How it runs for clinical laboratories
Our ReconBot workflow matches posted cash to bank activity and keeps an exception log for anything that does not tie, so the billing-system aging, the ledger and the bank agree.
What is cash application?
Cash application means matching money received from customers to the invoices it pays and recording that in the accounting system. It covers bank receipts, checks, lockbox files, card payouts and remittance advices, including partial payments, deductions and payments with no reference. Done well, the aging is accurate and no customer is chased for an invoice they already paid.
What we handle for clinical laboratories
- Posted remittance batches matched to MAC, Medicaid and commercial deposits by date and amount
- Client checks, ACH and card receipts applied to open invoices from remittance stubs
- Patient portal and mailed payments applied to statement balances, oldest first unless referenced
- Unapplied and unidentified cash cleared weekly with a named owner
- Recoupments, offsets and interest recorded against the correct claim or liability
The KPI that matters here
Unapplied cash cleared within seven days and posted cash equal to bank deposits at every month-end.
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
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Frequently asked questions
Who applies remittances to lab claims, you or our billing team?
Your billing team or SS Support Network applies 835 remittances to claims inside the billing platform. We reconcile those posted batches to bank deposits and the ledger, apply client and patient receipts to invoices and statements, and work the unapplied list. When both billing and books are with us, one team lead owns both steps and the aging agrees by design.
How do you apply a client check that covers several invoices?
We use the remittance stub or the client's payment advice to allocate the amount across the listed invoices, apply short payments to the disputed lines they relate to and record any unexplained difference as an open item for follow-up. If no advice is attached we apply to the oldest invoices and confirm with the client through the BillingLine desk.
What happens when a payer recoups money from a lab?
Recoupments and offsets are recorded against the original claim or an overpayment liability so the deposit reconciles and the aging stays accurate. Each one is flagged on the exception log the week it occurs so your billing team can appeal or accept it. Medicare interest payments are recorded as other income rather than test revenue.
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