How it runs for clinical laboratories
Your LIS and billing platform keep patient-level records; the ledger carries totals your CPA and lender can trust.
What is outsourced bookkeeping?
Outsourced bookkeeping means a remote accounting team records, categorizes and reconciles your business transactions instead of an employee doing it in-house. You keep ownership of the accounting file and the bank relationship. The provider works inside your software on a fixed schedule, so the books are ready for reporting, tax and lending whenever you need them.
What we handle for clinical laboratories
- Monthly charge, adjustment and cash summaries posted by payer class and test line
- Classes or dimensions for chemistry, hematology, molecular, toxicology and pathology
- Reagent rental, send-out, courier and proficiency-testing bills coded by line
- Owned analyzers and lab build-outs capitalized and depreciated monthly
- Weekly open-items note listing missing invoices and unposted exports
The KPI that matters here
Zero uncategorized transactions older than seven days and every account reconciled by the fifth business day.
Clinical labs compliance notes
CLIA
Every lab that tests human specimens must hold a CLIA certificate matched to the complexity of its testing, renewed on a two-year cycle with fees based on test volume. We record certificate fees, proficiency-testing subscriptions and inspection-related costs as compliance expenses and keep renewal dates on the close calendar. Certification and inspection readiness stay with your lab director.
Payer rules and PAMA
Medicare pays lab tests from the Clinical Laboratory Fee Schedule, commercial payers pay contract rates, and both apply medical-necessity and frequency rules that produce denials. PAMA private-payer rate reporting also falls on applicable labs in reporting years. We keep revenue, adjustments and denials in separate accounts so your billing team and CPA can see each effect.
HIPAA
Remittances, client invoices and LIS exports carry patient identifiers and test names. Our staff are HIPAA-trained, we sign a BAA, all access is logged with MFA, and exports are handled inside your systems and our portal rather than on local drives.
Anti-kickback and EKRA
The federal Anti-Kickback Statute and the Eliminating Kickbacks in Recovery Act restrict how labs pay marketers and how they price or discount services for referral sources. We record sales compensation and client discounts exactly as your compliance counsel has approved them, and flag any arrangement that looks volume-based so it can be reviewed. We do not give legal advice.
Clinical labs software we work in
- QuickBooks Online
- Sage Intacct
- Bill.com
- ADP
- LIS exports (Orchard, Sunquest, SCC Soft)
- XIFIN
- TELCOR
- All 50 platforms
More for clinical laboratories
Other services for clinical labs
Frequently asked questions
Why post lab revenue from the billing system instead of the bank?
Because deposits arrive weeks after testing, net of adjustments and denials, and bundle many claims. Posting from XIFIN or TELCOR summaries records gross charges in the service month, contractual adjustments and denials on their own lines and cash when it lands. That is the only way the ledger AR can agree with the billing-system aging.
How do you handle reference-lab send-out invoices?
The monthly send-out invoice is coded to the test lines the referred tests belong to, using the reference lab's detail report. Where a send-out is billed onward to a client or payer, the cost and the revenue land in the same month so margin on send-outs is visible. Pass-through tests with no markup are shown separately.
Can the books show each draw site or lab location separately?
Yes. We set up locations in QuickBooks Online, or dimensions in Sage Intacct, for each site and map LIS and payroll site codes to them. Shared costs such as the core lab, couriers and billing staff are allocated on a rule you approve, so you get a P&L per site and a consolidated view from one file.
Ask an AI assistant to summarize this page
Opens the assistant with a prefilled prompt so you can check our claims against the page yourself.