Medical & Dental Practices
Patient revenue moves through billing, insurance, copays, and write-offs. We reconcile your practice software to your books so every dollar gets accounted for.
The Revenue Puzzle
A medical or dental practice handles revenue in ways most small businesses never deal with. The fee you bill is rarely the amount you collect. Insurance contracts dictate allowable amounts. Patients pay copays at the front desk. Some balances get written off entirely. Looking at the bank account alone tells you nothing about what was earned versus what was actually collected.
The financial story lives inside the practice management software. Dentrix, Open Dental, ChiroTouch, OfficeMate, WebPT, and similar platforms track production, adjustments, and collections in detail. The trouble is that these systems rarely speak cleanly to QuickBooks. Without someone bridging the two, the monthly reports show numbers that nobody fully trusts.
Who This Covers
Who This Covers
Dental practices, chiropractic offices, optometry clinics, and physical therapy practices across Jacksonville, Wilmington, Myrtle Beach, and the rest of the Carolinas. Single-provider offices and small group practices with a handful of associates.
What Makes It Different
What Makes It Different
Three or four revenue streams hit the books at different times. Production posted on the schedule, copays collected at checkout, insurance checks arriving weeks later, patient statement payments trickling in. Each one needs to land in the right place so the picture stays accurate.
How We Handle the Books
We reconcile the daily activity from your practice management software to the deposits hitting the bank. Every day sheet lines up with the corresponding deposit. When something does not match, we find out why. This keeps the revenue in your books tied directly to the production and collections your front desk is already recording.
Beyond daily reconciliation, we watch the aging on insurance claims. Accounts receivable that runs past 60 or 90 days usually means stalled claims that need attention. We surface those numbers monthly so your billing staff can chase down what is owed before claims age out of timely filing windows.
Software Reconciliation
Software Reconciliation
Day sheets matched against bank deposits. Adjustments and write-offs categorized correctly. Refunds to patients and insurance carriers tracked. The numbers in your books reflect what actually moved through the practice.
AR and Aging Visibility
AR and Aging Visibility
Monthly review of insurance receivables and patient balances. Aging buckets shown clearly so claims do not sit forgotten. Late payments and underpayments by carrier identified before they become full write-offs.
Common Problems
The most common issue we see is one person handling intake, billing, deposits, and reconciliation. There is no second set of eyes. This is not about distrust. It is about the simple reality that errors and missed payments need an external check. We act as that external check and verify what comes in against what gets deposited.
The second common problem is equipment and asset accounting. A new dental chair, a CBCT machine, a chiropractic table, or refractor equipment gets purchased on a payment plan. Without proper setup, the entire payment shows as an expense and the asset never lands on the balance sheet. Depreciation gets missed, tax positions weaken, and the true value of the practice gets distorted.
Cost of Goods Drift
Cost of Goods Drift
Dental lab fees, optical lab work, supply orders, and consumables creep upward without anyone noticing. We track these costs as a percentage of collections each month so increases get flagged before they erode the margin on the work.
Equipment Treatment
Equipment Treatment
Major equipment purchases capitalized and placed on a depreciation schedule. Loan principal separated from interest. Section 179 and bonus depreciation considered against your actual tax situation, not applied by default.
What Changes
You manage the practice using numbers you trust. Production reports from the software line up with the books. Collections are verified. Insurance aging is visible every month rather than a year-end mystery. When something feels off in cash flow, you can find the cause quickly instead of guessing.
Decisions about hiring an associate, opening a second location, or buying a piece of equipment rest on real financial data. Your tax return is built from organized records that make filing straightforward. The energy you used to spend wondering about the back office goes back into patient care and running the practice.
Investment Decisions With Confidence
Investment Decisions With Confidence
Verified financials show what the practice can actually support. Buying a new piece of equipment, adding an operatory, or hiring an associate becomes a calculated choice rather than a hope.
Partner and Associate Clarity
Partner and Associate Clarity
For group practices, production and collections by provider are tracked cleanly. Compensation arrangements based on collections work the way they were designed. Partnership conversations rest on numbers everyone trusts.
Trusted Accounting for Small Businesses
First Step:
Start With a Call
Tell us about your business and what you need help with. We'll ask a few questions, evaluate your current situation, and let you know how GMJ can support your books, taxes, and day-to-day operations.
