INDEPENDENT MEDICAL PRACTICE BOOKKEEPING
Your books,
finally under control.
Specialized bookkeeping for independent medical practices. Monthly Reconciliation, ERA support, and tax-ready books so you can stop worrying about the numbers and get back to caring for patients.
See what's included →
$0
TO GET STARTED
HIPAA
DATA HANDLING
30 days
TO CLEAN BOOKS
QuickBooks Pro
CERTIFIED ADVISOR
Tel: 123.456.7890
THE PROBLEM
You went to med school.
Not accounting school.
Independent practice owners wear too many hats.
Patient care, staff management, credentialing, marketing -- and somehow, the books, too.
The result is late reconciliations, missed deductions, and tax season surprises that could have been prevented with someone watching the numbers every single month.
📋
Insurance payments are a mystery
ERA reconciliation is complex and time-consuming. Most bookkeepers skip it. You end up not knowing if insurance actually paid what they owed.
📆
Books are months behind
Without monthly attention, reconciliation falls behind. By March, you hand your CPA a mess...and pay for it in extra accounting hours.
💸
Cash flow feels unpredictable
Without a clear monthly P&L, you make financial decisions on gut instinct. Equipment purchases, hiring, expansion -- all without real numbers to back them up.
⚠️
Your CPA charges for cleanup
Tax prep bills are higher than they should be because your books aren't ready. Clean monthly books cut your CPA's time and your bill in half.
WHAT TO DO
Bookkeeping built
for how practices work
Every package includes monthly reconciliation, a clean P&L and balance sheet, and a tax-ready year-end package delivered to your CPA, so tax season is never a scramble. I understand ERA reconciliation, physician compensation structures, and HIPAA-compliant data handling. This isn't general bookkeeping with a medical sticker on it.
01 / Starter
Solo Practice Essentials
For newly independent physicians and solo practicioners getting their financial foundation right from day one.
✅ Monthly bank & credit card reconciliation
✅ Profit & Loss statement delivered monthly
✅ Expense categorization (medical-specific COA)
✅ Year-end CPA-ready package
✅ Email support within 24 hours
From $400 / month
02 / Growth & Expansion
Practice Growth Package
For established practices that want complete financial visibility and are growing their team or expanding services.
✅ Everything in Starter
✅ ERA reconciliation support
✅ Accounts payable management
✅ Payroll reconciliation (up to 8 staff)
✅ Cash flow summary each month
From $750 / month
03 / Analysis & Advisory
Analysis and Advisory
For practice owners who want a financial partner, not just a bookkeeper. Includes strategic review and KPI tracking.
✅ Everything in Growth
✅ Monthly KPI dashboard (5 key matrics)
✅ Cash flow forecasting (90-day rolling)
✅ Monthly advisory call (45 min)
✅ Annual practice financial review
✅ Budget vs. actuals reporting
From $990 / month
Built for practices.
Not adapted for them.
Most bookkeepers have a medical practice or two mixed into their general client list.
I work exclusively with independent practices, which means I understand your billing software, your insurance payer mix, and the difference between a physician W-2 and an owner's distribution.
100% of clients receive books by the 5th of each month
6 hrs average admin time saved per practice per month
QBO ProAdvisor certified, medical chart of accounts standard
BAA Business Associate Agreement available on request
🔒 HIPAA-Aware Data Handling - BAA Available
HOW IT WORKS
From first call to clean books in under 30 days
No long onboarding. No learning curve on your end. I take care of setup, access, and the first full month...you just show up to the kick-off call.
1
Free 30-Min Call
We discuss your practice, current bookkeeping, situation, and whether we're a fit. No pitch--just a conversation.
3
Kick-Off & Setup
One 30-minute call to connect your accounts, review your chart of accounts, and align on monthly deliverables.
2
Proposal & Agreement
You receive a proposal within 24 hours. If it works, you sign electronically. No paperwork, no back-and-forth.
4
Monthly Delivery
Clean books, P&L, and balance sheet delivered by the 5th of every month. Recurring, automatic, reliable.
We know your specialty's numbers.
Every specialty has different revenue patterns, payer mixes, and bookkeeping complexity. A psychiatry practice running cash-pay concierge has completely different needs than a family medicine clinic processing 400 insurance claims per month. We know the difference.
➡️ ERA reconciliation and insurance posting across all major payers
➡️ Physician owner distribution vs. W-2 compensation tracking
➡️ Medical supplies, equipment depreciation, and licensure expenses
➡️ Hybrid cash-pay and insurance revenue separation
➡️ Credentialing and malpractice insurance expense categorization
Family Medicine
Solo & small group practices
$400-$700/mo
Psychiatry & Mental Health
Often cash-pay or hybrid
$400-$700/mo
Internal Medicine
Insurance-heavy practices
$500-$750/mo
Dermatology & Aesthetics
Medical + retail revenue mix
$600-$900/mo
Optometry & Dental
Similar bookkeeping needs
$450-$750/mo
All medical practices need financial ledgers kept.
Get and keep your medical practice running smoothly by hiring
Questions we hear every week
Are you HIPAA-compliant?
We handle financial data only, not protected health information (PHI.) However, we take data security seriously and use QuickBooks Online and Google Workspace, both of which offer Business Associate Agreements (BAA.) We're happy to sign a BAA before onboarding. If your practice has specific data handling requirements, we'll walk through our protocols on the discovery call.
Heading 1
No--medical billing and bookkeeping are two different functions. Your billing company or in-house biller handles claims submission and payer follow-up. We take the payments that come through and reconcile them in your books, post revenue accurately, and make sure what you received matches what was reported. We work alongside your billing team, not instead of them.
Do you do medical billing?
What software do you use?
We primarily use QuickBooks Online (ProAdvisor Certified) and Xero for clients who prefer it. For ERA review we work with whatever your billing platform exports: Kareo, Athena, DrChrono, or others. We handle the setup and any migration from your current system. You don't need to learn anything new.
What if my books are already behind?
That's one of the most common situations we start with. We offer a cleanup engagement to bring books current before starting monthly maintenance. The cost and timeline depends on how far behind things are. We'll assess on the discovery call and give you a clear quote. Most practices are current within 4-6 weeks.
Can I cancel if it isn't working?
Yes. We work with a month-to-month basis with 30 days written notice to cancel. No long-term contracts, no cancellation fees. We believe the work should speak for itself every month. If something isn't working, we'd rather hear about it and fix it...but you're never locked in.
Do you work with our CPA?
Yes, and we actively coordinate with your CPA. We deliver tax-ready books and a year-end package formatted for easy tax prep. We've found that CPAs who work with physician clients love having a dedicated bookkeeper in the picture because it significantly reduces their prep time. We're happy to connect directly with your CPA's office.