How it runs for clinical laboratories
LedgerBPO reconciles every processor payout to the bank, the ledger and the underlying order, statement or invoice under our ReconBot workflow, records fees by channel, ties online test orders to accessions and reports any gap the week it appears.
What is payment processor reconciliation?
Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent.
What we handle for clinical laboratories
- Stripe, Square and portal payouts matched to bank deposits net of processor fees
- Direct-to-consumer test orders tied to accessions, results released and sales tax where applicable
- Draw-site card payments matched to patient statements or prepay balances
- Refunds and chargebacks recorded against the original payment and reopened balances
- Monthly processor fee summary by channel for margin review
The KPI that matters here
Every processor payout matched to a deposit and to its underlying payments before the month closes.
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
Payment processor reconciliation in other industries
Frequently asked questions
Why does the Stripe dashboard never match our recorded sales?
Stripe pays out net of fees on a rolling schedule, combines many payments into one deposit and deducts refunds and chargebacks from later payouts. We reconcile each payout to its component payments, book fees as an expense and refunds against the original sale. Gross sales, fees and net deposits then appear separately and agree with the bank.
Can you reconcile a direct-to-consumer testing store?
Yes. Orders from a Shopify or custom store are matched to the processor payout, the accession in the LIS and the result release. Orders paid but never collected, or collected but never paid, appear on the exception log. Where your state treats any part of the sale as taxable, the tax collected is recorded for your preparer.
How are chargebacks on patient card payments handled?
A chargeback is recorded against the original payment so the patient balance reopens, the processor fee is booked and your team is notified to respond with the statement and service records. If the dispute is lost the balance returns to the patient aging; if it is won the reversal is matched when it lands. Nothing is written off without your approval.
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