Healthcare Business QuickBooks CleanupThe visit is real and the cash is not here
The schedule can be full while the bank is quiet. Both can be true. The quiet bank is a timing story until someone writes it down as money still owed.
Name what is owed
Credentialing is not a slow clinic.
A new plan panel, a new clinician, or a contract that is still pending will hold cash back while the visits keep happening. If those visits are left out of the file until a deposit arrives, the month looks idle. If they are recorded as if the cash were already in the bank, the statement becomes a fiction the moment anyone compares it to the feed.
The middle is a receivable. Work done, money not here, collected later or released later on purpose. We name the stack, we age it, and we write off only the part you have decided to release. An unsettled claim is not treated as failure. It is treated as open.
Say in the first note if credentialing is why the cash is late. Those visits stay as money owed. They are not a slow week and they are not cash. A young panel can look idle on the bank and full on the schedule at the same time. The file should say so without a second workbook.
Sort open claims by how old they are.
We sort what is still owed by how long it has been open and by which plan is holding it. A claim under 30 days is a different conversation from a claim past 90. The counter needs the second list. A revenue total that hides both lists is not a total anyone should hand to a lender.
Patient balances are not the same stack as plan balances. The patient share can be asked for at the counter. The plan share waits on the plan. Mixing them into one number makes the counter call the wrong person, and it makes a slow plan look like a patient who will not pay.
You send the bank, the open claims, and the list of what patients already paid. We meet by video. The file is finished on the day the scope already wrote down. The opening conversation stays a conversation until a scope names the fee.
What we will not pretend.
We will not call a receivable income already in the bank. We will not drop it so the month looks tidy. We will not age it in a workbook that never meets the file. When a deposit finally arrives, it is matched to the claims it paid, and the ones it skipped stay on the list.
If guarantees and bonuses live outside the file, the receivable story and the pay story never meet. That problem has its own page. On this one, the question is only what the bank has not caught yet.
A chart never has to leave the clinic. The exports are enough. If the open claims are the part the bank cannot explain, say that in the note and we start there.
Name what the bank has not caught.
Say whether the open claims are the part the statement cannot explain.
You will be talking to the Steven Palmieri practice.