax matters, and entrepreneurship. As you’re growing and expanding your medical practice, you’ll likely need access to additional capital. Lendio can help match you with the right lender for your medical practice loan. While you can pay an accounting firm for help with a lot of this, you can’t give up the financial controls altogether. You need to know enough to understand and assess any management solutions they suggest. The cash basis of accounting involves recognizing revenues when you receive them and expenses when you pay them.

  • As such, a doctor’s office must maintain accounting records so patients and their insurance companies can be billed correctly for the services the doctor performed.
  • © 2017 Build Your Firm, providers of accounting customized website design.
  • From working with insurance and third-party billing companies to preparing financial information for your board, bookkeeping for doctors and healthcare practices requires specialized knowledge.
  • Medical office accounting software also helps manage the often complex workflow of processing claims with insurance providers and Medicare/Medicaid programs.
  • We provide you with assistance in representing your interests when interacting with government agencies.

Be sure you work with your attorney or CPA to create a plan that works for your practice and your partners.


Owning your own medical practice is an exciting prospect, but it comes with additional accounting responsibilities. While you’d probably prefer to focus on providing healthcare services to your patients, you can’t afford to ignore the business side of your operation. For more than 20 years, MBA Billing has provided trusted healthcare billing services and practice management in the greater Portland area. Contact us today to see how we can improve your practice’s efficiency and profitability.

Whether you’re a practitioner keen on DIY bookkeeping, or one that prefers expert management of your QuickBooks transactions, we’ve got you covered. We extend our expertise, from supporting you in your DIY bookkeeping, to handling monthly bookkeeping daily transactions within your QuickBooks. For example, an in-house bookkeeper might make sense, but you’re probably better off using an outsourced accounting service for your more sophisticated financial needs. Once you have an administrative staff in place, it’s a good idea to invest in their financial education as well. The more knowledgeable and reliable they are, the less that business will interfere with your day-to-day routine. You may still need to acquire a few tools for whatever your PMS can’t help you with, such as accounting and payroll services.

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It’s also critical to ensure that processes are implemented and followed across the practice. When each office has its own way of doing things, it leads to financial headaches, increased costs, and also greater vulnerability to fraud and theft. This website is created by Supporting Strategies to provide general bookkeeping and accounting information only. Supporting Strategies does not provide tax, legal or accounting advice, and the information contained herein is not intended to do so.

White label bookkeeping services are a good choice as they do the same tasks as a traditional accountant, but they are usually easier to find and cost less to hire. Some of the tasks they can handle include invoicing, payment processing, and expense tracking. Whether you use Paypal or a credit card processor, we incorporate that information into your books. We will also connect your financial accounts to your bookkeeping software and begin data entry that includes your accounts receivable general ledgers. The accounting of your medical practice also means calculating and paying the salaries of your employees.

Follow these helpful and healthy bookkeeping tips for healthcare practices to keep your books accurate and easy to navigate year-round. Don’t rely on bank statements to provide the whole story when it comes to bookkeeping for your dental or medical practice — it’s all about the details. It is also worthwhile to consider setting up autopay for invoices the medical practice regularly receives. This process involves matching transactions recorded in your records to the information on your bank or credit card statement. If you see a charge for cotton swabs, for example, that you don’t recognize, or a payment for an outpatient procedure you didn’t expect, you can investigate and ensure it’s legitimate. It’s important to hire a professional CPA or accountant when you need the help.

Before committing to any products, make sure you’ve chosen ones that can interface with each other seamlessly. Here are some best practices you can implement to optimize your accounting function and minimize the time you have to spend managing it. The UMA healthcare blog covers information at the intersection of healthcare, education and employment. Our contributors are familiar with a wide range of subjects covering professional development, career advancement, healthcare industry-specific topics, and education.

Hospitals, physicians, and other medical practitioners help people get better when they are unwell. The medical industry is also highly competitive—owning bookkeeping for medical practices and operating a successful medical practice is not easy. Front Desk Helpers have been working with us as our Accountant for over two years.

bookkeeping for medical practices

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