Healthcare Accounting Services for Practices and Clinics Clean Books, Protected Data
Healthcare accounting services for medical, dental, therapy and specialty practices, clinics and healthcare suppliers. We reconcile payer and patient payments, track provider compensation and keep your financial data handled with the care health information requires.
- Payer deposits reconciledInsurance and patient pay
- Provider profitabilityBy provider and location
- Data protectedUnder a written security plan
Big Accountants provides healthcare accounting services to US medical and dental practices, therapy and specialty clinics, and healthcare product suppliers. We reconcile insurance and patient payments to your bank and billing system, track costs and provider compensation, and report profit by provider, service line and location.
Healthcare finances have their own logic. Revenue arrives through payers on their schedule, net of contractual adjustments, sometimes followed by recoupments months later. Books that simply record deposits cannot tell you which providers, payers or services are profitable. Ours can.
- Collections by payer, provider and location
- Deposits tied to your billing system
- Refunds and recoupments recorded
- Provider compensation and productivity
- Overhead per visit or procedure
Healthcare Accounting With Protected Health Information in Mind
Accounting work for a healthcare provider can involve protected health information. The US Department of Health and Human Services lists a CPA firm whose accounting services involve access to PHI as an example of a HIPAA business associate, which requires a business associate agreement.
We design our work to use the minimum health information necessary, rely on summary billing reports wherever possible, and protect all client data under a written information security plan.
- Business associate agreementSigned where PHI is involved
- Minimum necessarySummary reports over patient detail
- Role based accessOnly assigned staff see your data
- Encrypted exchangeNo files by plain email
- Written security planReviewed every year
What Our Healthcare Accounting Services Include
Our healthcare accounting services follow how practices bill, collect and pay providers.
Payer and patient reconciliation
Insurance remittances and patient payments matched to deposits.
Billing system tie out
Collections and adjustments reconciled to your practice management reports.
Refunds and recoupments
Overpayments and payer takebacks recorded and tracked.
Provider compensation
Productivity based pay calculations supported by collections data.
Accounts payable
Medical supplies, lab and equipment bills managed and paid on time.
Multi location reporting
Profit and loss by location and service line.
Practice KPIs
Collections, overhead and cost per visit every month.
Year end and tax support
Reconciled books and schedules for your tax preparer.
Production vs Charges vs Collections
Three numbers practices often mix up. Your books should show the one that matters for each decision.
| Measure | What it means | Used for |
|---|---|---|
| Gross charges | Your full fee schedule for services provided | Volume trends only |
| Contractual adjustments | Reductions agreed in payer contracts | Understanding payer mix |
| Net production | Charges after contractual adjustments | Expected revenue and provider productivity |
| Collections | Cash actually received from payers and patients | Cash flow, profit and many compensation plans |
| Refunds and recoupments | Money returned to patients or taken back by payers | True net collections |
Healthcare Practice KPIs We Report Every Month
The measures practice owners and administrators use to run the business side.
Collections by provider
Cash brought in from each provider’s work.
Payments received / Provider
Overhead ratio
Share of collections spent running the practice.
Operating expenses / Collections
Cost per visit
What each patient visit costs to deliver.
Operating expenses / Visits
Collections by payer
Which payers drive revenue.
Payments / Payer
Days in receivables
How long it takes to collect.
Receivables / Average daily collections
Staff cost ratio
Non provider staff cost as a share of collections.
Staff cost / Collections
Healthcare Accounting Problems We Fix
If any of these sound familiar, your practice numbers may be misleading.
- Deposits never tie to the billing system
- Recoupments surprise you months later
- Provider pay calculated from incomplete data
- No profit view by location or service line
- Personal and practice expenses mixed
- Financial files shared over plain email
How We Set Up Healthcare Accounting
Structured onboarding that starts with data protection.
- Week 1
Agree and secure
Engagement letter, business associate agreement where needed, secure access.
- Weeks 1 to 2
Structure
Chart of accounts by location, provider and service line.
- Weeks 2 to 4
Reconcile
Recent months tied to the billing system and bank.
- Every month
Close and report
Deposits reconciled and practice KPIs reported.
Healthcare Accounting Pricing
Price depends on the number of providers and locations, payer volume, payroll and reporting needs. Every quote is fixed in writing after a free call, and our pricing is competitive. See how our pricing models work.
Ongoing practice accounting
Reconciliation, payables and reporting for an agreed fee.
Cleanup projects
Rebuilding past months or a provider pay review at a set price.
Advice on demand
Expansion, hiring and compensation questions.
More Services for Healthcare Businesses
Accounts payable
Bills coded, approved and paid on time.
Tax preparation and filing
Business returns prepared and e-filed.
Controller services
Month end close and internal controls.
Virtual CFO
Forecasts, budgets and KPIs.
See all our accounting and bookkeeping services for US businesses.
Healthcare Accounting FAQs
What do healthcare accounting services include?
Healthcare accounting services include reconciling insurance and patient payments to deposits and the billing system, recording refunds and recoupments, managing payables, supporting provider compensation and reporting profit by provider, location and service line.
Is an accounting firm a HIPAA business associate?
It can be. HHS lists a CPA firm whose accounting services to a healthcare provider involve access to protected health information as an example of a business associate. In that case a business associate agreement is required.
Will you sign a business associate agreement?
Yes. Where our work involves protected health information, we sign a business associate agreement before we begin.
Do you need access to patient records?
Usually not. We work from summary reports from your billing or practice management system wherever possible, so we see the minimum health information necessary.
Do you handle medical billing or claims?
No. We are your accountants, not your billing company. We reconcile what your billing team or vendor collects to the bank and the books.
Which practices do you work with?
We work with medical, dental, therapy, chiropractic and specialty practices, outpatient clinics and healthcare product suppliers across the US.
Can you calculate provider compensation?
We prepare the collections and productivity data your compensation plan uses and can calculate payments under the plan you set.
How much does healthcare accounting cost?
Cost depends on providers, locations, payer volume, payroll and reporting needs. We offer a competitive fixed monthly fee, hourly billing or per task pricing, quoted in writing after a free call.
Run the Business Side of Your Practice With Confidence
Tell us about your practice, locations and systems. We will recommend a setup and send a clear written quote.