The Best Healthcare Accounting Software

Accounting for medical practice

Like most things in the American healthcare system, accounting for healthcare providers is as clear as day. When you started your medical practice, you likely took on far more responsibility than you imagined. Not only are you responsible for providing patient care, but you’re also the accountant, marketing manager, human resources manager, and more. The cash basis of accounting involves recognizing revenues when you receive them and expenses when you pay them. Meanwhile, the accrual basis recognizes revenues when you earn them and expenses when you incur them.

Accrual accounting is considered a much better accounting system for demonstrating what’s actually happening in a business, in terms of activity. Accrual basis accounting spawns extra accounting buckets, like accounts payable and accounts receivable, to capture the details of revenue. It’s about placing a health care facility in the best position possible to provide high-quality, difference-making patient care. This method helps health care facilities obtain a more accurate picture of the transactions that may occur within a given time frame, like a quarter or fiscal year. This accuracy is the reason why large health care facilities will use this method in their accounting practice.

Additionally, the accounting department within a medical office must follow set Generally Accepted Accounting Principles (GAAP) guidelines to avoid fees, fines, and criminal charges. Invoicing isn’t your most important job task, but it’s crucial for keeping your healthcare practice’s finances in order. Luckily, FreshBooks accounting software makes the process quicker and easier with recurring invoicing. You can create a recurring profile in a few clicks and FreshBooks will automatically send the invoices for you, freeing up time for more pressing tasks. The all-new FreshBooks now supports double-entry bookkeeping, to give you even more data about your healthcare practice’s performance and insights about your growth potential. It can help you plan for your business’s future and save you time and money during tax season.

Our expert accountants handle everything from bookkeeping, payroll, tax strategies and accounting for your medical practice. We’re always available to answer questions, take your calls and we proactively approach your accounting so you get monthly reporting with all of the financial data you need to make informed business decisions. Your primary focus as a physician is patient care, but it makes dollars and sense to pay special attention to accounting for medical practices. In addition to being a physician, you’re also an entrepreneur tasked with running a profitable medical practice. FreshBooks accounting management software is built with the many needs of healthcare organizations in mind. Provide detailed invoices for your patients so they can easily submit accurate insurance claims for quick reimbursement.

How Is Accounting For Medical Practices Different?

Click here to sign in to your account as you normally would. Outsourcing accounting jobs is a practical idea for private practices as well as for small to medium-sized hospitals. You just have to make sure that they are well-versed in hospital administration so that they will have the experience and expertise necessary to handle transactions specific to your industry. A bookkeeper is someone that records all transactions that are going on within the practice for use by the accountant later on. This task is in conjunction with the data and documents that other staff are creating such as receipts, billings, and the like.

Accounting for medical practice

Of course, labor is expensive, and you shouldn’t waste money unnecessarily. Fortunately, you don’t need to hire full-time workers for all your accounting functions. Once you have an administrative staff in place, it’s a good idea to invest in their financial education as well.

Bookkeeping is put on the back burner

To fully optimize a revenue cycle management, one mistake can throw off the entire practice’s ability to be profitable. For example, who is confirming patient eligibility, insurance status and checking for co-pays? Jay works primarily with for-profit clients looking to maximize revenue and minimize expenses, and he is dedicated to providing them peace of mind that they’re getting the best possible tax savings. His guidance helped one client avoid a $500,000 tax liability with a cost segregation study, and he helped another client eliminate a $50,000 IRS tax penalty.

This article offers general information only and is not intended as legal, financial or other professional advice. A professional advisor should be consulted regarding your specific situation. While information presented is believed to be factual and current, its accuracy is not guaranteed and it should not be regarded as a complete analysis of the subjects discussed. All expressions of opinion reflect the judgment of the author(s) as of the date of publication and are subject to change.

Whichever you choose, your accountant will be the one to assist you in facilitating and implementing this system, so ask lots of questions and work together to find a system you feel comfortable with. When it comes down to setting up your medical practice, hiring an accountant might not be the first thing you think about. After all, there are so many other things on your plate – like picking the right location, hiring staff, setting up bank accounts, and preparing your office for new patients. However, having a strong accounting team for your medical practice can not only support you in setting up your medical practice, it can also save you money on your tax bills and help you prepare for the future.

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. Businesses generally have to choose between the cash and accrual accounting methods. Neither is inherently superior, but the accrual basis is generally better suited to medical practices.

For FICA tax (as well as federal income tax), you must complete and file Form 941, Employer’s Quarterly Federal Tax Return. This form is due by the last day of the month following the end of each quarter, although some employers might be considered annual filers. Thanks to the innovative invoicing tool from FreshBooks, you can send invoices in just a few clicks.

Stop the Bleeding: Employee Retention in Healthcare Practices

Value-based payments regulated by the Centers for Medicare and Medicaid Services are also an increasingly important revenue consideration for health care providers, especially doctor’s offices. Also known as pay for performance or P4P, these payments are alternatives to traditional fee-for-service, which is tied to the number of visits by patients. Pay for performance is also the health care industry’s least standardized payment model, something that could saddle health care accountants with an additional challenge. Many health care providers try to handle their books on their own using QuickBooks or another DIYaccounting software solution. While this is less expensive than hiring a CPA firm, it often costs more in the long term.

  • Neither is inherently superior, but the accrual basis is generally better suited to medical practices.
  • When you have highly-efficient revenue cycle processes and well-documented workflows in place, your practice will likely see increases in revenue/payments and decreases in bad debt write-offs.
  • It’s important for the practice manager to also consider larger expenses, such as malpractice insurance.
  • As a small business owner, you have the flexibility to decide what to pay yourself and your staff.
  • Get started using simple cloud-based accounting software for the healthcare industry with a free 30-day trial.

With the help of your accountant and your staff, you can create a payroll system to best suit the needs of your medical practice. The opening and operation of your new medical practice comes with bills to pay – you’ll be receiving invoices from suppliers as well as bills for things like rent, utilities, water, Internet, and phone. Not only can your accountant make sure you make all these payments on time, they can also help you set up a system to track these expenses on a monthly, quarterly, and annual basis.


You can even invite your accountant to collaborate on your FreshBooks account at no extra cost so they can access reports and analyze your business data. Watch your healthcare practice grow faster than ever with advanced bookkeeping tools from FreshBooks. Zoho Books is a cloud-based accounting software that provides features such as invoicing, expense tracking, and inventory management. It is aimed at small businesses and includes integrations with various other business tools. Whether you’re a small practice or a larger one, payroll software is a good idea.

Accounting for Medical Practices – How to Maintain Your Books

It’s prohibitively difficult and time-consuming to keep track of everything by hand. For example, medical coders make mistakes, patients fail to pay their bills, and insurance companies reject claims. As a result, medical practices must establish even more efficient systems for tracking and organizing data. 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.

No endorsement of any third parties or their advice, opinions, information, products or services is expressly given or implied by RBC Ventures Inc. or its affiliates. We’re more committed than ever to provide businesses and individuals with personalized service. Information derived from transactions can be translated into profit and loss statements that can determine how profitable the organization is. It can also be used to make management decisions such as cutting back on certain expenses or letting go of redundant personal. You can look for programs that offer a complete suite of functionalities that can cover all aspects of your operations. While some may consider using an enterprise-level application as a luxury, it will usually pay for itself over time due to the benefits that it can provide long term.

You need a reliable, professional accountant you can count on to keep your finances in order and help you make informed decisions. That’s why Sterling Tax & Accounting is committed to building strong, lasting relationships with our clients. We understand the importance of trust and integrity in our work, and we’ll do everything we can to earn yours. The first thing to consider is the amount of money you’ll be putting out every pay period. As a small business owner, you have the flexibility to decide what to pay yourself and your staff. If you are a corporation, will you be taking a salary for tax reasons and putting the rest of your billing into dividends?

Make sure you have a separate business bank account and business credit card for the practice, and keep all business and personal expenses separate. When you’re ready to take some of those Accounting for medical practice responsibilities off your plate, accounting and bookkeeping should be your top priority. Here are some common mistakes that arise when you don’t handle your medical accounting correctly.

Our online platform allows us to manage your books and accounting work remotely, and you get 24/7 access to all of your books, accounting documents and financial reporting with the click of a button. You spend long days and evenings tending to patients who rely on your expertise. The last thing you want to do is balance the books at the end of the day.

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