Medical & Dental Practices
Revenue flows through insurance, copays, and adjustments before it reaches the bank. We reconcile all of it and produce the financial statements your practice needs to operate with clarity.
The Accounting Side
Medical billing gets all the attention. There are entire companies dedicated to coding, submitting claims, and following up with insurance carriers. But billing only tracks what someone owes you. Once money actually arrives at the bank, someone needs to record it properly, reconcile it against what was expected, categorize every expense, and produce financial statements that tell you whether the practice is profitable. That accounting side is where most practices have a gap.
The deposits themselves are confusing. An insurance company sends one payment covering twelve different patients. A credit card terminal batches the day’s copays into a single lump sum. Patient refunds, adjustments, and write-offs all create transactions that need to be recorded accurately. If nobody is matching these deposits to the actual collections your practice management software reports, the gap between what you think you collected and what you actually collected grows quietly every month.
Who This Covers
Who This Covers
Dentists, chiropractors, optometrists, physical therapists, and specialty medical practices. Solo providers and group practices across Orange County and the Greater Los Angeles area, particularly those operating through multiple entities or managing more than one location.
An Important Distinction
An Important Distinction
We are not a medical billing company. We do not handle coding, claims, or insurance follow-up. We handle the accounting that happens after the billing process. Tracking what arrived in your bank, managing what went out, running payroll, and producing the financial reports your CPA and your lenders need from you.
What We Handle
We currently manage the books for eleven separate entities under a nephrology and dialysis healthcare group. That includes professional services LLCs, dialysis ventures, real estate holdings, and clinical operations across multiple locations. Multi-entity healthcare accounting is not something we are figuring out as we go. It is the work we do every day. That experience translates directly to practices of any size, whether you operate through a single LLC or have a more complex structure with separate entities for the practice, the property, and the equipment.
On the day-to-day side, we reconcile your deposits against what your practice management system reports as collected. We run payroll for clinical and administrative staff, handle accounts payable for supplies and equipment leases, and produce monthly financial statements that give you a current picture of how the practice is performing. We also assist with onboarding new employees by collecting required forms and coordinating with HR, which matters in healthcare where credentialing and documentation requirements are heavier than in most industries.
Multi-Entity Accounting
Multi-Entity Accounting
Many healthcare providers operate through more than one entity. The practice is one LLC, the real estate is held separately, and sometimes there is an equipment or management company involved. Each entity needs its own clean books, its own bank reconciliation, and properly recorded intercompany transactions. We handle all of it and keep the entities straight.
Payroll and Staff Onboarding
Payroll and Staff Onboarding
Clinical staff payroll involves varying pay structures, overtime calculations, and benefit deductions. We run payroll every cycle, handle tax deposits and quarterly filings, and prepare year-end W-2s. For new hires, we collect the necessary forms, verify documents, and coordinate with HR so nothing falls through the cracks during onboarding.
Where Things Break Down
The most common problem is that nobody is independently verifying the front desk’s work. One staff member collects copays, posts payments to the practice management system, prepares the deposit, and processes refunds. When a single person controls the entire cash cycle without outside review, mistakes go undetected for months. A copay gets posted to the wrong patient. An insurance check gets deposited but never recorded. A refund gets issued that should not have been. These are not necessarily dishonest acts, but without someone checking the numbers from the outside, you will never know until the problem is large enough to notice.
Equipment is another blind spot. A practice buys a $90,000 imaging unit and the transaction gets recorded incorrectly, either expensed all at once or placed on the wrong entity’s books when multiple LLCs are involved. Depreciation schedules get ignored. The result is financial statements that do not reflect the real cost structure of the practice, which creates problems at tax time and distorts any analysis you try to do when planning an expansion or evaluating profitability.
Intercompany Tangles
Intercompany Tangles
When the practice pays rent to the real estate entity, or one LLC covers an expense that belongs to another, those transactions need to be recorded on both sets of books. Skipping this step is common and creates what looks like missing money when it is really just poor record-keeping between related entities. Unwinding these tangles at year end is time-consuming and expensive.
The Year-End Scramble
The Year-End Scramble
Healthcare providers are busy treating patients. The books get pushed to the back burner until January, and then someone tries to reconstruct twelve months of financial activity from bank statements and credit card records. The result is inaccurate financials, missed deductions, and a tax return built on estimates rather than real data.
What Changes
You get a clear, current picture of practice profitability every month. Not a rough guess based on how full the schedule looked, but actual numbers showing what was collected, what was spent, and what remained. That clarity changes how you make decisions about hiring another hygienist, investing in new equipment, or opening a second location. You stop reacting to cash in the bank account and start planning based on real financial data.
The administrative weight lifts. Payroll runs on schedule. Bills are tracked and paid. Your CPA receives clean, organized financials at year end instead of a folder of bank statements. If you have multiple entities, each one has its own set of books with intercompany transactions properly recorded. You spend your energy on patient care and practice growth instead of worrying about whether the money side is being handled.
Financial Credibility
Financial Credibility
Whether you are applying for a loan to build out a new operatory, negotiating a lease for a second location, or bringing on an associate, you have current financial statements that show exactly how the practice performs. Lenders and potential partners take you seriously when the numbers are organized, verified, and up to date.
Built-In Accountability
Built-In Accountability
With an independent bookkeeper reviewing deposits and expenses every month, your staff knows the numbers are being checked. This protects everyone involved. Honest mistakes get caught early. Unusual patterns get flagged before they become serious. You gain peace of mind without having to audit your own team.
Orange County's Small Business Bookkeeper
The Next Step:
A Short Conversation
Tell us about your business and what you need help with. We'll listen, ask a few questions, and give you a straightforward quote with no surprises.
