How it runs for clinical laboratories
Revenue and adjustments are posted by month from the billing platform rather than estimated from deposits, client invoices are reconstructed from LIS volumes, reagent and send-out costs are coded by line and every account is reconciled to the cut-over date. You receive a clean starting point and a written list of anything that could not be supported.
What is catch-up bookkeeping?
Catch-up bookkeeping is a one-time project that records and reconciles months or years of transactions that were never entered. The goal is a set of books where every bank, card and loan balance agrees with the statement and every period can be reported on. It ends when the backlog is current and reconciled, usually followed by ongoing monthly bookkeeping.
What we handle for clinical laboratories
- Monthly charge, adjustment and cash figures posted from historical billing-system reports
- Client-bill invoices and receipts reconstructed from LIS exports and lockbox records
- Bank, card and loan accounts reconciled month by month to the cut-over date
- Reagent, send-out and courier bills recovered from vendor portals and email archives
- Written list of unsupported items and open questions for your review
The KPI that matters here
Backlog months reconciled and delivered on the agreed schedule with a signed-off list of unsupported items.
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
Catch-up bookkeeping in other industries
Frequently asked questions
What records do you need to rebuild laboratory books?
Monthly charge, adjustment, cash and AR reports from your billing system for each back month, LIS accession exports, bank and credit-card statements, loan statements, vendor invoices or portal access, payroll registers and prior tax returns. If billing-system history is intact we can rebuild most of the rest. Where a month's reports are missing we say so rather than estimate quietly.
How long does a laboratory catch-up take?
It depends on the number of back months, sites, bank accounts and revenue streams, and on how quickly billing-system and LIS reports can be pulled. A single-site lab with a year of backlog and complete statements is usually a few weeks of work; multi-site or multi-entity labs take longer. We quote after reviewing the file and work to an agreed schedule.
Can you finish the catch-up before a buyer's due diligence?
Yes, and we prioritize what a reviewer tests first: bank reconciliations, AR that agrees to the billing system by stream, client invoice support, analyzer and lease schedules and payroll liabilities. Unsupported items are listed openly for your CPA. The catch-up bookkeeping service page explains how the project rolls into a monthly close.
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